1. Endowment and Donor Relations Officer in Development receives endowment approval from UT System.
2. Development Office sends copy of Board of Regents’ “Summary of Approval,” together with a copy of the gift agreement, to the Executive Vice President for Academic Affairs (EVPAA) and the Development Officer in the appropriate School/Institute.

1. After completion of the peer-review process, the Dean or Institute Director submits recommendation letter (Sample Recommendation Letter) for endowed position to the EVPAA for review and recommendation to the President for approval.
2. EVPAA returns a copy of the approved recommendation to the Dean or Institute Director and to the Development Office.
3. The School or Institute will prepare an “Endowment Holder Request for Budget Change (RBC) Appointment Letter” (Sample RBC Letter) with an effective date based on RBC Cut-Off Schedule (RBC Cut-Off Schedule) prepared by Human Resources System Data Resources.
4. The RBC letter must include the following financial information for the holder: Holder Name, Title, Base Salary with all additive salary, and HRMS Department ID.
   •  School/Institute contacts Holder to discuss salary details.
   •  School/Institute contacts HR Compensation to create/modify Holder’s Job Code.
   •  HR Compensation requires the following information:
     •  Title (long and short versions, with the short version limited to  30 characters)
     •  Effective Date (should match RBC Letter and PA)
     •  Title to whom this position will report
     •  Reimbursement Type (faculty or academic A&P)
     •  Classification — faculty or academic A&P (not necessarily same as  reimbursement type)
   •  School/Institute begins preparation of Personnel Action Request (PA) for SDR.
5. The School or Institute will submit to the EVPAA the completed Endowment Holder RBC Appointment letter with Dean’s or Director’s signature/approval. EVPAA will then forward to President for signature/approval.
6. In conjunction with the completed RBC letter, the School or Institute must submit the electronic Personnel Action Request (PA) to SDR.

1. EVPAA receives approved Endowment Holder RBC Appointment Letter from President.
2. Original approved Endowment Holder RBC Appointment Letter is forwarded to SDR with copies to EVPAA, Development Office, and Dean or Institute Director.
3. Upon receipt of the approved Endowment Holder RBC Appointment Letter and the PA, SDR prepares the electronic RBC and submits to UT System (EVCHA) for approval. (NOTE:  SDR must receive both the approved RBC letter and Personnel Action Request before the electronic RBC will be sent to UT System for approval.)
4. Upon RBC approval by System, SDR enters PA submitted by the School/Institute and sends copy of approved RBC to EVPAA office. EVPAA notifies the Dean or Institute Director and the Development Office when System approval is received.
5. Upon entry of the PA, SDR will notify the Post Award Finance Team (PAF) of any FMS changes regarding PI or department code for endowment account.

1. EVPAA prepares congratulatory letter to Holder from President. EVPAA sends original signed congratulatory letter to Development for processing to the appointed Holder. The Development Office sends the Holder a complete packet which includes the following:

   a)   the President’s congratulatory letter,

   b)   copy of the health science center’s Endowed Academic Positions Overview
         of Responsibilities of a Holder,

   c)   copy of the Endowment/Gift Agreement,

   d)   a copy of The UT System Board of Regents Rules and Regulations Series 60202,
         Endowed Academic Positions, and

   e)   a copy of The UT Health Science Center at Houston HOOP Policy 4.13
         Endowed/Named Positions.

2. The Development Office distributes copies of the congratulatory letter to the offices of the EVPAA, Dean or Institute Director, Holder’s Department Chair, Public Affairs, and Human Resources System Data Resources.

BMV: Last update: 01/05/2006