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Lunch & Learn: Faculty Advertising

Lunch & Learn: Faculty Advertising. Kim Gingerich, Assistant to V-P, Academic & Provost Sharon Meyer, Secretary,/Administrative Assistant October 23, 2008. Agenda. Welcome & Introductions Forms Approval Process Re-Advertising Deadlines Advertising In Other Locations

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Lunch & Learn: Faculty Advertising

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  1. Lunch & Learn:Faculty Advertising Kim Gingerich, Assistant to V-P, Academic & Provost Sharon Meyer, Secretary,/Administrative Assistant October 23, 2008

  2. Agenda • Welcome & Introductions • Forms • Approval Process • Re-Advertising • Deadlines • Advertising In Other Locations • Summary of the Process • Question & Answer Period

  3. First Steps to Faculty Hiring:Approval and Advertising • Department identifies need for a new / replacement faculty position. • UW Policy 76 (Faculty Appointments), Item #5 (Hiring Procedures for Regular Faculty Members) states that all faculty positions must be advertised in the University Affairs (AUCC) and the Canadian Association of University Teachers (CAUT) publications. • All faculty position must receive written approval by the Vice President Academic and Provost before they can be advertised anywhere. Where to start . . .

  4. The Three (3) Forms • Identification of Faculty Position • Authorization to Advertise Academic Vacancy in University Affairs (AUCC) • Authorization to Advertise Academic Vacancy in Canadian Association of University Teachers (CAUT) Bulletin Forms must have proper signature or they will be returned

  5. Identification of Faculty Position UNIVERSITY OF WATERLOO   TO ACCOMPANY REQUESTS TO ADVERTISE AND REQUESTS TO APPOINT TO FULL-TIME POSITIONS IDENTIFICATION OF FACULTY POSITION •  CANDIDATE: ___________________________________________________________ •  DEPARTMENT: _________________________________________________________ •  FACULTY: _____________________________________________________________ • REPLACEMENT FOR PERMANENT LOSS (resignation or retirement) •  Name of terminating faculty member: • REPLACEMENT FOR TEMPORARY LOSS (e.g. leave) •  Name of faculty member to be absent: • NEW POSITION (addition to complement) •  How will position be funded? • How will salary increases be funded? • ____________________________________ ______________________ • (signed) DEPARTMENT CHAIR date •  ____________________________________ ______________________ • (signed) DEAN date

  6. Authorization to Advertise Forms(AUCC and CAUT) • AUTHORIZATION TO ADVERTISE ACADEMIC VACANCYIN UNIVERSITY AFFAIRS (AUCC) • Please use one form per vacancy. • Complete the advertisement in paragraph form in the space provided below. (See sample on reverse.) • Information to be included: • Department/School; Title of position; Qualifications required; Nature of duties; Name and address of person to whom inquiries should be sent; Effective date of appointment; Closing date for receipt of application. • (Department/School) • Applications are being accepted for the position of • Signature of Chair/DirectorDate: • Signature of DeanDate: • Approved: Vice President, Academic & ProvostDate: • SAMPLE ADVERTISEMENT • PUBLICATION NOTES: • Applications are being accepted for a tenure-track position at the assistant or Associate Professor level in Statistics beginning after January 1, 2009. The successful candidate must have a PhD in Statistics and an actively developing research program with emphasis on statistical applications in industry, science or technology. Duties include research, teaching at undergraduate and graduate level, and supervising graduate students. Salary range commensurate with qualifications and experience. The closing date for applications is December 31, 2009. Send curriculum vitae and arrange for three letters of reference to be sent to: Professor K.S. Brown, Chair, Department of Statistics and Actuarial Science, University of Waterloo, Waterloo, Ontario N2L 3G1 Canada. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. The University of Waterloo encourages applications from all qualified individuals, including women, members of visible minorities, native peoples, and persons with disabilities. • Updated: October 1, 2008

