To-do list for new department chair

Schedule introductory meetings with Dean’s Office staff

(Optional but strongly encouraged)

• 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 College resources

Links to each of the five COE Business Services Wiki sections are at the top of this page.
Three additional COE Dean’s Office Wikis to know:

• College of Education Research Administration (COERA)

• College of Education Facilities

• ITO: Policies and Guidelines

Recommended pages for department chairs

General

• Acronym Dictionary

• COE Business Services Coverage Policy

Department Chair policies and procedures

• Chair, Center Director, and Associate Dean Travel Policy and Process

• Faculty Governance and Voting

• Personal Time Away - Direct Reports to the Dean

• Timesheets - Department Chairs and Associate Deans

• Watermark: Chair and Dean Instructional Guide

Faculty Affairs

• COE Faculty Affairs Timeline

• Awards and Funding Opportunities - Faculty

• Faculty Policies - COE (sections: General; Research-related; Service-related; Teaching-related; Workload)

• Faculty Affairs Processes and Procedures, especially:

  • Comparison of Research Positions

  • Faculty Evaluations by Track and Rank

  • Faculty Leadership and Governance

  • Faculty course reductions, leave, and modified assignments - Administrative Matrix

  • Recruiting Process - Tenured and Tenure-Track Faculty

  • Professional-track faculty:

    • Titles and Ranks

    • Compensation

    • Contracts

      • COE Guidelines

      • Typical contract type by title series and rank

      • Example of Fixed Term vs. Rolling Contract

      • Process for changing from a Rolling to a Fixed Term contract

      • Process for non renewal of a Short Term or Fixed Contract

HR and management

• Staff Performance Reviews in COE

• COE Professional and Career Development Policy

• Faculty Ombuds

• HR: Management Tools

• HR: Performance Management

• Manager Resources in Workday

• Title IX

Sponsored research

• COERA Grant Submission Schedule

• 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. If relevant, update Electronic Office Manager. See Enterprise Technology > How do I complete an update electronic office manager Signature Desk Request Form?

      3. Resources:

         1. EOM checklist

         2. Electronic Office Management Help

         3. Online EOM training

         4. 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. Contact Type Definitions

         3. OHS Contacts Help

         4. OHS Glossary
            

   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.