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New Department Chair Onboarding Checklist

Chair's checklistAdministrative Manager's checklist

    1. COERA Proposal Process

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To-do list for new department chair

  1. Schedule introductory meetings with COE Business Services staff

109 incomplete

  1. (optional but strongly encouraged)

    1. Chief Business Officer - Angie Hoffman

110 incomplete

    2. Director of Research Administration (COERA) - Liz Kogan

111 incomplete

    2. Director of Finance - Barbara Morris

112 incomplete

    2. Director of HR - Ayesha Shaikh

113 incomplete

    2. Assistant Director for Faculty Affairs - Karla Steffen

  2. Familiarize yourself with the COE

Wikis

  1. Business Services Wiki

    1. The Dean's Office Business Services Wiki is organized

in four

    1. into five sections:

Administrative Resources -

      1. About College of Education

- UT Austin Wikis (utexas.edu)
  • Financial Administration - College of Education - UT Austin Wikis (utexas.edu)
  • Human Resources - College of Education - UT Austin Wikis (utexas.edu)
  • College of Education Faculty Policies and Procedures - College of Education - UT Austin Wikis (utexas.edu)
    • Three additional COE

        1. Business Services

        2. COE: Administrative Resources

        3. COE: Faculty Affairs

        4. COE: Financial Administration

        5. COE: Human Resources

      2. Three additional COE Dean’s Office Wikis to know:

        1. College of Education Research Administration

    - College of Education Research Administration - UT Austin Wikis (utexas.edu

        1. (COERA)

        2. College of Education Facilities

    - College of Education Facilities Services - Sánchez Building - UT Austin Wikis (utexas.edu)
  • Policies and Guidelines - College of Education ITO - UT Austin Wikis (utexas.edu)

    • Review these Wiki sections

    General

    114 incomplete Acronym Dictionary 117 incomplete

        2. ITO: Policies and Guidelines

    2. Review COE Wiki and UT resources

      1. General

        1. Acronym Dictionary

        2. COE Business Services Coverage Policy

      2. Department Chair policies and procedures

    115 incomplete Department Chairs and Associate Deans - College of Education - UT Austin Wikis (utexas.edu) 116 incomplete Conflict of Interest Reviewer - Department Chairs - College of Education - UT Austin Wikis (utexas.edu)

    Sponsored research

    157 incomplete COERA Proposal Process - College of Education Research Administration - UT Austin Wikis (utexas.edu) 158 incomplete COERA Grant Submission Schedule - College of Education Research Administration - UT Austin Wikis (utexas.edu) 160 incomplete

        1. Chair, Center Director, and Associate Dean Travel Policy and Process

        2. Personal Time Away - Direct Reports to the Dean

        3. Timesheets - Department Chairs and Associate Deans

    - College of Education - UT Austin Wikis (utexas.edu) 118 incomplete Timesheets - Department Chairs and Associate Deans - College of Education - UT Austin Wikis (utexas.edu) 119 incomplete Chair Travel Policy 120 incomplete Chair, Center Director, Associate Dean Travel Process


    2. Faculty Affairs

      1. COE Faculty Affairs Timeline

      2. Awards and Funding Opportunities - Faculty

      3. Faculty Policies - COE

      4. Faculty Affairs Processes and Procedures - the following sections may be especially helpful:

        1. Comparison of Research Positions

        2. Contracts (Professional-Track Faculty) - COE Guidelines

        3. Faculty Evaluations by Track and Rank

        4. Faculty Leadership and Governance

        5. Leave and Modified Assignments - Overview

        6. Recruiting Process - Tenured and Tenure-Track Faculty

        7. Sick Leave and Family Medical Leave

        8. Titles and Ranks - Professional Track Faculty

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    Important reminders:

    • Prior approval is required for tenured and tenure-track faculty for course buyouts, personal leaves without pay, and any situation that takes them temporarily off the instructional budget.

    • Per University policy, faculty must claim sick time by submitting Workday timesheets. See EVPP: Leaves & Related Policies > Sick Time Off

    1. HR and management

      1. Staff Performance Reviews in COE

      2. COE Professional and Career Development Policy

      3. Faculty Ombuds

      4. HR: Management Tools

      5. HR: Performance Management

      6. Manager Resources in Workday

      7. Title IX

    2. Sponsored research

      1. COERA Grant Submission Schedule

        1. Important reminder: Faculty must confer with their department chair prior to suggesting a buyout, cost share, or space usage for a proposal submission.

