New Department Chair Onboarding Checklist

For the Department Chair

Schedule introductory meetings with COE Business Services staff

• Director of COERA
• Chief Business Officer
• Director of Finance
• Director of HR
• Assistant Director for Faculty Affairs

Orient to COE Wiki

Especially:

General

• Acronym Dictionary

HR

• Manager Resources
• Annual Performance Appraisals - Staff
• Title IX

Finance

• Financial Administration
• Chair Travel Policy
• Chair, Center Director, Associate Dean Travel Process

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 - please emphasize the University policy that faculty should claim sick time by submitting Workday timesheets

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.

Orient to COE Wiki

Especially:

General

• Acronym Dictionary

HR

• Manager Resources
• Annual Performance Appraisals - Staff
• Title IX

Finance

• Financial Administration
• Chair Travel Policy
• Chair, Center Director, Associate Dean Travel Process

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 - please emphasize the University policy that faculty should claim sick time by submitting Workday timesheets

Contributors to this page (Name, number of updates, most recent update):