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Memos & Forms on Academic Procedures

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Faculty Recruiting Procedures
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 Faculty Recruting WebsiteWebsite
15-16NEW: Regular Faculty Recruiting ApplicationPDF
14-15Best Practices for Faculty Search CommitteesPDF
14-15College Recommendation for Offer Letter to HirePDF
14-15Request for Permission to Hire a Research ProfessorPDF
14-15College Recommendation for Research Professor Offer LetterPDF
14-15Sample: Official Offer Letter from the Provost to Research ProfessorsPDF
Faculty Compliance Issues
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14-15Conflicts of Interest Reporting – Permission for Extra Compensation with the University and Proposed Outside Employment


Online reporting

15-16Nepotism Waiver FormPDF
Faculty Initiatives
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15-16Faculty Dependent Care Travel Grant Program                                
15-16Sabbatical Application MemoPDF
15-16Sabbatical Application FormPDF
12-13Sabbatical Leave ReportDownload-DOC
12-13Sabbatical Report ExamplePDF
Faculty Evaluation
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15-16Call for Tenure and Promotion: Committee Dossier Checklist and Forms
 Reference materials for the online Tenure and Promotion system
 Need an individual form?  Each form can be downloaded using this link.Website
14-15Annual Faculty Evaluation MemoPDF
14-15Evaluation Form & Sample Mini-vitaePDF
14-15Progress Towards TenurePDF
14-15Suggested Template for Progress Towards TenurePDF
15-16Post Tenure Review MemoPDF
15-16Sample Letter: Notification of Pending Post Tenure ReviewPDF
15-16Post Tenure Review Check sheetPDF
15-16Post Tenure Summary of in load teachingDownload-DOC
14-15Reappointment of Ranked Renewable Term FacultyPDF
14-15Reappointment of Renewable Term Faculty with Instructor or Lecturer titlesPDF
 Course EvaluationWebsite
Awards, Honors, Prizes and Opportunities
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14-15Presidential Teaching Fellows in HonorsPDF
15-16Jennifer L. Wise Good Stewardship Award LetterPDF
13-14Jennifer L. Wise Good Stewardship Award Nomination FormDownload-DOC
15-16Faculty Awards & Honors website
14-15Ph.D. Dissertation Prizes and GTA AwardsPDF
15-16President's Retired Faculty FundsPDF
15-16President's Retired Faculty Funds Application FormPDF
15-16Faculty/Staff Tuition Waiver MemoPDF
 Faculty/Staff Tuition Waiver: Bursar Information & Application FormPDF
15-16Provost's Outstanding Academic Advising Award MemoPDF
13-14Provost's Outstanding Academic Advising Award Guidelines and Nomination FormDownload-DOC
15-16Faculty Fellowship Program, Big 12PDF
13-14Prestigious Scholarships and Fellowships - Policy & ProceduresPDF
13-14 Form: When Applying for a Prestigious Scholarship or FellowshipPDF
 Form: When Requesting a Leave of Absence without PayPDF
 President's Dream CoursesWebsite
Instructional and Curricular Issues
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15-16Textbook / Instructional Materials Adoption FormWebsite
2011Policy on Students Called to Active Military DutyPDF
15-16Honoring Our Commitment to Our StudentsPDF
14-15Quality Academic AdvisingPDF
15-16English Language Proficiency of InstructorsPDF
15-16Religious HolidaysPDF
15-16Fall (OU/Texas) HolidayPDF
Academic Program / Course Approval and Deadlines
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15-16Program Modification FAQPDF
15-16Request for Program Modification: InstructionsPDF
12-13Substantive vs. Non-Substantive as defined by the State Regents’ Staff (OSRHE)PDF
12-13State Regents’ Timeline for New Program ApprovalPDF
15-16Embedded Certificate - New Program Request FormDOC
15-16Guidelines for New Program Request formDOC
15-16New Program Request Form for Traditional and Online ProgramsDOC
Cover page for Dual or Joint New Program Request Form for Traditional and Online ProgramsDOC
15-16Existing Program Delivered ElectronicallyDOC
15-16Program DeletionDOC
15-16Program SuspensionDOC
15-16Program Name Change
15-16Program Option AdditionDOC
15-16Program Option DeletionDOC
15-16Option Name ChangeDOC
15-16Program Requirement Changes
15-16Other Degree Program ModificationDOC
15-16Administrative/Internal ChangesInstructions
   (1) Addition of Area of Concentration/Track (Level V)DOC
   (2) Deletion of Area of Concentration/Track (Level V)DOC
   (3) Addition of a MinorDOC
   (4) Deletion of a MinorDOC
   (5) Requirement Changes to an accelerated program,
        area of concentration, or minor
   (6) Addition of an Accelerated Dual Degree ProgramDOC
   (7) Deletion of an Accelerated Dual Degree ProgramDOC
   (8) OtherDOC
15-16Substantive Program Changes Process (Flow-chart)PDF
15-16Non-Substantive Program Changes Process (Flow-chart)PDF
15-16Program Approval Tracking
12-13Course Approval TrackingPDF
 Degree Inventory Reporting -- Oklahoma State Regents for Higher Education Website
15-16Course Approval Process (Flow-chart)PDF
15-16Course Request and Syllabi - Checksheet for submission to APCPDF
15-16Course Request and Syllabi - University Course Request FormPDF
15-16Approval Process for Cancellation of CoursePDF
15-16Approval Process for Course Schedule ChangePDF
15-16Shared Tuition Course Request FormExcel
15-16Academic Service Fee – Call for ProposalsPDF
15-16Academic Service Fee Proposal FormExcel
Academic Personnel & Budget Records
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14-15Supplemental vs Overload Base Pay - Faculty & StaffPDF
13-14Helpful Hints / Faculty AppointmentsDOC
14-15Summer 2015 AppointmentsPDF
15-16Minimum faculty and GA salariesPDF
14-15Job Codes, Titles, and Account CodesPDF
13-14Assigning Appropriate Temporary Faculty TitlesPDF
Other Memoranda / Information
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15-16Agreement to Complete a Course after the End of the Term ("Incomplete" Contract)PDF
13-14Assigning Appropriate Temporary Faculty TitlesPDF
14-15Honorary Degrees Nominations Memo
14-15Honorary Degrees Nominations FormPDF
15-16Travel Pre-Authorization Request FormPDF
14-15Student International Travel Policies & ProceduresWebsite
15-16NEW 15-16 Permission for Extra Compensation with the University and Proposed Outside Employment for FACULTY (.66 FTE or greater) 
15-16NEW 15-16 Permission for Extra Compensation with the University and Proposed Outside Employment for STAFF (.66 FTE or greater)Word
15-16Practicum/Internship Memorandum of UnderstandingPDF
15-16Intra-Departmental Practicum / Internship/ Rotation Letter of AgreementPDF
15-16Seasonal/Holiday Events - Expense GuidelinesPDF
14-15Presidential International Travel FellowshipsPDF
12-13Request for Approval to Obtain Advanced Funds from OU FoundationWebsite
11-12Procurement Services WebsiteWebsite
13-142014 Summer Session Schedule and Funding
15-16Provost administrative units food and beverage expense certification formDownload XLS