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Helpful Links

Semester Start-up

  • Registration Services – has such things as:
    • No Show Policy
    • Class Lists
    • Wait Lists and how they work
    • Late registration
    • Grades and Appeals
    • Prerequisites and Prior Learning Assessment
    • Help for faculty

During Semester

Semester Wrap-up

After Semester

Chair Responsibilities

Degree and Curriculum Development

Further information is available on VIU's University Planning and Analysis Website.  Visit our Faculty Council resource page for Curriculum submissions.

To access the Guidelines for New Course and Course Change Proposals.

To access the Course Management System (CMS), (login required).

Directed Studies

You must get your Dean's approval to have a Directed Studies section created and to be paid for your work; View the Directed Studies form. Instructions on how to complete the Directed Studies form. A Curriculum Plan must be attached to all registration forms and must include your plan for evaluating the student's work.

All signatures must be provided and then submitted to the Admin Coordinator scitech@viu.ca for the Dean's signature.

Once the Dean has signed the form, the Admin Coordinator will contact Records and will request that the section be opened with the appropriate number of seats (to a maximum of 5 seats). When Records confirms the section is opened, the student(s) will receive an email with instructions. The instructor will be copied on this email.

Instructors are paid, based on confirmed registrations, on the paydays subsequent to the fifth and tenth weeks of the course.

Prior Learning Assessment

PLA Student Registration form. Bring or send the form to the Admin Coordinator, who will seek approval for you and get the section opened. Once this is done, the student will be notified to pick up the form and go register. You will be paid after the student has registered.

Grades can be submitted electronically via on-line grade submission, by email to Records, or by completing the Grade Entry form.

Your Teaching Schedule

You can print your schedule by using the Gradebook/Course Outlines feature (login required). Click "Instructor Timetable," select the semester (or override this by entering a date), and click "view."  

Human Resources

If you have Human Resources issues, please email HR@viu.ca 

Payroll

If you have Payroll issues or questions, please contact the Payroll Department or call 250.740.6238.

Research at VIU

Information on research and how to apply for funding, as well as how to initiate and manage a research account. Contact SRCA@viu.ca for more information. 

Employee Directory System

Access the VIU Employee Directory through employee webpage (login). 

Student Card Access

Students can use their STUDENT ID card to access some Science and Technology buildings and labs.  Please contact the Faculty Admin Assistant for further instructions.

If a student withdraws from the class, please contact the Faculty Admin Assistant as soon as possible to cancel access.  To maintain comprehensive security, most student access will be deleted at the end of the semester.

Class Cancellations - Absence reporting

Teaching faculty

First, please contact your Chair or colleagues to try to arrange coverage.

Please email Dean's office support staff at scitech@viu.ca, with a copy to your department Chair. You may phone in 250.740.6375 if you prefer, but please speak with at least one support staff person (do not just leave a voicemail message). Your email should include a list of all courses and sections that need to be cancelled.

Support staff will track your time away. Continue to email or phone the Dean's office and your Chair each day you are away. Upon your return, please inform Dean's office support staff so we can stop tracking.  

Notifying students:

  • Using the SRS Class List Management option or VIU Learn to email all students, you or a support staff person will email the students to inform them of a class cancellation(s), including instructions, if applicable (reading assignments, etc.), with a copy to the department Chair. If a cancelled class is an 8:30 morning class, it's best to notify students yourself to provide them with as much advanced notice as possible.

  • Support staff will post a class cancellation notice(s) on classroom doors.

Technicians

Please contact your Chair and the Dean's office support staff at scitech@viu.ca by either email or phone.

Via phone 250.740.6375 please speak with at least one support staff person (do not just leave a voicemail message). 

Support staff will track your time away. Continue to email or phone the Dean's office and your Chair each day you are away.  Upon your return, please inform the Dean's Office support staff so we can stop tracking.

Financial Items

Financial System (FIS)  

See Financial forms for employee expense claims  and VIUFA PD claims.  The employee-expense-claim-guide provides instructions for completing the expense claim.  Forward completed claims to scitech@viu.ca.  

        Further information: Government rate for hotels, Travel guidelines, information, and per diem rates.

SAP Concur (expense claims and pcard reconciliation)

Procurement and Contract Services

Quick tips and references for Purchase Orders

To set up a purchase-order contract to pay a business (including individuals who operate as a business) for goods or services, you must initiate the payment process once you receive the quoted price by setting up a purchase requisition.

Contact Procurement for supplier set up form if you are adding a new supplier. Complete the online purchase requisition form in Unit4/ERP under the Procurement tab.  

Gather the information listed below to complete your purchase requisition or add a new supplier

  • Supplier name
  • Supplier address/phone/email
  • Supplier Revenue Canada Taxation number
  • Supplier WCB number
  • Contact name
  • FIS work order number 
  • Quantity of item (if applicable)
  • Catalog number of item (if applicable)
  • Description of each item in detail or description of services to be provided
  • Estimated or quoted price for each item/service
  • Date by which goods are to be on campus or by which service is to be provided
  • Quotation from suggested supplier, if provided

The requisition must come first, then the PO (which is the contract for payment in exchange for goods or services), and finally the invoice. There is never a case where placing an order or contracting on behalf of VIU is appropriate; please refer to the following VIU policy. The only option is to use your authorized VIU Purchasing Card.

Emergency purchase orders may be possible; contact procurementservices@viu.ca.

Employees may make contacts with prospective vendors to secure technical information, but except with the approved use of an institutional purchasing card, shall not commit the University to an order, either directly or by inference. An employee who commits to a purchase outside University purchasing procedures may be held personally liable for the invoice, and the supplier will be advised the order was not official.

Email Signature templates 

Create a signature template in Outlook 

  • In Outlook, go to "File" located in the top bar

  • In the Account Information section, select "Options" from the left column

  • In the Outlook Options window, select "Mail"

  • On the right side under "Mail," select "Signatures" 

  • Under the "E-mail Signature" tab, click "New"

  • Enter a name for your new signature 

Professional Development Funds

Complete a claim form, scan both the form and your receipts, and submit via email to scitech@viu.ca  for the Dean's signature.

In the body of the email put:  Please see attached VIUFA PD claim and receipts for approval.  Forward approval email to Payroll@viu.ca and copy me.  

Track your claims and balance remaining via Payroll Portal-Unit 4 under My Balance Report.

For more information, see the VIUFA Collective Agreement.

Software and Furniture

Before ordering computers or furniture, please contact Dean's office at scitech@viu.ca. 

Go to Information Technology website to see what software is available, or if you need software for your VIU computer contact IT Help desk.

Ergonomic items are to be requested through Health and Safety or through an employee accommodation. You should not purchase computer or furniture items yourself unless you are doing so by way of your PD allowance. 

Telephones - Teams calling guide 

Faculty Access

After hours and on weekends, specific buildings can be accessed with your employee card, which also serves as your key-card. Access depends on your permissions.

You can obtain your employee card at the Library (Bldg. 305). Someone at the Service Desk will be able to help you. Once you have your card, you must email scitech@viu.ca, and provide the number shown at the back of your card, so it can be programmed for access.

Once the keys are ready to pick up, Facilities will email you instructions.

Shredding of confidential information

Anything that shows a student's name or number is confidential and must be shredded; for example, class lists, exam booklets, and student papers. See FIPPA for additional information. Please shred only the page(s) with the student's name and/or number, and recycle the rest. Please remove all clips and elastics and put in the shredding bins under the counter in mailroom 460-321. Note that exams must be kept for one full year before they can be shredded.