FAQs: About working at UTSA
How do I get my UTSA email account set up?
If you are a new employee, your email account should be requested from the Office of Information Technology (OIT) by your supervisor or departmental admin staff member. Contact either your departmental admin or OIT (firstname.lastname@example.org) if you are having difficulty getting your email account set up.
How can I access my UTSA email from off-campus?
Faculty can access their UTSA e-mail account via the Internet by logging into webmail. Visit my.utsa.edu and click Webmail under Faculty/Staff Resources.
How do I set up my voicemail?
OIT’s Telephone Services website had many resources to help you with your voicemail.
How can I find out when I get paid?
You can view the Monthly Employee Payroll Calendar for the exact payday each month. Your past employee paycheck data is available in UTShare/PeopleSoft’s – Employee Self-Service (ESS). Visit my.utsa.edu to access and log into UTShare/PeopleSoft and select the tab labeled Employee Self-Service. Click on View Paycheck to see the details.
How can I gain access to my office?
If you need to initiate a request for access to a classroom, lab or office, you should first contact the administrative staff in your department. To follow up on a request for access, contact Access Services, a division of UTSA Police. Access Services is responsible for the issuance of university door keys, door re-keying, and access controlled by the UTSA Card. Door maintenance and keying functions for all other applications remain a function of Facilities Services.
How can I renew my parking permit?
Faculty can order their permits online via ASAP. For the latest information, consult the Campus Services website. Need help deciding what permit will suit your needs? Try the Permit Selection Wizard. With a few clicks, it will help you choose a permit that best fits your needs.
How do I appeal a parking ticket?
You have 14 days from the date of the parking ticket to file an appeal. Faculty are encouraged to file appeals through the MyParking Portal. Appeals received outside the 14 day window are no longer valid and will not be considered. More information can be found on the Campus Services – Citation Appeals website.
How do I access files from home?
Virtual Private Network (VPN) connectivity is a secure encrypted connection to the UTSA campus network. Use the UTSA VPN service to access files at UTSA from your home. The UTSA VPN service allows users to securely access resources on the campus network such as the I-Drive, Microsoft Outlook and Departmental servers. The VPN service can be accessed from any internet connection, via both browsers and mobile devices.
To connect to the UTSA VPN service browse to https://vpn.utsa.edu and follow the prompts. Depending on the browser used, you may be prompted to download and install a plugin. Each browser may display these messages differently.
You can also use other web-based storage options at UTSA. Take a look at the OIT website to find out more about OneDrive and SharePoint.
How do I look up my job and personal information?
Personnel information can be viewed in UTShare/PeopleSoft. Visit my.utsa.edu to access and log into UTShare/PeopleSoft and select the tab labeled Employee Self-Service to view your earning statement, paycheck profile, W2 information, contact information and personal information. As of Spring 2016, UTSA deployed myUTSA ID+ (a two-factor authentication system) for access to UTShare PeopleSoft. This initiative adds a second layer of security to access financial and sensitive data. Learn how to set up myUTSA ID+.
Are there any hiring opportunities at UTSA for my spouse?
UTSA Human Resources advertises jobs available at the university on their employment opportunities website.
Am I allowed to accept gifts or honoraria?
Gifts and honoraria are covered under HOP 4.31 Conflicts of Interest.
FAQs: About academia at UTSA
How do I find a mentor?
Each department at UTSA has their own faculty peer mentoring program. Please contact your department chair to learn more. The Office of Academic and Faculty Support oversees the university-wide faculty peer mentoring program and can assist with any questions or concerns you may have. Please contact Dr. Maricela Oliva, Associate Vice Provost for Academic and Faculty Support by calling 210.458.2700.
How do you upload information into Digital Measures?
Digital Measures has made it easy for you to upload information about your vita, annual report, and other pertinent information. The Office of Institutional Effectiveness has provided instructions on uploading your information on the Digital Measures website.
What’s the process and timeline for a third-year review (TYR)?
The process for third-year review involves three levels: the DFRAC, the department chair, and the dean. At each level, the reviewer(s) pays particular attention to whether or not the candidate is making acceptable progress toward promotion and tenure. Regarding timeline, tenure-track faculty under review will submit their review packets in January and meet with the department chair in March. The entire process and timeline can be found on the Third-Year Review website.
What’s the process and timeline for promotion and tenure?
The review process for promotion and tenure involves multiples levels of review — from the department to the president — to ensure a thorough and objective review of each case. Regarding timeline, promotion and tenure applicants should spend the spring and summer prior to their review year assembling their application packets. Applications are reviewed throughout the fall, and applicants are notified of the outcome of their review in December. The process and responsibilities of each reviewer is detailed on the Promotion and Tenure website.
UTSA Libraries offers a scanning service for promotion and tenure digital submissions.
What’s the process for soliciting external review letters?
Responsibility for choosing external reviewers rests with the department chair, but should involve consultation with others, including the faculty candidate. Find more information on the Promotion and Tenure website.
What is the process for a comprehensive periodic evaluation (CPE)?
Information on CPE can be found in the HOP 2.22 Comprehensive Periodic Evaluation of Tenured Faculty and the CPE website.
What is the process for resigning?
