Sharon Dahmer Office of the Vice-President Academic & Provost

1. Vice-President Academic & Provost’sLunch & Learn Session onFaculty AdvertisingSeptember 29, 2011 Sharon Dahmer Office of the Vice-President Academic & Provost

2. AGENDA • Background • Forms • Approval Process • Re-Advertising Information • Deadlines • Advertising In Other Locations • Summary of the Process

3. BACKGROUND Memo from Geoff McBoyle, Provost attached • Issues with regards to timing for the print ads. • Fees • Changes to the way the world uses the internet

4. Definition of “Faculty Positions” Faculty positions that must be advertised, and reviewed by UARC (Universities Appointments Review Committee), are: • Lecturer (duration of two years or more - Policy 76, Item 5C) • Assistant Professor • Associate Professor • Professor

5. First Step • Department identifies need for a new / replacement faculty position. • All faculty positions must receive written approval by the Vice-President Academic and Provost before they can be advertised in any publication or on-line. • Authorization to advertise and ads are valid for one year from the date they are approved. • Will be sent to CAUT following final approval, ads will not be held. Where to start . . .

6. The Two(2) Forms • Faculty Identification/Mission Critical Form • Authorization to Advertise Academic Vacancy in Canadian Association of University Teachers (CAUT) Forms must have proper signatures or they will be returned Forms are posted on the Provost’s web site http://provost.uwaterloo.ca

7. Faculty Identification/Mission Critical Form

8. Completing the Authorization to Advertise Form Information we are looking for on the form: • Department/School • Title of position • Qualifications required • Nature of duties • Name and address of person to whom inquiries should be sent / Website / URL (if asking for electronic submissions do not include a mailing address) • Effective date of appointment • Closing date for receipt of applications. An acceptable statement is: Applications will be accepted until the position is filled • 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 – Please Proofread Note: • We do not have the authority to make any changes to these ads. A text change after approval must be submitted to the Provost’s office in word format. • The Vice President Academic & Provost’s office will cover the cost of the on-line ads for one month.

9. Authorization to Advertise Form(CAUT) AUTHORIZATION TO ADVERTISE ACADEMIC VACANCYIN CANADIAN ASSOCIATION OF UNIVERSITY TEACHERS (CAUT) • 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, 2011. 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, 2010. 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.

10. Approval & Distribution Process Approvals: Department / Faculty / University Chair, Dean and Vice-President’s signatures are required on the forms: Distribution: Faculty Identification/Mission Critical Form • original is sent back to Dean’s Assistant (will contain unique ID #) • copy is kept in Provost’s office • copy is sent to Human Resources • copy is sent to Finance Authorization to Advertise –CAUT • original is kept in Provost’s office • copy is sent to Dean’s Assistant NOTE – Ads will be sent to CAUT the Friday immediately following approval. The Provost’s office will not hold advertisements for future postings. Once the position is approved, the Provost’s office will contact the Dean’s Assistant/Department requesting an electronic word version of the advertisement.

11. After Submission to CAUT • A pdf copy of the ad is sent to the department. This is the copy to be used for the UARC process. • You can also log on to the CAUT website to view the ad:http://www.acadmicwork.ca/ choose the “job seeker” tab and search Waterloo.

12. Sample Advert from CAUT

13. After 30 Day Expiry • Following 30 days, the department will be contacted with the option to re-advertise. • Contact CAUT (Rosa Laboccetta - ads@caut.ca ) to supply a P-Card number.

14. Deadlines and Rates Faculty ads will be posted the Friday following the Provost’s approval Deadline dates and rates can be found on the CAUT website http://www.cautbulletin.ca/media/BulletinRatecard_Careers_2011.pdf

15. Advertising in Other Locations • According to Policy 76 all faculty positions must be advertised in AUCC and/or CAUT. • Upon final approval, departments are then authorized to advertise in additional publications and on the web. Arrangements and costs associated are the responsibility of the department. • The uWaterloo HR web site links to each faculty positions available. Consult your Deans’ Assistant to ensure that once approved, the position is included.

16. Summary of the Process • Faculty submits the forms to the Vice-President Academic & Provost for approval. • Once approved, the Dean’s office is requested to send an electronic copy (word version) of the ad to the Vice President Academic & Provost’s office. • Authorization to Advertise (CAUT ) form: - copy is sent to Dean’s assistant - original form is kept in the Provost’s office. • Faculty Identification/Mission Critical Form - original is sent back to the Dean’s Assistant – will have a unique ID number - copy is kept in the Provost’s office - copy is sent to Finance - copy is sent to Human Resources • All faculty positions are advertised online through CAUT for 30 days only and are submitted by the Vice President Academic & Provost’s office. These costs are covered by the Provost . The ads will be posted the Friday following the Provost’s approval. • One week prior to the expiry date, the Provost’s office will notify the Dean’s office and re-advertising is the responsibility of the department/Faculty. • 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.

17. Important Websites • 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/ - Rosa Laboccetta - ads@caut.ca • Provosts’ Web Site - http://provost.uwaterloo.ca/

18. 2011-2012 Lunch and Learn Sessions September 29, 2011 - Advertising for Faculty Positions October 27, 2011 - Completing Faculty Appointment Forms November 24, 2011 - Hiring of Foreign Faculty Members and WatPort January 26, 2012 - Faculty Sabbaticals March 22, 2012 - Tenure & Promotion May 24, 2012 (tentative) - UARC Process Thanks For Coming