|
Staffing and Recruitment |
What to Send |
To Whom |
Handbook Reference |
| request
to search for new faculty (tenured or tenure track)
|
memo |
Academic Associate
Dean/xc Dean |
III.4
|
| request to
search for short term instructional academic staff (all funds) |
memo |
Associate
Deans c/o James Hovland |
|
| -visiting,
adjunct, emeritus, L/I faculty (all funds) |
Staffing Request
Form |
Associate Deans c/o James Hovland
For Summer Sessions Only: send materials
directly to Nancy Westphal-Johnson, c/o James Hovland. |
| -volunteer faculty |
Memo |
Academic Associate Dean |
III.11 |
| -permanent academic staff on 101, 104, 402 funds |
memo, PVL, New Academic Staff Position form with organizational chart (if new Category A position) |
Academic Associate Dean/xc Maggie Sullivan |
III.5 |
| -academic staff on gift/grant funds |
PVL, New Academic Staff Position form with organizational chart (if new Category A position) |
Maggie Sullivan |
III.5 |
| request to bring prospective faculty member for campus interview |
memo, vita |
Academic Associate Dean c/o 301 South Hall staff |
III.1, III.4 |
| request to make an offer to: |
| -faculty |
memo, vita, letters of reference |
memo to Dean, xc Assoc Dean;
11 copies of memo, CV and letters of reference to Assoc Dean |
III.4 |
| -visiting, emeritus, L/I faculty (short-term instructional, all funding sources) |
Memo, vita, draft letter |
Associate Deans c/o James Hovland |
III.5 |
| -volunteer faculty |
Offer letter, vita |
James Hovland |
III.11 |
| -visiting faculty, zero dollar |
memo, vita |
Joyce Helt |
III.6 |
| -non-instructional visiting faculty, extramural funds |
memo, vita |
Maggie Sullivan |
III.5 |
| -adjunct faculty, zero dollar |
memo, vita |
Joyce Helt |
|
| -adjunct faculty, all funds |
memo, vita |
James Hovland |
|
| -other 101-funded, non-instructional, long-term academic staff |
memo, vita, draft letter |
Academic Associate Dean/xc Maggie Sullivan |
III.5 |
| -PA on funds other than 133 or 144; 101- funded RA |
memo |
Brian Bubenzer |
III.9 |
| - Faculty Assistant |
PVL, request, vita, draft letter |
James Hovland |
III.9, III.10 |
| -UA (Undergraduate Assistant) |
request, draft letter |
Brian Bubenzer |
III.9, III.10 |
| -TA or PA non-101 funding |
request, draft letter if different from formats provided |
Nancy Westphal-Johnson |
III.9, III.10 |
| -PA (101 funding) |
memo , xc Brian Bubenzer |
Academic Associate Dean |
III.9, III.10 |
| -honorary fellow |
memo, vita (if new appointment) |
Joyce Helt |
III.6 |
| -non-instructional academic staff on gift/grant funds |
vita, draft letter |
Maggie Sullivan |
III.5 |
| -Faculty Joint Governance/ Affiliate |
memo, vita |
Dean |
IV.4 |
| classified staff reclassifications |
| -advice |
phone call |
Diana Allaby (3-4964) |
III.8 |
| -proposals |
Enter into Classified Human Resource Information System (CHRIS) |
Diana Allaby (3-4964) |
III.8 |
| request to extend appointment of |
| -probationary faculty member |
memo, draft reappointment letter, review committee report, vita |
Dean |
III.4 |
| retirement |
| general questions, all employees |
phone call |
Employee Compensation & Benefits Services, 26 2-5650 |
IV.3 |
| questions about post- retirement agreements |
|
|
|
| -faculty |
phone call or memo |
Academic Associate Dean/xc Dean |
III.7 |
| -academic staff |
phone call or memo |
Maggie Sullivan (3-2315) |
III.7 |
| -classified staff |
phone call or memo |
Diana Allaby (3-4964) |
III.7 |
| questions on emeritus status for faculty and academic staff |
phone call or memo |
Joyce Helt (3-2312); see also Chapter 20.01IV.C of the UW Madison Personnel Handbook (http://www.ohr.wisc.edu/ /polproced/UPPP/upppch2001.html). |
III.7 |
| -proposal for emeritus status for faculty or academic staff |
memo, retirement letter, and summary of professional accomplishments |
Dean |
III.7 |
| - retirement certificates |
request form from http://www.ohr.wisc.edu/retirement_certificate.htm
(allow 14 days to process) |
|
III.7 |
| faculty promotion |
| -question about tenure clock |
phone call |
Joyce Helt (3-2312) |
III.4.1 |
| -request to extend tenure clock (for childbirth) |
memo, vita, faculty member's request |
Provost, with copy to Dean |
IV.15 |