The first step to faculty resignation is to submit a letter of intent to resign. More information can be found in the Faculty Resignation and Retirement Process document.
Can I be considered for early tenure?
Before initiating the process for an early tenure and promotion consideration, tenure-track faculty should consult with their department chair and, if possible, the college dean. As the university’s standards for tenure rise, it will be increasingly difficult for faculty candidates to achieve early tenure.
Can I appeal my tenure decision?
The promotion and tenure review process is comprehensive. Generally, appeals should be made only in cases where new, compelling information has become available since the completion of the college-level review. The appeals process is detailed in the HOP 2.10 Faculty Reappointment, Promotion, and Tenure.
How can I apply for emeritus status?
The process for retired/retiring tenured faculty to apply for emeritus status is detailed on the Emeritus Review Guidelines section of the Provost’s website.
How can I be considered for university-wide awards?
UTSA promotes faculty through a number of faculty awards, which are administered both within the university and through external organizations. Information on university-level faculty awards can be found on the Faculty Awards website. Some of the colleges also conduct their own awards programs.
Who is responsible for workload verification?
The departments and/or colleges will oversee and verify the workload requirements for their respective faculty.
How do I file a grievance?
A faculty member may seek redress of any grievable action or decision by following the procedures as defined in section III of the HOP 2.34 Faculty Grievance Procedure. The Office of Academic and Faculty Support oversees the Faculty Grievance Process. For informal, confidential assistance in addressing concerns or complaints related to the university’s academic function, Academic Affairs employs an ombudsperson to assist faculty, staff and student employees.
FAQs: About teaching at UTSA
Does UTSA have a template for a class syllabus?
Yes. These syllabus templates have been created as a guide for faculty and instructors. The templates contain all of the required elements as designated by the Provost. There are two templates, one with the required UTSA services and policies in full text and the other contains descriptions of the services and policies with links to the full text. The syllabus is seen as a contract between you and your students and should be written as clearly as possible. Visit our Class Preparation page for more helpful tips and to download the syllabus templates.
Do I have to upload my syllabus to Bluebook?
Yes. To comply with state regulations, all faculty members at UTSA must upload a copy of each course syllabus to Bluebook. Follow these steps:
- Go to https://bluebook.utsa.edu
- Click on the Faculty Login tab and log on with your “abc123” username and passphrase.
- Your course syllabus should be converted to PDF format before uploading into Bluebook.
How can I access Blackboard Learn?
Visit my.utsa.edu and click Blackboard Learn under Student Resources.
Are UTSA faculty required to use the Blackboard Learn grade book?
Yes. Effective in the Spring of 2014, all faculty are required to keep course grade records in Blackboard Learn. Read the Provost’s memo on Course Grade Recordkeeping to find out more and check out this quick module on FERPA (online module) or (PDF).
How do I transfer grades from Blackboard Learn to ASAP?
Here are a couple of resources to help you in entering mid-term and final grades into ASAP.
If you need help exporting your grades from Blackboard Learn, preparing an Excel file for Banner/ASAP, as well as importing grades, please call the Online Learning Office at 210.458.4057 (Monday-Friday, 8 am to 5 pm), drop in at MS 1.03.08 or email email@example.com to make an appointment with your college representative.
How can I request classroom technology support?
OIT’s Department of Learning Technologies provides equipment, technical assistance, and resources to support the use of general purpose classroom technology at the Main Campus and Downtown Campus. Learn more on the Classroom & Media Services section of the OIT website.
What are some resources for developing your teaching philosophy?
Teaching philosophies are brief statements describing one’s beliefs about instruction and student learning. They are often used to introduce yourself as an instructor to students, peers, and award or hiring committees. Get some great tips on developing your teaching philosophy from our Build Your Teaching Portfolio page. If you would like one-on-one support, Teaching and Learning Services would be happy to help.
What is UTSA’s class attendance policy?
The UTSA Handbook of Operating Procedures (HOP) outlines the university’s Class Attendance and Participation policy. The policy includes information on excused absences, as well as absences for official university functions or military service.
What is UTSA’s policy and procedure regarding student academic dishonesty?
Scholastic Dishonesty is defined in Section 203 of the Student Code of Conduct. UTSA’s policy on faculty responsibilities on this matter is outlined in HOP 2.37 Scholastic Dishonesty. Any questions may be directed to UTSA Student Conduct and Community Standards.
FAQs: About library resources at UTSA
How can I place materials on reserve in the library for my class?
To place a library-owned article or book chapter on e-reserve and have it linked to your Blackboard course page or to place print or hard copies of items (books, articles, DVDs, etc.) on reserve for students in your courses, submit an online request. To place a personal copy on reserve, email us and we will arrange for pick-up from you. You can also drop the item off at the JPL or Downtown Library Front Desks. More information about reserves can be found on the Course Reserves for Faculty page on our website.
How do I request permission to use copyrighted materials in my article/book/dissertation/online course?
To request author’s permission to use copyrighted materials in your own work, you may use this form (Word Document) and contact the author directly.
Keeping track of requested permissions will ensure that you are in compliance with the copyright law if you publish or leave UTSA. You may use this tracking template for guidance. Learn more about Copyright Resources at UTSA.