Department Manager’s Reference Guide
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Welcome to Carolina! Please visit https://new.unc.edu/ 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 .
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.
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.
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.
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 .
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 .
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 Dean’s Office 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.
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: https://cat.oasis.unc.edu 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.
In December 2022, the University Business Manager’s listserv was closed due to the anticipated closeout of our listserv system and moved to an Outlook Group. Everyone who was a member of the listserv at that time was moved to the new group and should be receiving business manager emails in their inbox. Members should see a new folder under their “Groups” section in Outlook called “Business Managers.” You will receive business manager messages in your inbox as well as filed in this folder.
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.
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.
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.
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.
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.
The vision of the Office of Postdoctoral Affairs is to foster success among postdoctoral scholars today that will enhance their professional endeavors tomorrow.
ISSS serves our international students and scholars.
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.
This website is the main portal at UNC – Chapel Hill for resources and information about discrimination, harassment, sexual violence, interpersonal violence, and stalking.
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.
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.
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
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.
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.
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.
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.
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.
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.
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.