Administrative Resources
Files are available for download as PDF (PDF), Microsoft Word® (DOC, DOCX), Excel® (XLS, XLSX), and PowerPoint® (PPTX) documents.
Annual request for outside employment
Read the policy on the University Compliance Services website. Complete the interactive form (Human Resources website), and submit to your Supervisor for approval.
Biographical information
Login to UTShare - Employee Self Service to update your address, phone number and other information and whether you want the information published in the university directory. How to use UT Direct The Dean’s office also keeps a Faculty & Staff Directory. The Administrative Assistant in the Dean’s Suite will keep these files up-to-date for official correspondence purposes.
Dean’s Policy Memoranda and Governance Procedures
Guidelines for Promotion to Full Professor
Guidelines for Retention, Tenure and Promotion to Associate Professor
Guidelines for Promotion for Non-Tenure Tracked Faculty
T&P and CPE Dossier Faculty Responsibility
Allowable Costs Policy on Grants and Contracts
School of Social Work Principles of Community
Employee Emergency Contact Information
The Dean’s Administrative Office requires all faculty and staff to submit name and phone number of at least two people who should be called in case of an emergency. Please contact Gina Gonzalez-Wilson for more information x23944 or ginag-w@uta.edu Emergency Phone Numbers
Program the following phone numbers on your Mobile device to use in case of emergency:
- UT Arlington Police, Emergency 817-272-3003
- UT Arlington Police, Non-Emergency 817-272-3381
- Emergency Information and Inclement Weather Hotline 866-258-4913
Click here to access a printer friendly version of the SSW Emergency Contacts List
Faculty Development Leave
Go to this page to find the policy on Faculty Development Leave and click here to access the Online Proposal Submission System.
Full-time Faculty Search/Hiring Process
Please review the Faculty Search/Hiring process here.
Hiring Process for Classified A & P and Managing PeopleAdmin Applications
Please review the hiring process here. Please allow 2 weeks to complete the employee hiring process.
Leave Policies
Go to this page to find work/life balance related policies and procedures on the Office of Human Resources website.
MavAlert
MavAlert keeps the University community informed in the event of a campus emergency by sending early warning text messages to phones, email accounts, and other registered communications devices.
New Employee Checklist
Go to this page to access the Office of Human Resources New Employee Checklist to assist in your first month as a UTA employee. This document provides a SSW specific New Employee Checklist to assist in your first week with the SSW.
Organizational Chart
Go to this page to view the organizational structure of the School of Social Work.
Retirement Resources
Review useful resources for retirees on the Office of Human Resources website.
Staff request for leave
Download this form to request vacation, planned sick, funeral leave, comp time or any other time off. Submit to your Supervisor for approval. The UTA policy for leave can be located here http://www.uta.edu/policy/procedure.
Staff request for FMLA
Contact UTA Human Resources at 817-272-5554 and complete this form to request Family and Medical Leave.
UTA Policy on Non-Discrimination on the Basis of Gender
Review the Title IX Policy here.
UTShare – Employee Self Service
The Employee Self Service section of UTShare allows an employee to update and maintain their personal information, such as Address, Phone, Email, and Emergency Contacts. It also allows an employee to review Paycheck data, update W4 information, and review Absence and Compensatory Time balances.
Paycheck
Login to UTShare - Employee Self Service to obtain a copy of your monthly earning statement similar to your paper check stub.
Paycheck profile (W-4)
Login to UTShare - Employee Self Service to update pay-check information such as number of exemptions, bank for direct deposit, etc.
Timesheets
Complete the appropriate form, per your pay frequency (Monthly, Hourly, Weekly, or Weekly Exempt), and have your Supervisor sign/approve it. Please return the signed form to your designated payroll administrator: Gina Gonzalez-Wilson or Connie Quintana.
W-2 Form Login to UTShare - Employee Self Service to obtain a copy of your W-2 form.
Building Maintenance/Work Orders
Please reach out to the Dean’s Administrative Office if you detect any problems with building maintenance (lights, commode, air conditioning, etc.) Their staff will notify Facilities Services. If it is an emergency, please call 817-272-3181 (Dean’s Suite) or 817-272-3949 (Admin/Ops Manager) so that it can be reported as soon as possible.
Business Cards/Name Plates
After you attend the HR paperwork session, bring the stamped Paperwork Session Completion Form to Gina Gonzalez-Wilson. Faculty/Staff will receive a “New Faculty” or “New Staff” request form, from Gina, to fill out the information you want on your business cards. When the form is completed and returned, Gina will process the business cards, door plates, and name badge request.
Business Continuity
Past unexpected events on the campus such as floods, fires, and damaged server rooms, resulted in departments relocating operations, halting services, or suffering permanent data loss.
Business continuity is our preparation for these and other unexpected disruptions to continue to provide our essential services with as little disruption as possible.
Classroom Access and Support
Login to MyMav to view your assigned classroom. Please note, not all Social Work courses are located in the SSW Complex. If you need technical support in your classroom, please call 817-272-1449.
