Vice-President Academic & Provost Lunch & Learn Session on Faculty Advertising October 24, 2013

1. Vice-President Academic & ProvostLunch & Learn Session onFaculty AdvertisingOctober 24, 2013 • Susan Oestreich • Office of the Vice-President Academic & Provost

2. AGENDA • Overview: Regular Faculty Positions • Overview: First Steps • Forms: Faculty ID/Mission Critical Authorization to Advertise • Approval Process • Re-advertising Information • Advertising In Other Locations • Summary of the Process

3. Overview: Regular Faculty Positions Faculty positions that must be advertised according to Policy 76 include: • Assistant Professor • Associate Professor • Professor • Lecturer (duration of two years or more; see Policy 76, Item 5C)

4. Overview: First Steps of the Advertising Process • Department identifies the need for a replacement or new faculty position. • A Mission Critical and an Authorization to Advertise are completed and must receive written approval from the Chair, the Dean and the Provost before being advertised. • To satisfy Policy 76 requirements, the Provost Office will send your ad to Canadian Association of University Teachers (CAUT) for posting; ads will not be held. • At this time, the process for Math and Arts is slightly different due to their participation in a pilot project. Where to start . . .

5. Forms The two forms used in the advertising process are: • Faculty Identification/Mission Critical Form • Authorization to Advertise (for posting in the CAUT on-line bulletin) Please use the current forms which are posted on the Provost’s web site: https://uwaterloo.ca/provost/forms. Note:Forms must have proper signatures (Chair and Dean) or they will be returned

6. Faculty ID/Mission Critical Form Completing the form: Department Information • Candidate: leave this blank until position is filled • Department/School and Faculty • Anticipated Start Date if known • Replacements: Who is leaving and when Faculty Information (EO/FFO) • New Positions: Addition to Complement or not: see definition of complement on the Finance web site: https://uwaterloo.ca/finance/sites/ca.finance/files/uploads/files/complement%20defn.pdf • Funding Source: Who is paying for this position • Justification: Why do you need this position

7. Authorization to Advertise Form Completing the form and what to include in your ad: • Department/School and Faculty • Title of position • Qualifications required • Nature of duties • Where and how applications are to be sent: name and address of person and/or web site URL • Effective date of appointment if known • Closing date for receipt of applications: If the closing date is unknown, an acceptable statement is: Applications will be accepted until the position is filled • Approval signatures from the Chair and Dean have been obtained

8. Authorization to Advertise Form Completing the form (continued) • UW requires that each ad include the following two employment equity statements: 1. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. 2. The University of Waterloo encourages applications from all qualified individuals, including women, members of visible minorities, native peoples, and persons with disabilities. • If you are using links in your advertisement, be sure to test all links and make sure they work.

9. Authorization to Advertise Form Completing the form (continued) Note: • The Provost’s Office does not have the authority to make any changes to these ads. Please proofread; check your spelling and grammar. • The Dean’s Office and/or the Department is responsible for all revisions. • Minor revisions, e.g. spelling and grammar do not need re-approval; only re-submission. • Major revisions, e.g. qualifications, rank, research area, duties, etc. need to be re-approved and re-submitted.

10. Approval & Distribution Process Approvals: Department/Faculty/University • Chair, Dean and Provost signatures are required on both forms: Distribution: Faculty Identification/Mission Critical Form • original is sent back to Dean’s Assistant (will contain unique ID #) • copy is kept in the Office of the Provost • electronic copy is sent to Finance and Human Resource Authorization to Advertise Form (CAUT Bulletin) • original is sent back to Dean’s Assistant • copy is kept in the Office of the Provost

11. Submission to CAUT • Ads will be sent to CAUT the Friday immediately following approval for posting on Monday. • CAUT receives the ad and sends a copy for proofing.This email has the dates; cost; etc. (see sample). • The Provost Office forwards this confirmation to the Dean’s Office which can be used for the UARC file. • To view the ad, you can log on to the CAUT website: http://www.caut.ca/ and put University of Waterloo into the career search box.

12. Re-advertising with CAUT • To re-advertise with CAUT, after the initial 30 day posting, you will require a CAUT user account. • Go to the CAUT web site: www.caut.caand enter your information to set up an account. A valid P-card is required. • If you require assistance setting up the account, contact Rosa Laboccetta - ads@caut.ca. • You will be required to do this on your own at your department’s expense. For current rates visit: http://www.cautbulletin.ca/files/OnlineRatecard2013.pdf.

13. Advertising in Other Locations • According to Policy 76, all regular faculty positions must be advertised in AUCC and/or CAUT. • Upon final approval, departments are now authorized and encouraged to advertise in additional publications pertaining to the area of research. Arrangements and costs associated with this are the responsibility of the department/faculty. • Your ad should also be posted on the UW Faculty web site which links to the Human Resources Faculty Position Postings. Consult with your Dean’s Assistant to ensure that your position appears on this site.

14. Summary of the Process • The Dean’s Office submits the Mission Critical and Authorization to Advertise forms to the Vice President Academic & Provost for approval (along with the electronic ad if available). • Once approved, the two forms are distributed and the Dean’s office is asked to send an electronic copy (word version) of the ad (if not already sent) to the Office of the Vice President Academic & Provost for posting with CAUT. • The Provost’s Office distributes the two forms as follows: Authorization to Advertise (CAUT) form: original form is sent to Dean’s assistant copy is kept in the Provost’s office Faculty Identification/Mission Critical Form original is sent back to the Dean’s Assistant with a unique ID number copy is kept in the Provost’s office electronic copy is sent to Finance and Human Resources • All faculty positions are advertised in the online CAUT Bulletin for 30 days only and are submitted and paid for by the Office of the Vice President Academic & Provost. The ads will be sent on the Friday following the Provost’s approval for posting on Monday. • Advertising costs in other publications and any display ads are the responsibility of the Department/Faculty.

15. Important Websites • Policy 76: Faculty Appointments (5. Hiring Procedures for Regular Faculty Members) http://www.adm.uwaterloo.ca/infosec/Policies/policy76.htm • CAUT (Canadian Association of University Teachers)Rosa Laboccetta:ads@caut.ca; (613) 820-2270 x196 http://www.caut.ca • Provost’s Web Site https://uwaterloo.ca/provost/home

16. 2013/2014 Lunch and Learn Sessions October 24, 2013 Faculty Advertising November 28, 2013 Faculty Appointments February 27, 2014 Immigration and Hiring of Foreign Faculty March 27, 2014 Tenure & Promotion April 24, 2014 Faculty Sabbaticals Thank you for joining us today!