FTE requests, including off-cycle FTEs and changes to authorized FTEs

The annual FTE request cycle

Most faculty FTEs are allocated through the regular annual cycle of requests and review, and the campus expects that each search will be conducted in accordance with the terms of its formal authorization. 

Changes to authorized FTE requests

Occasionally, however, special circumstances may lead deans to request a change to an FTE that has been allocated to their unit (e.g., a change in search level or area). 

Such requests should be addressed to the Vice Provost for the Faculty and sent to the Academic Personnel Office.  Each request should include a justification for the proposed change as well as the dean’s explicit endorsement. The off-cycle request form is available on BMAP, under "Additional Topics."

Once the Vice Provost has received the request, they will review it to determine whether it warrants further consideration.  In making this determination, the Vice Provost will consult with the Provost and, in some cases, the Associate Vice Provost.  If the request does not warrant further consideration, the Vice Provost will notify the dean that the request is not being approved.

If the request does warrant further consideration, then minor adjustments to field or level may be approved by the Provost forthwith.  More significant adjustments will be forwarded by the Vice Provost to the Academic Senate’s Budget Committee for review, and the Budget Committee will also be asked to review all requests for additional FTE that the Administration might be willing to consider.  The Budget Committee’s recommendation concerning significant adjustments or additional FTE will be taken into account by the Vice Provost and Provost, and the Provost will make a final decision.

Off-cycle FTE requests

Special circumstances may lead deans request an off-cycle FTE. Most off-cycle FTE requests are either for “two-fers” that allow a second offer to be made from a search, or for authorization to hire a specific individual without conducting a search.  Both kinds of requests are typically forwarded with some information about the candidate, but an entire appointment case need not be submitted until after the FTE request has been approved.  Of course, units may submit an entire appointment case at the outset if they wish. 

The campus has a strong preference for allocating FTE during the annual review process, which allows for the broadest possible comparison of needs and opportunities.  Thus off-cycle allocations will be made only when a compelling rationale can be offered.  For example, deans should be prepared to say whether they would be willing to trade the requested position for an FTE that would otherwise be allocated in the next regular cycle.  Sometimes two-fers are requested to improve the chances of making a single appointment in highly competitive fields, and in such cases, information about past search outcomes may be helpful.

Requests for authorization to hire a specific individual without conducting a search will be scrutinized carefully in light of campus policies concerning search waivers.  The reasons offered in support of a waiver must include a clear explanation of which of the policy requirements the request meets.   The search-waiver justification should be submitted, through APRecruit, for review by OFEW, simultaneously with the submission of a justification for an off-cycle FTE.

Additional information and guidelines regarding the requesting of twofers