To-do list for new department chair

Schedule introductory meetings with COE Business Services staff

• 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

Familiarize yourself with the COE Wikis

The Dean's Office Business Services Wiki is organized in four sections:

• Administrative Resources - 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 Wikis to know:

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

• Acronym Dictionary

Department Chair policies and procedures

• Department Chairs and Associate Deans - College of Education - UT Austin Wikis (utexas.edu)
• Conflict of Interest Reviewer - Department Chairs - College of Education - UT Austin Wikis (utexas.edu)
• Personal Time Away - Direct Reports to Dean and Associate Deans - College of Education - UT Austin Wikis (utexas.edu)
• Timesheets - Department Chairs and Associate Deans - College of Education - UT Austin Wikis (utexas.edu)
• Chair Travel Policy
• Chair, Center Director, Associate Dean Travel Process

Sponsored research

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

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

HR

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

Faculty Affairs

• Faculty Policies - COE
• COE Faculty Affairs Calendar
• Awards - Faculty
• COE Recruiting Process
• Leave and Modified Assignments
• Leave and Modified Assignments Administrative Matrix
• 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)

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.

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

2) 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
    
    

3) Update UT Department System with new contact information.

        Resources:

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

4) Update Organizational Hierarchy System (OHS).

Resources:

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

5) 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.

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

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