| -request to extend tenure clock (other than for childbirth) |
memo, vita, faculty member's request |
Dean |
IV.15 |
| -proposal for probationary faculty to associate professor with tenure |
memo, supporting documentation (see also Divisional Committee guidelines) |
Dean |
III.4.1 |
| -proposal for promotion to full professor |
memo and supporting documentation |
Dean |
III.4.1 |
| -post-tenure reviews |
memo, brief summary of review(s) |
Dean |
IV.7 |
| proposal for academic staff promotion |
| -indefinite appointment |
memo requesting permission to consider |
Associate Academic Dean/xc Maggie Sullivan |
III.5 |
| -new or lengthened rolling horizon appointment |
memo explaining basis for request; vita |
Maggie Sullivan, who will coordinate with Academic Associate Dean |
III.5 |
| -rate or title change/promotion |
memo |
Maggie Sullivan, who will coordinate with Academic Associate Dean |
III.5 |
| -distinguished prefix |
memo |
Maggie Sullivan, who will coordinate with Academic Associate Dean |
III.5 |
| -honorific professorial title |
materials per http://www.secfac.wisc.edu/committees/honorifictitles/Guidelines.htm |
Maggie Sullivan, who will coordinate with Academic Associate Dean |
III.5 |
| leave request |
| -for all faculty |
memo w/Executive Committee vote and faculty member's request |
Dean |
IV.14 |
| -academic staff |
leave request form and memo |
Maggie Sullivan (who will coordinate with Academic Associate Dean) |
IV.14 |
| general concern about following correct procedures regarding nonrenewal, layoff, other termination of... |
| -faculty |
phone call |
Joyce Helt (3-2312) |
|
| -academic staff, non-instructional and/or long-term |
phone call |
Maggie Sullivan (3-2315) |
IV.14 |
| -academic staff, short-term instructional |
phone call |
James Hovland (3-7221), who will coordinate with Maggie Sullivan |
|
| -classified staff |
phone call |
Diana Allaby (3-4964) |
|
| request for an overload |
| -for faculty |
memo or appropriate form |
Joyce Helt |
IV.9 |
| -for academic staff |
memo or appropriate form |
Daun Wheeler |
IV.9 |
| -for graduate assistants |
phone call |
Nancy Westphal-Johnson (3-2506) or Brian Bubenzer (5-0603) |
|
| question about an over-2/9 form |
| -for faculty |
|
Joyce Helt |
IV.9 |
| -for academic staff or graduate assistants on non-101 funds |
phone call |
Maggie Sullivan |
IV.9 |
| need to complete an Inter-Institutional Agreement (IIA) |
| -to discuss potential use of IIA as coverage for staffing |
memo or phone call |
the appropriate staff member for the type of staffing (see above) |
III.5 |
| -all other IIA |
phone call |
Daun Wheeler (3-2591) |
III.5 |
| sick leave/ parental leave |
| -questions about balance |
phone call |
Daun Wheeler |
IV.13, IV.14 |
| -questions for faculty |
phone call |
Academic Associate Dean (3-7221) |
IV.13, IV.14 |
| -need to determine sick leave charge for faculty |
memo |
Academic Associate Dean (3-7221) |
IV.13, IV.14 |
| -question for instructional academic staff |
phone call |
Academic Associate Dean (3-7221) |
IV.13, IV.14 |
| -question for non-instructional academic staff |
phone call |
Maggie Sullivan (3-2315) |
IV.13, IV.14 |
| -question for TA or PA |
phone call |
Nancy Westphal-Johnson (3-2506) or Brian Bubenzer (5-0603) |
IV.13 |
| Americans with Disabilities Act (ADA) requests |
|
|
|
| -Students |
phone call |
Equity and Diversity Resource Center (3-2378); McBurney Disability Resource Center (3-2741); Campus ADA Coordinator (3-7400) |
VI.28 |
| -Classified Staff |
phone call |
Diana Allaby (3-4964) |
IV.17 |
-Unclassified Staff,
Employees-in-training |
phone call |
Maggie Sullivan (3-2315) |
IV.17 |
| -TA/PA |
phone call |
Brian Bubenzer
(5-0603) |
|
| Concerns about Misconduct |
|
|
|
| questions about ethical behavior, academic misconduct |
phone call |
Academic Associate
Dean first (3-7221), who may refer you to Administrative Legal
Services |
|
| concerns about sexual harassment or prohibited
discrimination |
phone call |
Academic Associate
Dean (3-7221); the Equity and Diversity Resource Center (3-2378);
student questions should be referred to Linda McCarroll, Jutta Joachim,
or Christopher Lee at Student Academic Affairs (2-2644) |
IV.10 |
| Research
|
What to Send
|
To Whom
|
Handbook
Reference
|
| Assoc.