Copier Codes
After you attend the HR paperwork session, bring the stamped Paperwork Session Completion Form to Gina Gonzalez-Wilson. Faculty/Staff will receive a “New Faculty” or “New Staff” request form, from Gina, to fill out your copier code choice. When the form is completed and returned, Gina will process your copier code request.
Long-distance Calls
View our long-distance call policy and contact the Admin/Ops Manager to request access for your long distance card. Note: This card is usually only accessible to authorized staff, however, Faculty are able to request a long-distance card. Faculty with a long-distance card will need access to a conference phone.
Outgoing Mail: SSW employees can drop off their mail in the appropriate cabinet in the A201 lounge.
Incoming Mail: The Dean’s Administrative Office distributes all incoming mail to the appropriate department or personal mailbox in the A201 lounge.
Packages: Any packages received will be stored in the A211 copier room and an email notification will be sent for the appropriate party to pick up at their earliest convenience.
Official Letterhead & Envelopes
The SSW letterhead and envelopes should only be used for official school business. Printed letterhead can be found in the supply room in the Dean’s Suite copy room.
Guest Parking Pass Requests
To submit an online request for a guest parking pass to the Dean’s Administrative Office at least two business days in advance.
PowerPoint and other branded assets
Go to this page to find UTA branded PowerPoint templates, school logos, and branding guidelines. Go to this page to find School of Social Work branded PowerPoint templates, logos, and branding guidelines.
Records and Information Management
The records management program assists university departments in the management of their records throughout the life cycle of those records. The life cycle stages of a record include creation, replication, distribution, processing, storing, retrieving, and final disposition. Records and Information Management (Procedure 13-5) describes the RIM program and provides instructions and resources for applying records management practices to university records.
Records Management and Retention
Records Management and Retention (Policy GA-LA-PO2) details the purpose for retention and provides instructions and resources for complying with retention policies provided by the government and the UT System.
All official records (paper, microform, electronic, or any other media) will be retained for the minimum periods stated in the Records Retention Schedule. After this specified period of time, official records must be disposed of in a manner that is consistent with prescribed records and information management guidelines and procedures. Once the retention period has ended, complete this form and forward all records to the Dean’s Administrative Office for review.
Conference Room Reservations
Submit this form at least five business days in advance to reserve a conference room for your next meeting/event.
Faculty Senate Travel Funding
Review the guidelines on the Faculty Senate website. Note: for tenure/tenure track faculty only.
Hotel Tax Exempt Form
Download and complete this form (PDF) and give it to the hotel to get your state exemption. UT Arlington employees should not pay for state tax when doing official business.
Meals and lodging expenses
Review the policy on meals and lodging expenses and click here to view the current SSW process for these expenses.
Out-of-state per diem rates
Domestic Travel: Go to this website to find out-of-state per diem rates. International Travel: International travel utilizes the DOD per diem tables to establish daily limits above which receipts will be required. All receipts are required to be converted to U.S. Dollars. Reference International Travel (Procedure BF-T-PR2) for method to submit the required information.
RTA/Request for Travel Authorization
Click here to access the RTA form. Please complete and submit to Accounting in the Dean’s Suite at least 2 weeks prior to travel dates. Consult this page for further guidelines on Travel.
Student travel policy
Review the guidelines and access required forms for Student/Group travel.
Transportation policy
Click here to access current UTA travel policies and procedures.
Travel
Go to the Travel section on the Division of Business Affairs website for all forms and links.
Travel Agencies, Airfare, Car Rentals and Hotels
Go to this page for information about the two travel agencies authorized by the UT System to book airline flights and direct bill the University. You can also find where to look for car rental agencies and hotels that have contracted rates with the State of Texas and UT System.
Travel reimbursements
Login to UTShare - Employee Self Service to complete your Expense Report post-travel. Procedure 2-90 provides detailed information on completing required documentation for travel reimbursements.
Traveler Checklist
Here is a helpful traveler checklist. This is not required to be used. It is given to assist you in planning before travel.
UTA travel policy
Go to this section of the Division of Business Affairs website for university rules and guidelines related to travel.
Vehicle Rental Tax Exemption Certificate
Download and complete this form if you pay for your rental car using a personal credit card instead of direct billing.
IT Support
IT support is provided by the Office of Information Technology. Please submit a ServiceNow Self-Service Ticket for technical support. You can call the Help Desk Main Office at (817)272-2208. The Help Desk can also be contacted via live chat or email: helpdesk@uta.edu.
Department Equipment Replacement and Upgrade Policy
Review the policy for department equipment replacement and upgrade guidelines set forth by UTA.
Technology Guide for New Faculty
This guide provides information to new faculty members about the SSW standards of practice for technology equipment, software, and hardware.
Removal of Equipment Form
Please complete the "Equipment Removal Form" at this link for any SSW equipment that will be taken off campus for work purposes.
Media/Software Requests
All media/software purchase(s) require pre-approval. To request approval, please go to: https://uta.service-now.com/selfservice/.
If you have any questions on how to complete the form our SSW IT at sswit@uta.edu. You can also review the Software Review and Approval Process.
