Departmental administrative roles

Dean of Arts contact - Andrea Charette

• Faculty activity form will be sent out electronically by Andrea in December.

• Activity forms due in early January (individual departments may also ask for additional information such as CV or cover).

• Department committees will review documents and assign ratings and justification on a recommended rating form.

• Recommended ratings form will be submitted to Andrea for review by the dean.

• Once approved, a memo will be sent to faculty with their scores.

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Dean of Arts contact - Kathryn MacDonald

• Human Resources (HR) and Kathryn will send an email indicating a due date for the performance appraisals.

• Appraisal forms can be found on the HR website under performance appraisal.

• Staff supervisors will write up reports on each staff member they supervise using specific examples from the previous calendar year.

• Drafts are submitted to Kathryn MacDonald.

• Once approved, performance conversations can be had with staff.

• Supervisor, staff member and chair sign document and submit to HR and Kathryn MacDonald​.

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Dean of Arts contact - Andrea Charette

• Andrea will send out an email in March indicating the current due dates for the entire tenure and promotion process.

• Administrative assistants (AAs) are responsible for compiling the Tenure and promotion (T&P) package (CV, Statement, Referees, Scholarly works), compiling course evaluation tables and sending it off to committees and to Andrea, when complete.

• AAs will assist in preparing the external referee forms by searching contact information of the names submitted and formatting the final document.

• All forms can be found on the Office of the Provost website.

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Dean of Arts contact - Andrea Charette

• All forms can be found on the Office of the Provost website.

Job advertisement

• The dean will let the department know if they have been approved to hire for the upcoming year.

• Chair may ask for the job ad to be placed in publications and websites in addition to Canadian Association of University Teachers (CAUT) and Association of Universities and Colleges Canada (AUCC).

• Forward the authorization to advertise form (and mission critical form if needed) and the advertising checklist to the Provost’s Office for approval to advertise in CAUT and AUCC.

• Job ads need to be printed off at the time of publication as they are needed for the University​ Appointments Review Committee (UARC) report.

Applications

• Many departments work with an electronic system that will be set up with help from the Arts Computing Office (ACO) and Keith McGowan.

• The site information will have to be posted in the job ad, so request site creation early so the Uniform Resource Locator (URL) is available.

Interviews

• AAs arrange for hotels, airport transportation (the interviewee is usually responsible for booking their own flight and some choose to book their own airways transit).

• Airways Transit is booked using a purchase requisition.

• The chair and the AA work together to come up with itinerary for the interviewees.

• AA will make all booking arrangements (restaurants and classrooms if needed), coordinate faculty, graduate and undergraduate students to meet with the candidates.

• AA will also take care of all the financials (reimbursements and paying of invoices).

• All meals with candidates have an allowance restriction that needs to be abided by (call Andrea, she will give you the current amounts).

• The candidates are fully reimbursed for their travel expenses (flight, hotel, mileage, train, bus, taxi, etc.).

University​ Appointments Review Committee

• Once the department and  the Department / School Advisory Committee on Appointments (DACA) have decided on which candidate to make an offer to, the AA will put together the UARC submission file (includes the all advertisements for the position, summary of recruiting efforts form, memo to the dean regarding recruiting efforts and selection process, UARC file checklist form, resumes and reference letters of top three candidates).

• This will be sent to the Dean of Arts Faculty Relations Manager.

Contract & Arrival preparation

• Once a formal letter has been sent to the successful candidate by the dean and returned signed, we can write up a departmental contract using the full-time faculty appointment approval form.

• The new faculty member may have to be contacted to get personal information that is not provided on their CV.

• Once the start date has been determined, office space needs to be arranged.

• Form will need to be submitted to ACO to set up a Waterloo Identity and Access Management (WatIAM) account.

• Contact ACO to get them to contact the new faculty member to set up their new computer or laptop.

• Contact telephone services to change the name display on the phone and to reset the voicemail password.

• Employees will also have to complete the Accessibility for Ontarians with Disabilities Act (AODA) training – three modules.

• A key permit will need to be given (office, mailroom, building doors).

• Give them the appropriate Human Resources advisor's contact information to have them set up a HR appointment.

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Dean of Arts contact - Andrea Charette

• Chairs will inform AAs about upcoming sabbaticals for faculty members.

• AAs make sure all the paper work is filled out and forwards package to Andrea.

• All forms can be found on the Office of the Provost website.

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Dean of Arts contact - Xing Liao (operational – anything fund 100)

Dean of Arts contact - Tara Thompson (research – anything fund 105)

• AAs will be asked to process claims from both the operating and research budgets. AAs will need to set up appointments with both Xing Liao and Tara Thompson as soon as possible to gain access to Financial Online Reporting Environment (FORE) and to be trained on compliance regulations.

• Each month AAs will reconcile all accounts associated with their organizational (ORG) unit. This is done on FORE.

• Finances claims are completed via paper copies for the following:

  • Travel advance and settlement claim (not found online because form is a carbon copy) – to be used when claimant has travelled

  • Request for payment (not found online - hard copies only) – to be used when claimant needs reimbursement for anything else other than travel.

  • Concur is the new online system that will be replacing hard copy travel claims and requests for payment. The system has only been rolled out to certain faculties and departments.

• Casual payment forms are to be used when paying a person for work done (i.e. research assistant), if they have been paid before.

  • If they have not been paid before they need to use the casual new hire form need to be attached to the payment form.

• If you need to pay a student on a regular basis via monthly payroll you can set up automatic payments using a temporary employment appointment form if they are being hired for 3 months to 2 years (e.g., co-op students).  Federal and Ontario TD1 forms will also need to be completed if the person has not been paid by Waterloo before. Filling out a personal information form is also recommended.

Useful resource:

• Chart of Accounts SharePoint site

  • Accounting Flexfield (AFF) structure and definition 

  • Internal changes index

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Alphabetical index of University policies

Some of the most referenced include:

• Holidays and religious accommodations (#38, 61)

• Maternity leave (#14)

• Tenure & Promotion (#77)

• Employment of faculty, staff and students (#18, 30, 65, 76)

• Sabbaticals and other leaves (#3)

• Travel policies (relating to finance) (#31)

• Student grievances, discipline, appeals (#70, 71, 72)

• Dispute resolution - staff (#36)

• Staff support – Employee Assistance Program (#67)

• Archiving (#13)

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