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Forms - Academic Staff

Submitted by ipthomps on Wed, 09/12/2012 - 1:41pm

Submitted by 21232f297a57a5a... on Tue, 07/01/2014 - 1:24pm

The following forms provided are for use by Academic Staff. For further information relating to these forms please contact Human Resources.

Note: Electronic forms must be saved to your desktop prior to editing and then sent to the designated area.

Employee Forms

Confidentiality Agreement

Form Description
Employee Confidentiality Agreement An agreement to uphold confidentiality of HR data for any employee whom accesses HR records as a function of the duties of their job. The agreement should be signed by anyone with access to confidential HR data and information.

Benefits and Pensions

Form Description
Alberta Blue Cross

Health Services Claim
Health Spending Account Claim
Travel Claim

Health & Dental Benefits Changes – please submit to Human Resources for processing

Links directly to the Alberta Blue Cross website. Staff can print the most commonly used claim forms for reimbursement of health and dental care expenses.

Alberta Health Care Insurance

AHC0102 – Application for Alberta Health Care Insurance Plan Coverage

AHC0199 – Employee Group Commencement and Termination for Alberta Health Care Insurance Coverage

Links directly to the Alberta Health and Wellness website where staff can access information as well as forms to apply for Alberta Health Care, add and/or delete dependents, register a change of address etc.
Wellness Spending Account Claim Form All Wellness Spending Account claims are made using this form. The claim form outlines allowable expenses as well as any exclusions.
Benefits and Pension Information and Forms Web page containing Benefits and Pension information and forms.

Leave of Absence (excluding R&S leaves)

Form Description
Application for Parental Leave  
Approval for Absence From Campus For leaves of short duration
Application for Special Leave For leaves with or without pay, some requiring the Provost's approval.
Application for Secondment  

Career Process Forms (including R&S leaves)

Form Description
Research and Scholarship Leave Application
and Notes
This form is to be filled out by the staff member to apply for a Research & Scholarship Leave or Administrative Leave
Graduate Supervision During Leave Proposed arrangements for graduate student supervision while on leave
Contract Research During Leave Form used to make arrangements for contractual research obligations while on leave
Re-Allocation of Space During Leave Form used to re-allocate office/research space during research & scholarship or administrative leave
R&SL Report Form This form is to be filled out and submitted with your report. This is to be signed by your department head (if applicable) and dean
R&SL Grant Application and Notes Form to be used by the staff member to apply to receive a portion of the R&SL assistance in the form of a Research & Scholarship Leave grant
Application for Approval of Employment for Compensation Application for approval of employment (overload) compensation while on R&SL
Proposal for Administrative Leave Proposal for administrative leave - Deans and Senior Administrators (SLT appoinments)
Salary Anomalies
Staff Application for Salary Adjustment Salary Anomalies/Staff Application for Salary Adjustment form

Personal Information

Form Description
Request for Employment Verification Letter Used to request a confirmation of employment letter for the purpose of confirming appointment type and compensation.
Academic Staff Personal Information Form Must be completed along with an AE1/AE2 for all NEW academic (AE1) and Adjunct/Clinical (AE2) hires. This will ensure that the proper data is entered on our system.
Academic Staff Personal Information Form Cumming School of Medicine To be used for the Cumming School of Medicine.
Employment Equity Survey This form can also be found at https://www.ucalgary.ca/hrsecure/ and filled in on-line.

Payroll Deadline Calendars and Tax Forms

Direct Deposit Information JobAid Your direct deposit information is now available through Employee Self Service. The job aid found here will take you step-by-step through the process. Log-in to the MY U OF C portal, then go to My Records - Employment Records - Employee Self Service, and follow the job aid instructions from there.

Tuition Support / PER

Form Description

Academic Courses

Tuition Support Program Registration for Academic Courses

Continuing Education Courses

Tuition Fee Remission Application for Continuing Education Courses

Form used when a staff member or eligible dependent is registering in academic and Cont Ed courses offered through the University of Calgary  programs.

The Academic Tuition Support form will not be available after the fee deadline.

Professional Expense Reimbursement (PER) Handbook  

Submitted by 21232f297a57a5a... on Tue, 07/01/2014 - 1:51pm

Administrator Forms

Appointments - Appointment Package

Form Description
Academic Appointment AE1 Form: Used to recommend an appointment (or reappointment) of Academic Staff to continuing (Initial Term and with Tenure), contingent, and limited term appointments

Adjunct/Clinical Hire Form

Adjunct/Clinical Hire Form (Medicine)

Adjunct/Clinical Hire Form (Nursing)

AE2 Form: Used to recommend an appointment or reappoinment of Adjunct, Clinical, or Instructor appointments
Recommendation for Administrative Appointment (Honorarium) AE4H Form: Used to recommend an administrative appointment or reappointment. These include appointments as Department Heads, Assistant and Associate Deans, Area Chairs, Program Directors, Assistant and Associate Directors etc.
Administrative Appointment (Research Award)

AE4R Form: Recommendation for an active academic staff member to be appointed to an administrative role that will be paid by a research award.

Academic Staff Personal Information Form

Academic Staff Personal Information Form FAC MED

 
Reporting Requirements for Employment Equity Purposes To be used for each academic selection process
Market Supplement Request Form Used to request the Provost's approval on a market supplement
Academic Appointment (Non Canadian Sessional) AE5 Form: Used for Academic Appointments (Non-Canadian Sessionals, Retired Short-term and Faculty Professor Appointments)

Appointments - Changes to Existing Appointments

Form Description
Approval of Overload Duties Used when an active faculty member is assigned overload duties in addition to their normal workload
Administrative Appointment (Honorarium)

AE4H Form: Recommendation for an active academic staff member to be appointed to an administrative role that will be paid by honorarium. These include appointments as Department Heads, Assistant and Associate Deans, Area Chairs, Program Directors, Assistant and Associate Directors etc.

Administrative Appointment (Research Award)

AE4R Form: Recommendation for an active academic staff member to be appointed to an administrative role that will be paid by a research award.

Market Supplement Status Form Used to request a decrease/increase/renewal/expriration of an existing market supplement.
Provost Adjustment Fund Request Form  
Provost Fund Procedures  

Appointments - Immigration

Form Description
Labour Market Impact Assessment Application (LMIA) Application form for a Labour Market Impact Assessment (LMIA) for occupations requiring post secondary education/training (management, scientific, professional, and technical occupations and trades.
Guide for Completion of LMIA  
Foreign Academic Recruitment Summary  
Guide for Completion of Summary  
International ID Request Form This form is intended to request an ID number for international Adjunct/Clinical and Visiting Scholars whose appointment is pending receipt of work permit and SIN information.

Appointments - Onboarding

Form Description
Employee Confidentiality Agreement An agreement to uphold confidentiality of HR data for any employee whom accesses HR records as a function of the duties of their job. The agreement should be signed by anyone with access to confidential HR data and information.
Employment Equity Survey This form can also be found at https://www.ucalgary.ca/hrsecure/ and filled in
on-line.
Onboarding Checklists for New Hire, Hiring Manager, and Onboarding Coordinator Provides a comprehensive onboarding list of the steps for the New Staff Member, Hiring Manager, and the Onboarding Coordinator.

Appointments - Faculty Professor

Other

Form Description
One-Time Payment Form

Used for one time payments in addition to regular salary, such as lump sum and honorarium payments for academic employees.

Visit the Finance Services Payroll site to access the form.

Accounting Change Form  

Termination and Retirement