Software Review and Approval Process
In order to maintain compliance with all Federal, State and UT System regulations regarding accessibility and data security, a process has been established by the Office of Information Technology and the Information Security Office to ensure all software, cloud-based tools and applications, and on-line databases accessed by faculty, staff or students are reviewed and adhere to these requirements. Follow this link for directions on how to proceed with your review when needed.
IT Policy and Procedure Index
Go to this page to review all UTA IT forms, policies, and procedures.
Information Security Office
The Information Security Office fosters best practices for preventing unauthorized access or changes to information or information systems, and ensures that both are available to individuals who have a need-to-know.
Updating the School of Social Work Website
Please request your website updates by filling out the Online Request Form.
Please include the following information:
- The webpage URL (Ex. https://www.uta.edu/academics/schools-colleges/social-work/programs/msw)
- The location on the webpage that needs to be modified, and updated verbiage if needed.
- Also, attach any documents, pictures and external links that needs to be modified or added to the webpage.
- Please spell check all information. Also, verify all documents and pictures are website accessible as required by UTA Web Standard Guidelines.
Please allow 2-3 days for updates to be completed.
IT Support
IT support is provided by the SSW IT Team. Submit aServiceNow Self-Service Ticket for technical support. You can call817.272.2208. You can also email our in-house IT personnel at sswit@uta.edu.
Department Equipment Replacement and Upgrade Policy
Review the policy for department equipment replacement and upgrade guidelines set forth by UTA.
Technology Guide for New Faculty
This guide provides information to new faculty members about the SSW standards of practice for technology equipment, software, and hardware.
Removal of Equipment Form
Please complete the "Equipment Removal Form" at this link for any SSW equipment that will be taken off campus for work purposes.
Media/Software Requests
All media/software purchase(s) require pre-approval. To request approval, please go to: https://uta.service-now.com/selfservice/.
If you have any questions on how to complete the form our SSW IT at sswit@uta.edu. You can also review the Software Review and Approval Process.
Software Review and Approval Process
In order to maintain compliance with all Federal, State and UT System regulations regarding accessibility and data security, a process has been established by the Office of Information Technology and the Information Security Office to ensure all software, cloud-based tools and applications, and on-line databases accessed by faculty, staff or students are reviewed and adhere to these requirements. Follow this link for directions on how to proceed with your review when needed.
IT Policy and Procedure Index
Go to this page to review all UTA IT forms, policies, and procedures.
Information Security Office
The Information Security Office fosters best practices for preventing unauthorized access or changes to information or information systems, and ensures that both are available to individuals who have a need-to-know.
Book orders
Full-time Faculty members are required to order their own copies of their assigned course(s) textbook(s). Adjuncts should receive a link from the Assistant Dean for Academic and Student Affairs to request books for their assigned course(s).
Faculty Committees
All Faculty members will be assigned to various committees each academic year. These assignments are determined by previous preferences/requests, Faculty vote, input from the Chair of each committee (The Committees on Committees) and the Dean’s balance and fairness in overall workload. The Chair of each committee is responsible for keeping minutes for meetings utilizing this form.
Resources for Online Teaching & Learning
The Online Social Work and Learning Resource Center serves as a teaching resource for full-time and adjunct faculty and doctoral students. Resources, including instructional videos, slide tutorials, screencasts, and bibliographies are available for a variety of topics related to teaching online and using technology to engage students in virtual as well as traditional classrooms.
Resources and Guidance for Reporting Student Concerns
We have multiple resources to help you whenever there is cause for concern for a student’s wellbeing. Consult the Responsible Employee Resource Guide when you have concerns about students who are experiencing academic or personal difficulty. Consult this page if you have a behavioral health concern about a student. Consult this page if you have a Title IX related concern about a student.
Third Year Review Policy
Consult this page to review the university policy for Third Year Pre-Tenure Reviews. The Office of the Provost also has a resource page for tenure-track faculty annual reviews. You can run your Third Year Report in Digital Measures and submit it to your Supervisor.
SSW RSA/IDC/FDF Policies
The School of Social Work "Faculty Research Supplemental Award", "IDC", and "Faculty Development Fund" policies apply to all Full-Time faculty as outlined in the document.
Faculty Forms
Go to this section of the Office of the Provost website for commonly used faculty forms.
Office of Research and Professional Development
The Office of Research and Professional Development serves as a nexus for a variety of services and supports to foster the research productivity of our faculty and students while also enhancing the research capacity of our community partners. Go to this page to view newsletters, links to faculty research, and a calendar of events.
Office of Communication and Marketing Website
The SSW Communication and Marketing provides internal and external communications, marketing, video production, news writing, media training, social media, photography, and community outreach services for the School of Social Work.
PLEASE FILL OUT THIS PHOTO RELEASE/CONSENT FORM PRIOR TO ANY TYPE OF SERVICE THE SCHOOL OF SOCIAL WORK DIGITAL PRODUCTION AND SIMULATION STUDIO WILL BE PROVIDING: Media Release Form
To book a time slot in our School of Social Work Digital Production and Simulation Studio, please schedule using the following link: