To-do list for new department chair

  1. Schedule introductory meetings with COE Business Services staff (optional but strongly encouraged)

    1. Chief Business Officer - Angie Hoffman

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

    3. Director of Finance - Barbara Morris

    4. Director of HR - Ayesha Shaikh

    5. Assistant Director for Faculty Affairs - Karla Steffen

  2. Familiarize yourself with the COE Business Services Wiki

    1. The Dean's Office Business Services Wiki is organized into five sections:

      1. About College of Education 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 (COERA)

      2. College of Education Facilities

      3. ITO: Policies and Guidelines

  3. Review COE Wiki and UT resources

    1. General

      1. Acronym Dictionary

      2. COE Business Services Coverage Policy

    2. Department Chair policies and procedures

      1. Chair Travel Policy

      2. Chair, Center Director, Associate Dean Travel Process

      3. Personal Time Away - Direct Reports to the Dean

      4. Timesheets - Department Chairs and Associate Deans

    3. Faculty Affairs

      1. COE Faculty Affairs Calendar

      2. Information for COE Faculty

      3. Faculty Policies - COE

      4. Awards - Faculty

      5. COE Recruiting Process

      6. Leave and Modified Assignments - Overview

        1. Sick Leave and FML > Department responsibilities

        2. Important reminders:

          1. 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.

          2. Per University policy, faculty must claim sick time by submitting Workday timesheets. See EVPP: Leaves & Related Policies

    4. HR

      1. Annual Performance Appraisals - Staff

      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

    5. 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.

      2. COERA Proposal Process

Administrative Manager’s to-do list for onboarding new department chair

  1. Update unit hierarchy, department information, and signers

    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. Change Unit Administrator

      2. Change unit "reports to"

      3. Update department system information

      4. Update manual signers

    2. Electronic Office Management (EOM) system updates

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

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

    4. Update UT Department System with new contact information.

      1. Resources:

        1. Online UT Department System help

        2. UT Department System Glossary

    5. 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

    6. 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.

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

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

  2. Additional updates

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

    2. Update Course Schedule headnotes with Registrar 

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

    4. Update department organization charts

  3. Workday

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

    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.

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

      1. See Workday: Security Services, 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.

Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.