  7. Completing the Authorization to Advertise Forms Information we are looking for on the forms: • Department/School • Title of position • Qualifications required • Nature of duties • Name and address of person to whom inquiries should be sent / Website / URL • Effective date of appointment • Closing date for receipt of application (remember to change accordingly when re-advertising) • The required two statements: All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. The University of Waterloo encourages applications from all qualified individuals, including women, members of visible minorities, native peoples, and persons with disabilities. • Spelling and grammar Proofread - Proofread - Proofread Note: • We do not have the authority to make any changes to these ads. A text change after approval must be submitted on the “Request to Re-advertise” form. • The Vice President Academic & Provost’s office will cover the costs of the classified ads. • AUCC display ads are at the discretion of the faculty/department and will be invoiced accordingly. Please keep in mind that display ads must come through our office and require the same approvals as classified ads. For more information on AUCC display ads refer to the AUCC web site.

  8. Approval Process • Department Chair’s signature on all three forms: (1) Authorization to Advertise in AUCC, (2) Authorization to Advertise in CAUT, (3) Identification of Faculty Position • Faculty Dean’s signature on all three 3 forms: (1) Authorization to Advertise in AUCC, (2) Authorization to Advertise in CAUT, (3) Identification of Faculty Position • University Vice President Academic & Provost’s signature on the two Authorization to Advertise (AUCC and CAUT) forms. • Completed Forms • Once approved the Dean’s office is requested to send an electronic copy of the ad to the Provost’s office • The original CAUT/AUCC forms remain in the Provost’s office • A copy of the approved forms are sent to the Dean’s Office • The original Identification of Faculty Position form goes to Finance

  9. Request to Re-advertise Form FACULTY POSITION – RE-ADVERTISING JANUARY 2009 • The advertisement below was published December 2008. Please indicate if you want to re-advertise this position in the JANUARY 2009 issue of AUCC University Affairs and the JANUARY 2009 issue of the CAUT Bulletin? • YES: NO: type an “X” in the appropriate field below • If yes, are you making text changes / date changes? • YES: NO: • December 2008 Advertisement • Latest advertisement here • Highlight any changes you make to the text • Please type your name and date below, and return this form ASAP to Sharon Meyer by fax: (519) 888-6337 or by email: sharon@uwaterloo.ca • Name: __________________________ Date: ______________________

  10. Deadlines – AUCC/CAUT

  11. Deadlines – UW HR • My deadline is the last Friday of each month The November 2008 HR site will contain : • all new ads approved by the Vice President Academic & Provost prior to October 31, 2008 • ads that are being re-advertised in December’s AUCC/CAUT publication

  12. Advertising in Other Locations • According to Policy 76 all faculty positions must be advertised in AUCC and CAUT. • Once the ad has received final approval, departments are able to advertise in other publications and on the Web. If there are costs associated with this, it is the department’s responsibility to cover the costs.

  13. Summary of the Process • Faculty submits the three forms to the Vice President Academic & Provost for approval. • Once approved the Dean’s office is requested to send an electronic copy of the ad to the Vice President Academic and Provost’s office. A copy of the signed Authorization to Advertise (CAUT/AUCC ) forms are sent to the Dean’s office. The original form is kept in the Vice President Academic & Provost’s office. • The Identification of Faculty Position form is sent to Finance to begin the financial process. • A ‘Request to Re-advertise’ form is sent to the department asking if they wish to re-advertise in the next edition of AUCC and CAUT. • All faculty positions are advertised in the AUCC and CAUT classified section and submitted by the Vice President Academic & Provost’s office. These costs are covered by the Vice President Academic & Provost office. • Advertising costs in other publications and any display ads are the responsibility of the Faculty. • Be extremely aware of deadlines. Give yourself ample time to have the forms approved.

  14. Important Website Addresses • Policy 76 – Faculty Appointments • Item #5 – Hiring Procedures for Regular Faculty Members • http://www.adm.uwaterloo.ca/infosec/Policies/policy76.htm • CAUT - http://www.caut.ca/ • AUCC - http://www.aucc.ca/

  15. Feedback Remember, these are your Lunch & Learns. We value your input. Please complete the feedback form provided.

  16. Thanks For Coming

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