Dean's calendar |
email |
Lil Larson
(llarson@ls.admin.wisc.edu) |
|
| grant
proposal |
see instructions at http://www.ls.wisc.edu/oros/Pre_Award/PreAw_Steps.htm |
Linda Johnson (5-9655) |
II.20 |
| 88-1's (request for account number in advance of award) |
form; available at
http://www.rsp.wisc.edu/forms/88-1.pdf |
Linda Johnson
(5-9655) |
|
| Requests
for Research Space |
e-mail |
Chris Bruhn
(bruhn@ls.admin.wisc.edu) |
|
| Requests
for Approval of PI Status |
form; see instructions at
http://info.gradsch.wisc.edu/research/limitedpi.html |
Linda Johnson
(5-9655) |
|
| research proposal involving animals |
animal use
protocol |
Rick Lane,
121 Vet. Science (2-0400) |
II.20 |
| research proposal involving human subjects |
human subjects
protocols, as directed on http://www.ls.wisc.edu/oros/HumanSubjects/HumSub_Home.htm |
electronic mailbox (via IRB Webkit)
|
II.20 |
| Instructional
and Curricular Issues
|
What to Send
|
To Whom
|
Handbook
Reference
|
| Course
Proposals (New, Changed, Deleted) |
3 copies of
complete proposal for initial review; when revisions (if required) are complete, 20 copies for each Divisional Executive Committee involved (copies are forwarded with dean's letter) |
L&S Curriculum
Committee, c/o Elaine Klein, 307B South Hall |
I.3 |
| Request to Create New Major/Degree/Certificate
Programs |
initial contact by
e-mail or phone call
for proposal contents, see http://apa.wisc.edu/approvals.html |
Associate Dean,
copy to Elaine Klein |
V.5 |
| Request to Change
Existing Major/Degree/Certificate Programs |
Proposal as
instructed in L&S Curriculum Committee Procedure |
L&S Curriculum
Committee Chair (Professor Greg Downey, Schools of Journalism and Mass Communication and of Library and Information Studies), c/o Elaine Klein (307E
South Hall) |
I.3 "Curriculum Committee Guidelines for Curricular Change " |
| request to establish a center or institute |
memo detailing
mission, funding, personnel, space requirements, expected lifetime
(see http://apa.wisc.edu/uapccenters.html for the university's guidelines) |
Dean (cc: Elaine Klein); proposals are considered by the College Academic
Planning Council and forwarded to the university APC |
I.2 |
| Extended
Time Table (ETT) or Credit Outreach courses or funding |
e-mail or phone
call |
Nancy Westphal-Johnson (westphal@ls.admin.wisc.edu,
3-2506) |
VIII.2 |
| Copy
instructional materials at L&S Copy Centers (Course Packs) |
e-mail containing
bibliography of materials to be copied |
Brian Bubenzer
(bubenzer@ls.admin.wisc.edu) |
V.11 |
| Special Course Fees |
e-mail or phone call |
Nancy Westphal-Johnson (westphal@ls.admin.wisc.edu,
3-2506) |
V.12 |
| Create new or modify existing course to add Service Learning and/or Community-Based Research (SL/CBR) |
consultation by e-mail or phone call |
Tess Arenas (tarenas@ls.admin.wisc.edu,
890-0876) |
V.10 |
| Identify community agency partner for SL/CBR courses |
consultation by e-mail or phone call |
Tess Arenas (tarenas@ls.admin.wisc.edu,
890-0876) |
V.10 |
| |
|
|
|
| Business Services
|
What to Send
|
To Whom
|
Handbook
Reference
|
| emergency
transactions |
ET form, signed
by Chair |
Business Office,
108 South Hall; must arrive before 9:45 a.m. |
II.1 |
| requisition |
External Requisition, multi-part form, signed by Chair or Designee |
Business Office, 108 South Hall |
II.1 |
| request for an alcohol permit |
L&S alcohol permit application form, signed by Chair |
Anne Gunther, 201 South Hall |
II.11 |
Travel, Reimbursement, and Other Payments |
| -advance |
Travel Advance
Form, signed by traveler and Chair |
Business Office,
108 South Hall |
II.1, II.5 |
| -direct billed
travel invoice |
Travel
Invoice, with charge coding and reason for travel, signed by Chair, 1 original and 2 copies |
Business Office,
108 South Hall |
II.1, II.5 |
| -expense report |
Travel Expense
Report (TER) and receipts, signed by traveler and Chair, 1 original
and 1 copy (non-employees do not need to sign) |
Business Office,
108 South Hall |
II.1, II.5 |
approval
for moving expense reimbursement
(written approval is required before the move is completed) |
Faculty: approval is obtained with the Dean's office approval of the offer
letter. The offer letter constitutes written approval.
