To-do list for new department chair

1) Schedule introductory meetings with COE Business Services staff

(Optional but recommended)

• Chief Business Officer - Angie Hoffman
• Director of Research Administration (COERA) - Liz Kogan
• Director of Finance - Barbara Morris
• Director of HR - Ayesha Shaikh
• Assistant Director for Faculty Affairs - Karla Steffen

2) Familiarize yourself with the COE Wikis

A) The Dean's Office Business Services Wiki is organized into four sections:

• • COE: Administrative Resources
  • COE: Financial Administration
  • COE: Human Resources
  • COE: Faculty Policies and Procedures

B) Three additional COE Wikis to know:

• • College of Education Research Administration
  • College of Education Facilities
  • ITO: Policies and Guidelines

3) Review these Wiki sections

A) General

• • Acronym Dictionary
  • COE Faculty Affairs Calendar

B) Department Chair policies and procedures

• • Chair Travel Policy
  • Chair, Center Director, Associate Dean Travel Process
  • Conflict of Interest Reviewer - Department Chairs
  • Personal Time Away - Direct Reports to Dean and Associate Deans
  • Timesheets - Department Chairs and Associate Deans

C) Sponsored research

• • COERA Proposal Process
  • COERA Grant Submission Schedule

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

D) HR

• • Manager Resources
  • Annual Performance Appraisals - Staff
  • COE Professional and Career Development Policy
  • Title IX

E) Faculty Affairs

• • Faculty Policies - COE
  • COE Faculty Affairs Calendar
  • Awards - Faculty
  • COE Recruiting Process
  • Leave and Modified Assignments Administrative Matrix
  • Leave and Modified Assignments
    • Important reminder: Faculty Request for Leave forms are required for tenured and tenure-track faculty for course buyouts, personal leaves without pay, and any leave situation that takes temporarily off the instructional budget.
  • Sick Leave and FML - Faculty -

    • 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)

4) Other resources

• EVPP: Faculty-Related HOPs
• HR: Management Tools
• HR: Performance Management
• HR: Hiring and Separation
• Workday: Manager Resources

To-do list for Administrative Manager onboarding a new chair

1) Update unit hierarchy, department information, and signers

A) 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.

• • Change a Unit Administrator
  • Change unit "reports to"
  • Update department system information
  • Update manual signers
    
    

B) Electronic Office Management (EOM) system updates

• • Make appropriate online updates in EOM. Review and update manager, delegates, people who sit on desks, and signature authorizations. 
  • Submit “Update electronic office manager” form.

Resources:

• • • EOM checklist
    • Online EOM help
    • Online EOM training
    • EOM on AskUs
    • EOM Glossary
      
      

C) Update UT Department System with new contact information.

        Resources:

• • • Online UT Department System help
    • UT Department System Glossary
      
      

D) Update Organizational Hierarchy System (OHS).

Resources:

• • • About OHS
    • Online OHS Contacts help
    • Contact Type Definitions
    • OHS Glossary
    • OHS Contacts Support
      
      

E) Update Procurement Card (Procard) users/cards as needed, and review all related policies, guidelines, and procedures.

• • • Review Master Routing Views in EOM to ensure Procard vouchers route correctly.

2) Additional updates

• Update Course Inventory Management (CIM) roles with Registrar - Official Publications
• Update Course Schedule headnotes with Registrar 
• Use the COE Marketing & Communications Project Request Form to request any needed web site updates (chair information, etc.)
• Update department organization charts

3) Workday

• Review with Chair Workday: Manager Resources (timesheets, annual performance reviews, etc.)
• Confirm appropriate sup org changes were made; resolve any issues as needed.
  • See Workday: Organization Services, section "Supervisory Organization Services," chart of Request Descriptions and Request Methods for guidance and forms.
  • Forms should be sent to COE-HR@austin.utexas.edu for approvals and submission.
• Confirm appropriate Security/Manager assignments are in place. 
  • See Workday: Security Services, section "Security Requests," chart of Request Descriptions and Request Methods for guidance and forms.
  • Forms should be sent to COE-HR@austin.utexas.edu for approvals and submission.