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Department Manager’s Reference Guide

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Welcome to Carolina! Please visit for helpful information to get you started on your journey here. You can learn more about the College of Arts & Sciences by visiting our website .

College of Arts & Sciences Chair’s Manual

The College of Arts & Sciences Chair’s Manual provides guidance to department chairs regarding policies, procedures and guidelines that are critical to the Chair’s office. This guide contains a wealth of information about College and university policies, procedures and deadlines. Department managers must familiarize themselves with this document in order to better assist the chair, and in some cases themselves, with departmental administration.

University Managers Association (UMA)

Mission: UMA shall provide a forum for the exchange of information relevant to management in the university setting and to encourage productive interaction among members.

College of Arts & Sciences Department Manager Mentorship Program

The purpose of the Mentorship Program is to provide operational and professional support to new and existing managers who request or would benefit from a relationship with a mentor within the College of Arts and Sciences at UNC Chapel Hill.

Blank Department Employee Handbook Template

Parking Coordinator Access

The department parking coordinator disseminates information generated by the Department of Public Safety. The parking coordinator distributes parking passes each year and maintains the department waiting list. Speak with your department head or administrative support person to find out who is assigned as parking coordinator for your department. If you are assigned as the parking coordinator, find more information about the role on the Transportation and Parking website .

Facilities Management

Each department/building has a facilities manager. The facilities manager ensures that there is repair and maintenance work on the building/departmental site. There are invoices that are sent via email each month for work completed. These invoices can be accessed at Facilities Services . Departments have a default chartfield string for facilities.

Space Planning and Occupancy Tracking System (SPOTS)

The space planning and occupancy system provides detailed information about the physical location and space usage in the department site(s). It can be accessed at SPOTS . There is a user manual at SPOTS tracking.

OneCard Access for Buildings

The UNC One Card Office offers several different types of online secure door access using CS Gold . Our door access readers make it possible for departments to manage their own access and only allow designated people to use those readers after hours and weekends. We can also put schedules on doors so they automatically unlock and lock down each day. To get access to this system, please contact the One Card Office at 919-962-8024.

ITS and Communications Service

Any time there is a need for IT support or telecom services, a service requisition must be submitted. This could include disconnecting a telephone line, establishing a telephone line, or setting up additional networking.

You may submit a service requisition using this form.

University Mail Service

You may access University Mail Services at this link to set up campus boxes, forwarding, mail supplies, and postage requests.


Surplus services is part of the Finance Division. All surplus materials, regardless of condition, must be submitted to Surplus for pick-up and sales at their warehouse. To access the Surplus system you may do so through Procurement Services .

The College Access Request Coordinator (ARC) can assist you with getting the access that you need.  You can also visit the Access Requests section of this site for more information.

Getting Access to ConnectCarolina HR, Finance & Student

Access forms can be found on the ConnectCarolina User Info website . You will need your PID and onyen handy to complete the required forms. Please contact the ARC for sample access forms or to answer any questions about completing the required user access forms. Again, please speak to the ARC if you have questions about what level of access is appropriate for your role or for roles of staff and faculty in your department.

Time Information Management System (TIM)

The Time Information Management System (TIM) is UNC-Chapel Hill’s official time capturing system utilized to track SHRA (formerly called SPA) employee hours for accurate calculation of payment as well as to track leave for accurate reporting records for SHRA and permanent EHRA (formerly called EPA) employees. Visit the Access Requests section of this site for information on access to TIM.

Common Authorization Tool (CAT)

Common Authorization Tool (CAT) is a tool to manage persons’ authorities for various College applications. Department managers are expected to handle access to systems using the Common Authorization Tool for faculty and staff in their department(s). A user manual for CAT can be found by logging in with your onyen and password at: and clicking on the help button. The help document lists the College applications with a description of each and explains user roles in the system.

College Systems & Listservs

Department managers are assigned a bundle of access using the Common Authorization Tool. This bundle includes access to the listservs administered by the Dean’s Office and systems access, such as Instructional Workload, Arts & Sciences Reporting, etc.

All department managers will be assigned membership in the University Business Manager’s listserv.

To find out more about how to adjust your inbox settings, see the Finance and Budget Communications page. To register new staff members to the group, go to the page and click on the green button, “Manage Finance and Budget Email List Subscription” and follow the instructions to enroll in the group. You will need your phone for 2-Step verification.

If you wish to send a message to the group, send an email to and approved messages will be distributed to the group, or you can contact Christine Shia directly.

Rapid Administrative Service Request – RASR

RASR (pronounced like “razor”) is used to route various human resources and finance requests to the Business Operations team.  Department managers are automatically assigned access to RASR.  To request access for staff or faculty in your department, contact the Access Request Coordinator.  Log in to the system with your onyen and password at this link .

Bookmark these pages for easy reference.  Of course, if you need help with an HR matter, contact your assigned HR Business Partner.

Office of Human Resources (OHR)

The Office of Human Resources is the University of North Carolina at Chapel Hill central office responsible for delivering a wide range of human resources programs and services to the campus workforce (SHRA and EHRA Non-faculty) in support of Carolina’s mission of teaching, research, and public service.

Academic Personnel Office (APO)

The Academic Personnel Office, on behalf of the Executive Vice Chancellor and Provost, provides leadership, management and oversight of the human resources function for university faculty members and supports the academic units in their efforts to fulfill the core missions of the university.

Student Employment

The Student Employment website has information for students, hiring supervisors and HR Representatives to help you navigate various processes, find answers to questions, connect to resources, and better understand what it means to be a student employee at UNC.

Office of Postdoctoral Affairs

The vision of the Office of Postdoctoral Affairs is to foster success among postdoctoral scholars today that will enhance their professional endeavors tomorrow.

Office of International Student and Scholar Services (ISSS)

ISSS serves our international students and scholars.

Payroll Schedules

Payroll preparation and distribution to campus follows a precise schedule to ensure that all employees are paid accurately and on time. The schedules are available to download, or you can find instructions for how to download the deadlines to your Outlook calendar.

Safe @UNC

This website is the main portal at UNC – Chapel Hill for resources and information about discrimination, harassment, sexual violence, interpersonal violence, and stalking.

Equal Opportunity & Compliance (EOC)

EOC is UNC-Chapel Hill’s central office for addressing issues related to discrimination and harassment, including sexual and gender-based violence, as well as compliance with relevant education and employment laws and regulations.

Ombuds Office

The University Ombuds Office is a safe place where all Carolina staff, faculty, students and administrators are welcome to come and talk in confidence about any campus issue, problem, or dispute. Our office supplements, but does not replace, the University’s formal channels, such as the grievance policy.

Below are some links to helpful information regarding finance.  Do not hesitate to contact your assigned Budget Analyst with any finance or budget related questions.

Finance and Budget

The Finance and Budget team provides effective fiscal leadership and stewardship of University financial resources while partnering with campus schools and departments to manage funds, analyze and improve business processes and make strategic financial decisions that are compliant and timely.

Finance Training and Resources

Helpful training and resource documents for managing your department funds can be found under Training and Development on the Finance and Budget website and in the Resources section of this site.

Arts & Sciences Foundation

The Arts & Sciences Foundation’s mission is to enhance the College by meeting the needs of the various academic departments, promoting teaching, research and service, and supporting the continuing development of knowledge and learning.

Office of Sponsored Research (OSR)

The Office of Sponsored Research partners with the research community to support and advance the University’s research mission by providing leadership and expertise in research administration.

Research Administration Management System & eSubmission (RAMSeS)

The electronic portal through which all applications for contracts, grants, or cooperative agreements must route at UNC. Internal processing forms, or IPF’s, are submitted in RAMSES and must be must be completed and approved by the appropriate UNC-CH personnel in the Office of Sponsored Research prior to the submission of an application or proposal for a grant, contract or cooperative agreement.

Roles are assigned in Backbone by the department’s role manager. Department managers will be assigned role manager and can use this form to assign other role managers if desired. Visit the OSP website for detailed information on role descriptions and how to assign them.

Some department managers also serve as the student services coordinator for their department. There are different student service points of contact for Graduate and Undergraduate students.  To receive access to student records in ConnectCarolina, you will need to complete the FERPA online training module .  If you are new to undergraduate student services administration, contact the Office of Undergraduate Curricula right away to schedule an orientation meeting.

Graduate School

The Graduate School is the point of contact for all those engaging in graduate study and development.


GradStar is a ConnectCarolina Student Administration application designed to collect and report all non-service fellowships, tuition, and fee awards given to a student in support of their attendance at the University. The system also interfaces with the Finance and Human Resources components of ConnectCarolina.

Undergraduate Curricula

The Office of Undergraduate Curricula supports the University’s core mission of teaching by managing the undergraduate curriculum for faculty and students.


The Registrar’s Office provides services in classroom scheduling, registration, grades, academic data support, and much more. They maintain several listservs to communicate information about scheduling, registration, degree audit, and graduation. This office also conducts training on a variety of topics, including classroom assignment software and student records.

Online Syllabus Manager (OSM)

Departments are required to collect course syllabi every semester and archive them for at least four years. To help with this process, the OSM was developed to allow instructors to upload syllabi each semester. The deadline for syllabi upload is the first day of classes.