Other permanent staff: e-mail request or "Request
for Reimbursement of Relocation Expenses" form. |
Faculty: Academic Associate Dean Other permanent staff and amendments: Anne Gunther (3-2317) |
II.7 |
| moving
expense reimbursement |
TER, signed
by new hire and Chair. Attach the written approval; receipts
and estimates as needed. |
Business
Office, 108 South Hall |
II.7 |
| payment
to individuals (non-salary) |
Payment to
individuals report (PIR), signed by Chair, 1 original and 2 copies. |
Business
Office, 108 South Hall |
II.6 |
| non-travel
cash advance |
Internal requisition
and custodian agreement, signed by employee and Chair |
Business
Office, 108 South Hall |
|
| non-salary
payment transfer |
Non-salary
payment transfer form, signed by Chair or Designee,
1 original and 2 copies.
Transfers to fund 161 also require copies of the original payment
documents, invoices, etc. |
Business
Office, 108 South Hall |
|
| request for direct payment by UW Foundation |
auditable material;
copies to sign |
Michelle Massen,
203 South Hall |
II.15 |
| memberships/subscriptions |
Original Membership/subscription
form or invoice and 2 copies with the Department charge coding and
signatures. Highlight to whom payable and mailing address. Department charge coding and signatures go on the copies not on the
original. Use direct pay form. |
Business Office,
108 South Hall |
|
| registrations |
The original, completed registration form
and 2 copies with the Department charge coding and signatures. Highlight to whom payable and mailing address. Department charge
coding and signatures go on the copies, not on the original.
Internal registrations (to UW departments): use an internal
requisition or direct pay form. |
Business Office,
108 South Hall |
|
| creation or
modification of Fund 136 accounts |
phone call |
Mary Machaj (3-7593) |
II.3, II.14 |
| Facilities
|
What to Send
|
To Whom
|
Handbook
Reference
|
| Instructional
Laboratory Modernization request |
memo and completed
form in response to announcement |
Chris Bruhn |
|
| remodeling plans to sign |
one set of
plans signed by chair |
Chris Bruhn |
II.22 |
| Request
to name a portion of a building (room, wing, exterior amenity) |
cover memo,
brief biography of honoree, supporting letters from affected departments
(if applicable) |
Consultation w/ Chris Bruhn; request to Dean (cc: Elaine Klein) |
VIII.5 |
| Space and Remodeling request - initial |
memo or all
copies of S-1 for space requests and of Request for Remodeling form,
with relevant departmental signatures, for remodeling proposals. |
Chris
Bruhn |
II.21 |
| Parking
|
What to Send
|
To Whom
|
Handbook
Reference
|
| Parking -- annual, temporary, UW disabled, department vehicle permits, business
alternate or other policy issues |
e-mail or phone
call |
Chris Bruhn or Lil Larson |
VIII.3 |
| Other
|
What to Send
|
To Whom
|
Handbook
Reference
|
| adjustments
to departmental budget (supplies, capital
equipment, personnel) |
memo or phone
call |
Academic Associate
Dean (3-7221) |
II.1 |
Authorization to Access Administrative Systems |
Different systems require submission of different forms. (See below) |
|
|
| |
ISIS Authorization form (Integrated Student Information System) |
Anne Gunther, 201 South Hall |
|
| |
3270 Authorization form (access to DoIT mainframe) |
Anne Gunther, 201 South Hall |
|
| |
DARS Authorization form (Degree Audit Reporting System) |
Anne Gunther, 201 South Hall |
|
| |
PVL Authorization form |
Daun Wheeler, 207 South Hall |
|
| |
Student Appointment/Payroll System Authorization form |
Sandra Englesby, 212 South Hall |
|
| |
WISDM Authorization form |
Assistant Dean, 108 South Hall |
|