Agenda

1. Vice President Academic & Provost’sLunch & Learn SessiononFaculty Appointment FormsOctober 25, 2012

2. Agenda • Overview • Process - Department Level - Faculty Level - University Level • Important Websites

3. Overview Before appointment forms can be completed, the following steps must have occurred in the department: • The advertising process has been completed and applications have been received • Department Advisory Committee on Appointments (DACA) will meet to discuss files and create a short list of applicants • If the department is looking to hire at a senior rank, the Dean should have the approval of the Provost prior to candidates being invited for an interview. The Provost will want to see all supporting documentation that is available on the candidate • Short listed applicants are invited for an interview • After interviews have been conducted, the DACA will decide on a candidate, the Chair will seek approval from the Dean to go ahead with an offer and prepare the package for UARC

4. Department Level A candidate has now been decided on, the following information is put together to create a package which is forwarded to the Dean’s office: • Faculty Identification/Mission Critical Form - this is the form that was returned to the Dean’s Office at the time the authorization to advertise was approved. At this stage you will include the candidates name on the form • Full-Time Faculty Appointment Form - for regular, definite term, full-time lecturer appointments • Copies of CV’s for the candidate and the top two contenders • Copies of letters of reference for all of the above - if all of the top contenders are of the same gender, be sure to add the CV and letters of reference for the strongest candidate of the opposite gender. - if sending by courier, please provide the shipping code to the Dean’s office • Summary of Recruiting Efforts • Chair’s memo to the Dean • Copies of all ads – electronic copies of ads are acceptable

5. Faculty Identification/Mission Critical Form

6. Full-Time Faculty Appointment Approval Form

7. Summary of Recruiting Efforts for UW Faculty Positions

8. Faculty (Dean) Level The completed forms have now been forwarded from the Department to the Faculty. The Dean’s office is responsible for sending the package off to UARC along with a supporting memo from the Dean. Please see Summary of Recruitment Efforts for information to be included in the covering memo.

9. Who Gets Which Forms Dean’s Office VP’S Office Appointment Form Faculty Identification/Mission Critical Form Summary of Recruitment Form Curriculum Vitae Letters of reference Appointment Letter (+ any other correspondence to the candidate) Department DEAN’S OFFICE Appointment Form Faculty Identification/Mission Critical Form Summary of Recruitment Form Copy of Chair’s memo to Dean Copies of Ads Curriculum Vitae Letters of reference Files of other candidates Dean’s Office UARC Memo from Dean to UARC Summary of Recruitment Form Copy of Chair’s memo to Dean Copies of Ads Curriculum Vitae Letters of reference Files of other candidates Files of other candidates are returned to the Department along with the job ads. The faculty does not keep this information on file in the Dean’s office.

10. Appointment Letters  While the package is at UARC, the letter to the candidate is completed. • The appointment form provides the basis for the letter • Does the person have their PhD (if not needs special paragraph)(this will be monitored) • Canadian or non-Canadian (if non-Cdn needs special paragraph) • Are the academic credentials verified • Are there moving expenses (if so needs special paragraph) • Teaching relief (if so needs special sentence) • Is there sabbatical credit (if so needs special sentence)- this is reserved for senior hires only • *No appointments can start with an unpaid leave*   There are four types of letters: • tenured • probationary term • definite term • visiting scholar/researcher

11. Tenured Position • If you are hiring a faculty member as a tenured Associate or Full Professor a package is prepared and sent to the Faculty Tenure & Promotion Committee at the same time as the UARC package is sent. When both packages come back, they are forwarded to the VP’s office • In the case of a non-Canadian applicant a package goes to HRSDC (Human Resources and Social Development Canada) – the labour market opinion requires the approval of the Provost

12. Package to VP’s Office In the package to the VP’s office is an information folder from HR which has: • CD of benefits and information on health care, dental, insurance, retirement • Support services offered by Frances Hannigan in WatPort • Pension plan application • Bank deposit authorization • Spouse and/or dependents for benefits form • Instructions to myHRinfo The faculty may add: • Policy 77 (Tenure & Promotion) • Policy 76 (Faculty Appointments) • Policy 28 (Moving Expenses) • Moving Advice • Faculty Association letter and sign up sheet • Memorandum of Agreement

13. University Level When the appointment package is received, we look for the following documentation: • Faculty Appointment Form • Two copies of the letter to the candidate plus one copy for the Provost’s Office • Copy of a CV • Copies of letters of reference • Summary of Recruiting Efforts • If a tenured appointment, report of the Faculty Tenure & Promotion Committee (FTPC)

14. University Level Appointment form is checked for the following information: • Does the candidate have their PhD? If not, make sure that the additional statement is included in the letter “This offer is conditional upon completion of the requirements for your PhD degree and upon receipt of satisfactory evidence from ________(granting institution). If all requirements for the PhD have not been met by (date), your initial appointment will be that of “Lecturer”.  If this is the case, you will not be eligible to receive start-up funds, sabbatical credit will accumulate at one-half the regular rate and eligibility for tenure will not begin.  Upon confirmation of the granting of the PhD, steps will be taken to put in place a probationary-term appointment as an Assistant Professor.” • Have the academic credentials been verified • Are the dates correct (see Policy 76 #3, B. 2nd paragraph) “A first probationary-term appointment shall have an end-date of June 30th, and its duration shall be at least two years and ten months, but less than three years and ten months.” • Appointment type is checked

15. After the file has been checked: • Given to the Vice-President for final approval • Once approved, the package is double checked to ensure that both copies of the letter are in the package and then sent out

16. What do we keep in the VP’s Office: • A copy of the appointment form, the original is returned to the Dean’s office • A copy of the appointment letter, and any other letters are provided • A copy of the Faculty Identification/Mission Critical form, a copy is sent back to the Faculty, the original is sent to Finance • CV and letters of reference • Summary of Recruiting Efforts • If a tenured appointment, a copy of the FTPC report

17. When the applicant accepts: • The Dean’s office will forward a copy of the signed acceptance to the VP’s office • A faculty file is then created • Should a candidate decline our offer, the Dean’s office is responsible for informing the Provost’s Office

18. Other Appointment Forms There are two other forms that are used for the purpose of faculty appointments: • Part Time Faculty Appointments adjunct and sessional • Non-Faculty Appointments visiting scholars, researchers, postdoctoral fellows Both forms are similar to the full-time appointment form, if you have questions please contact the Dean’s assistant Forms are available on the Human Resources website, only these three forms will be accepted

19. Important Websites Summary of Recruiting Efforts http://www.secretariat.uwaterloo.ca/forms/facultyappts.htm Policy 28 – Payment of Moving Expenses and Travel Allowances to Newly-Appointed Faculty and Staff Members http://www.secretariat.uwaterloo.ca/Policies/policy28.htm Policy 76 – Faculty Appointments http://www.adm.uwaterloo.ca/infosec/Policies/policy76.htm Policy 77 – Tenure & Promotion of Faculty Members http://www.secretariat.uwaterloo.ca/Policies/policy77.htm Human Resources Website http://www.hr.uwaterloo.ca/forms/forms.html#Faculty Forms http://provost.uwaterloo.ca/forms.html

20. Upcoming L&L Sessions November 29, 2012 - Hiring of Foreign Faculty Members and WatPort January 24, 2013 - Records Management March 21, 2013 - Tenure & Promotion April 25, 2013 - Faculty Sabbaticals http://uwaterloo.ca/provost/staff-lunch-learn-sessions * * *