Job Changes
Academic Staff
Changes to existing academic appointments can be submitted using the Job Change Request form, with the allowable changes varying based on the appointment type. These include rank academic appointments, administrative roles, market supplements, Chair/Professorship appointments, post-retirement positions, and more.
The details of each allowable change are listed below. A Job Change Request can be submitted by the Reports To Manager or HR Forms Initiator for the faculty or unit via the My UCalgary portal.
Expiring academic appointments are managed by faculty leadership. Please contact your faculty support or leadership team for more information.
Ensure adequate time for processing the Job Change form by submitting the form by the deadlines outlined in the Payroll Deadlines Calendar. Forms received by People & Culture after the deadline will be processed in the following pay period.
Detailed below are the various job change transaction types available for academic appointments, along with a job aid to assist with submitting the job change request form.
The transaction type Accounting Change is used when the remuneration for an appointment is to be charged to a different funding source. No other details of the appointment may be changed in this transaction.
The transaction type Reports To Update is used to change the position number to which an employee reports. This update is not required when the incumbent in a position changes. When an incumbent changes, the new incumbent inherits all the reporting relationships associated with that position. Please remember that the reporting relationship should be in alignment with the contracts that have been signed off by the Provost.
To determine if a reporting relationship requires an update, review the position number rather than the name. If the position number matches the current reporting relationship, no update is needed. However, if the position number needs to be changed, submit a job change request.
The transaction type Department Change (non-reorg) is used to update the Department ID where an appointment resides. This transaction type is limited to corrections where an appointment is associated with the incorrect Department ID. An accounting change would also be required to update the funding source of the appointment (if applicable).
For a change in primary department ID (transfer), contact hracadem@ucalgary.ca.
The transaction type Title Change is used to update the Business Title of the appointment. Title changes must remain within the existing parameters of the position and job code. For example, a title cannot be changed from "Chair" to "Director."
For substantial changes to an appointment and its associated position number, such as a job code update or significant changes to roles and responsibilities, a Job Opening Request (JOR) should be submitted to create a new position number and secure the required approvals.
This transaction type is not available for Continuing, Contingent Term, or Limited Term academic staff.
Frequently Asked Questions
Learn more about Job Change Requests for Academic Staff.
The Reports To Manager or HR Forms Initiator can only view job records within their faculty or unit. To submit a job change for a employment record outside of your faculty/unit, contact the HR Forms Initiator in that specific area, or contact hr@ucalgary.ca.
For guidance on reappointing or extending an academic appointment, please refer to your Faculty Academic Processes Teams sites for instructions on expiring appointments or reach out to your leadership team.
For all other changes to academic appointments, please contact hracadem@ucalgary.ca.
More FAQs Coming Soon...