Kim Gingerich, Assistant to V-P, Academic & Provost

Sharon Meyer, Secretary,/Administrative AssistantOctober 23, 2008

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

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 . . .

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

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

AUTHORIZATION TO ADVERTISE ACADEMIC VACANCY IN 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/Director Date: Signature of Dean Date: Approved: Vice President, Academic & Provost Date:   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

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 - ProofreadNote: • 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.

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

FacultyDean’s signature on all three 3 forms: (1) Authorization to Advertise in AUCC, (2) Authorization to Advertise in CAUT, (3) Identification of Faculty Position

UniversityVice 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

 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: ______________________

CAUTMONTHLY ISSUES

AUCCMONTHLY ISSUES

CAUT Materials Deadline

AUCC Materials Deadline

Provost Office’sDeadline – one week

before AUCC’S deadline

September ‘08 N/A August 6 N/A July 11, 2008

October ‘08 October September 3 August 15 August 8, 2008

November ‘08 November October 1 September 12 September 8, 2008

December December November 5 October 9 October 3, 2008

January ‘09 January December 3 November 7 October 31, 2008

February February January 7 December 5 November 28, 2008

March March February 4 January 16 January 9, 2009

April April March 4 February 13 February 6, 2009

May May April 1 March 13 March 6, 2009

June June-July Combined May 6 May 16 May 8, 2009

July – NO PUBLICATION N/A N/A N/A

August – NO PUBLICATION

Aug – Sept Combined N/A July 11 July 3, 2009

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

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.

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.

Policy 76 – Faculty Appointments Item #5 – Hiring Procedures for Regular Faculty

Membershttp://www.adm.uwaterloo.ca/infosec/Policies/policy76.htm

CAUT - http://www.caut.ca/

AUCC - http://www.aucc.ca/

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

provided.