    HR

    121 incomplete Manager Resources 122 incomplete Annual Performance Appraisals - Staff 123 incomplete Title IX 154 incomplete COE Professional and Career Development Policy - College of Education - UT Austin Wikis (utexas.edu)

    Faculty Affairs

    125 incomplete Faculty Policies - COE 126 incomplete COE Faculty Affairs Calendar 127 incomplete Awards - Faculty 128 incomplete COE Recruiting Process 129 incomplete Leave and Modified Assignments 130 incomplete Leave and Modified Assignments Administrative Matrix 131 incomplete Sick Leave and FML - Faculty - 152 incomplete

    Important reminder:  Per University policy, faculty must claim sick time by submitting Workday timesheets. See Leaves & Related Policies - Office of the Executive Vice President and Provost (utexas.edu)
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    Administrative Manager’s to-do list for onboarding new department chair

    1. Update unit hierarchy, department information, and signers

    1)

      1. Submit relevant Signature Desk Request Forms to update unit heads and signers, and remove any authorizations no longer needed. View current unit heads on the GG6 screen in *DEFINE.

    1 incomplete

        1. Change

    a

        1. Unit Administrator

    2 incomplete

        2. Change unit "reports to"

    3 incomplete

        2. Update department system information

    4 incomplete

        2. Update manual signers

    2)

      1. Electronic Office Management (EOM) system updates

    9 incomplete

        1. Make appropriate online updates

    in 

        1. in EOM. Review and update manager, delegates, people who sit on desks, and signature authorizations. 

    10 incomplete

        2. Submit “Update electronic office manager” form.

        3. Resources:

          1. EOM checklist

          2. Online EOM help

          3. Online EOM training

          4. EOM on AskUs

          5. EOM Glossary

    3) Update 

      1. Update chair information in the department Personnel FileMaker Pro database > Preferences > General Information. This will ensure contracts route to the new chair for signature.

      2. Update UT Department System

     with

      1.  with new contact information.

           

        1. Resources:

          1. Online UT Department System help

          2. UT Department System Glossary

    4) Update 

      1. Update Organizational Hierarchy System (OHS).

        1. Resources:

          1. About OHS

          2. Online OHS Contacts help

          3. Contact Type Definitions

          4. OHS Glossary

          5. OHS Contacts Support


    5) Update 


      2. Submit a UTRMS support ticket to update the COI (Conflict of Interest) Departmental Reviewer:

        1. Request type: UTRMS; “Request additional user roles in the system”

        2. Indicate that the new chair is replacing the existing contact (former chair), rather than that the new chair is being added as an additional contact.

        3. The COI office will review the request.

        4. See Box: COI FAQs Dept Heads Nov 2022 for more information.

      3. Update Procurement Card (Procard)

     users

      1.  users/cards as needed, and review all related policies, guidelines, and procedures.

        1. Review Master Routing Views

    in 

        1. in EOM

     to

        1.  to ensure Procard vouchers route correctly.

    2. Additional updates

    58 incomplete

      1. Update Course Inventory Management (CIM) roles with Registrar - Official Publications

    59 incomplete

      2. Update Course Schedule headnotes with Registrar 

    11 incomplete

      2. Use the COE Marketing & Communications Project Request Form to request any needed web site updates (chair information, etc.)

    60 incomplete

      2. Update department organization charts

    2. Workday

    22 incomplete

      1. Review with

    Chair 

      1. Chair: Workday: Manager Resources (timesheets, annual performance reviews, etc.)

    53 incomplete


      2. Confirm appropriate sup org changes were made; resolve any issues as needed.

        1. See Workday: Organization Services, section "Supervisory Organization Services," chart of Request Descriptions and Request Methods for guidance and forms.

        2. Forms should be sent to COE-HR@austin.utexas.edu for approvals and submission.

    150 incomplete

      1. Confirm appropriate Security/Manager assignments are in place. 

        1. See Workday: Security Services

    | Workday | The University of Texas at Austin (utexas.edu)

        1. , section "Security Requests," chart of Request Descriptions and Request Methods for guidance and forms.

        2. Forms should be sent to COE-HR@austin.utexas.edu for approvals and submission.

    ...

    Contributors to this page (Name, number of updates, most recent update): ContributorsshowCounttrueshowLastTimetruePlease send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.