1.1. What should I do as a new employee of the Department?

Visit the Departmental "Getting Started" webpages with a checklist, calendars, and additional resources to help you prepare for your new position: https://www.math.arizona.edu/employees/getting-started

1.2. Where is the Cat Card Office?

1.3. How do I get the appropriate keys?

The Key Desk process is now done online through Adobe Sign. Once a new employee is active in the University system a request will be submitted on their behalf for building and office keys. Please contact head-office@math.arizona.edu if you have questions.

Mailbox keys can be requested in Math 109. 

Please note that you will need to present your Cat Card when obtaining keys from the Key Desk.

1.4. Where is the FM Key Desk?

1.5. Where is Parking & Transportation?

1.6. What is the Cat Tran?

2.1. Where can I read more about the Promotion processes?

2.2. When do I get reviewed?

2.3. When does the Promotion & Tenure process begin?

The Office of the Provost circulates a memo in May to initiate the start of the promotion process within the University. 

This memo will be posted, along with additional dossier updates, here: http://facultyaffairs.arizona.edu/promotion

2.4. Where can I learn about the Peer Review of teaching protocol?

3.1. What is UAVitae?

3.2. What do I need to update in UAVitae?

3.3. When does the Peer Review process take place?

Spring is the official Peer Review season for the Department. 

Information should be updated in UAVitae by January 31 for review. Written evaluations are returned by April 1. 

Faculty are reviewed by the Peer Review Committee and Department Head.

Instructional Faculty (instructors/lecturers) are currently reviewed by the Instructional Faculty Personnel Committee (IFPC). 

The "Faculty Annual Performance Review" policy can be viewed at: http://math.arizona.edu/about/policies/faculty-review#IIA

3.4. UAVitae FAQs

UAVitae FAQs

What should I do if I receive an error message?

If you receive any sort of error message while uploading or updating your profile copy the full error message text (whenever possible) and email to agaona@math.arizona.edu. We can then determine if this is a glitch within the system or your individual profile.

Where are TCE reports?

TCE reports are typically uploaded automatically by the TCE Office in "Teaching and Credit Bearing Courses" under "Course Attachments." January 2020 you will need to download TCEs from the TCE website and then upload to UAVitae.

Why is my Credit Bearing Course Information incorrect in UAVitae?

UAccess Student is the source for credit bearing course information, and this data also resides in UAccess Analytics. Course information is pulled from Analytics and loaded into UA Vitae twice a semester, typically around the middle of the semester and at the end of the semester on Reading Day. Credit bearing course data can't be edited or updated in UA Vitae, because of the need to stay in sync with the system of record. 

Credit bearing course information can be corrected by your department or college Course Coordinator before the end of the semester. If corrected early, the course data will also be corrected in UA Vitae during the last data load at the end of the semester.  If the error is found after the semester ends, you and/or your course coordinator may need to work with Room and Course Scheduling (621-3313) to correct any errors. However, corrections made after the end of the semester will not be reflected in UA Vitae.  To note corrections in UA Vitae, you can add additional information in the Teaching: Credit Bearing Courses activity section.

Note: You may also add comments in the "Additional Comments" box, under Teaching:Credit Bearing Courses for the semester, to note any discrepancies. This box is only available in the Activity Input form, during the review period.

Other types of teaching that is non-UA credit bearing, can be entered and updated manually as needed. You can enter this type of information in other activity sections, such as "Teaching: Guest Lectures and Invited Teaching."

Why is my grant data incorrect in UAVitae?

UAccess Research is the source for all sponsored grant data, and this data also resides in UAccess Analytics. Grant information is pulled from Analytics and loaded into UA Vitae once a month. Sponsored data can't be edited or updated in UA Vitae, because of the need to stay in sync with the system of record. 

Sponsored grant information can only be corrected within UAccess Research, so you must work with your department or college Business Manager to make any necessary changes.

Non-sponsored grant information can be entered and updated manually in UA Vitae at any time. Use the Add button to enter new non-sponsored grant information, or use the Edit icon to update any previous entries.

Where do I enter Workload details?

Section 1 "Workload Distribution" pertains to our workload distribution. Please enter the workload percentages that you received for this calendar year. If your workload agreement percentages changed during the course of the calendar year, enter both - you can choose the start semester and end semester. If you need your Workload Agreement details please contact agaona@math.arizona.edu

Why is my data not showing up in the Annual Review Summary?

• Please verify that the Annual Review Summary is set for the correct year, and that the activities the faculty member expects to see are assigned to the correct semester/year on the Activity Input Form.
• If the above doesn’t solve the problem, email agaona@math.arizona.edu, so she may look into this or contact the Vitae Team for assistance.

Presentations at conferences: should I list all authors, or just myself, since I'm the person who presented?

Make your best effort to be consistent with the conference’s protocols. If you are listed along with co-authors in the book of abstracts, you may want to do the same.

Regarding journals that we edit or are reviewers for: what goes in the "Organization" field? Should it be the name of the journal, or the name of the publishing company, or learned society that publishes the journal in question?

While this is probably not a valuable field for the committee, please list, when possible, the publishing company.

Where do things like letters of recommendation (service) or presentations in the recruitment workshop (teaching) go? I put them under additional input, but I am not sure this is what you want.

Letters of recommendation can go under "Additional Input" activity type as "Service". Presentations, such as the above, can go under "Service: Professional Service and Outreach..". If the presentation was for a particular course it will go under "Teaching: Guest Lectures and Invited Teaching."

It appears that if you are supervising a TA it pulls in the number and gives a weight of 'zero'. Will that remain in the systems?

Yes, the TA supervisor teaching load will be 'zero'.

Will the uploaded documents stay in the system more than one year?

They will be time/date stamped and permanently in the system.

Where do I put supervision of PhD students, serving on oral exam committees, or serving oh PhD exam committees?

For this year, these should go in the Section "Teaching: student mentoring, advising, and activities".

How can I print a CV from UAVitae?

1. Using the menu on the left side of the screen, select Vitas & Biosketches
2. Open the vita for viewing by choosing the View icon to the right of the vita (CV) that you would like to print.
3. Select the Print button.
4. On the next web page, press CTRL+P to send the page to your local printer.

4.1. Where can I find Math Department Policies and Procedures?

Please visit this page  https://www.math.arizona.edu/about/policies

5.1. How do I see who is on Math Department Committees?

6.1. How do I get a key to my office?

New employees will be contacted via email to complete the process digitally through Adobe Sign. If you are a current employee and need a key please contact head-office@math.arizona.edu.

You will need to present your CatCard at the FM Key Desk, just north of Speedway, when picking up keys.

All University keys must be returned directly to the FM Key Desk upon the end of your appointment. They do offer a 24 hour dropbox on their door and provide envelopes for this.

6.2. What if I forget my office key?

6.3. How do I get a key to my mailbox?

6.4. How can I request a key for a visitor?

6.5. How do I get access to ENR2 afterhours?

7.1. Where can I find information about sabbatical leave?

The Vice Provost for Faculty Affairs website has information regarding leave, including application details: https://facultyaffairs.arizona.edu/content/sabbatical-leave-application-and-review

7.2. What if I am a graduate student interested in applying for a leave of absence?

8.1. Math Department Internal Mailing Lists

9.1. What do I need to do before leaving the Department?

Please be sure to remove all personal belongings from your office before MAY 31 (or Fall/Winter departures vacate before the December closure), so we may begin cleaning and preparing the space for the next occupant. The Department cannot be held responsible for belongings left behind.

Remember to update your forwarding address in UAccess so your tax paperwork can be mailed to your new address. 

If you have any general questions contact MATH-HeadOffice@arizona.edu

Academic Office - Room 108

• You will need to return grade computation sheets for all courses taught while employed with the Math Department. Please download the files into one folder and send as a zipped attachment to MATH-Academics@arizona.edu
• Please bring any paper final exams for the past two (2) semesters, textbooks, solutions manuals, and calculators. 
• If you have questions you should contact the academic office directly at MATH-Academics@arizona.edu

Business Office - Rooms 112, 115, 117, 119

• You will need to settle any outstanding financial commitments, grants, reimbursements and other expenses with the business office.
• Return all Zoom handheld phones to the Business Office
• If you have questions you should contact the business office directly at MATH-BusinessOffice@arizona.edu

Computing:

• Please note University account/email deletion policies here:  https://servicenow.arizona.edu/sp?id=kb_article_view&sysparm_article=KB0010277
• Return any iPads or Pens. Please be sure to factory reset your iPad.
• You will receive an e-mail from the computing support office outlining any computer equipment that may have been checked out to you, which you should return directly to them.
• If you have questions you should contact them directly at MATH-System@arizona.edu

Keys:

• Any building keys that have been assigned to you will need to be returned directly to the FM Key Desk. Notify MATH-HeadOffice@arizona.edu to report lost University keys.  
• Mailbox keys are to be returned to the Head's Office, Room 109.
• ENR2 grad pod keys should be left in the appropriate cabinet in ENR2. Notify MATH-HeadOffice@arizona.edu to report lost keys.  

9.2. What is my pin for ENR2 afterhours entry?