General frequently asked questions (FAQ)

1. How do I update my legal name (e.g., change in marital status, etc.)?

You can update your legal name through Workday. You will be required to provide proof of the change. Visit the Change your legal name user guide on the Workday website for step-by-step instructions.

2. How do I change my old address?

You can update your address online through Workday. Visit the Update contact information user guide on the Workday website for step-by-step instructions.

3. How do I request an employment letter?

Visit the Requesting a Record of Employment (ROE) page for more information.

4. I need to write a job description. Do you have any examples?

The University’s current job descriptions can be found on the Staff Job Descriptions page and can be used for reference when completing your job description. All job descriptions must be approved by the Department Head as an accurate representation of the role. Your Human Resources Partner (HRP) will be available to provide you with advice and guidance. Visit the Job Description Writing Guidelines for more information.

For more questions, please contact hrhelp@uwaterloo.ca.

1. How do I apply for jobs at University of Waterloo?

To view and apply for our current opportunities, please visit our Careers page. You will be asked to create an account before applying. You can apply to any job posting that is still posted. The posting will be removed from the website once the position has been filled.

2. What is the status of my job application?

If you have received an email confirmation after you submitted your application, this means we have received your resume for that specific job posting, and it is on file. Due to the high volume of applicants, you will only be contacted if you are chosen for an interview. Once the position has been filled, it will be removed from the website.

For more questions, please contact hrhelp@uwaterloo.ca.

1. What is covered by the extended healthcare and dental benefits? 

For a summary of covered medical expenses, please view the Annual Benefits Maximum. Visit the Dental Benefits page for a summary of covered dental expenses.

To determine if a specific medication/treatment will be covered by our plan, we advise contacting GreenShield.

2. How do I submit a claim?  

Learn about submitting a claim.

3. How do I get a new benefit card?

• Your benefits ID card is also available on the GreenShield+ app.
• Contact GreenShield’s Customer Contact Centre toll-free at 1-888-711-1119 if you have questions.

4. How do I apply for the Tuition Waiver Benefit as an eligible employee?

The application form for the Tuition Waiver Benefit can be completed online and is available on the Finance website. Eligibility requirements are outlined in Policy 4 and Policy 24.

5. What is the pregnancy/parental leave benefit and process at Waterloo?

Eligibility for University of Waterloo supplementary benefits is assessed on a case-by-case basis by Human Resources. Visit the Pregnancy/Parental Leave Benefit Summary Table. For more information regarding the pregnancy/parental leave process, visit our Pregnancy/Parental Leave FAQ.

For more information regarding employee benefits, please visit the benefit pages or contact hrhelp@uwaterloo.ca.

1. What is Employment Equity?

Employment Equity is a program designed to remove barriers to employment for equity-seeking populations, specifically for Indigenous people, women, people with disabilities, racialized individuals as outlined in the Employment Equity Act.

Like many equity initiatives, employment equity is ongoing and works to identify and eliminate employment barriers that may exist in procedures and policies. An employment equity program attempts to achieve:

• A workforce that reflects the diversity of the available labour force
• Employment systems, policies, and practices that support the recruitment, retention, and promotion of designated group members
• Employment systems that ensure all employees have an equitable opportunity to develop their abilities, realize their expectations and make the best contribution possible to the workplace

2. Why is Employment Equity important to Waterloo?

The principles of equity, diversity, and inclusion are a core part of the mission and values of Waterloo and a key component of the 2020-2025 Strategic Plan. Maintaining and strengthening a culture of excellence requires ongoing effort and a perpetual commitment to open dialogue and new ideas. Everyone at Waterloo plays an important role in the continued achievement of employment equity.

We collect and analyze confidential equity data to monitor our progress towards an equitable workforce and to advance employment equity. Collecting employment equity data is just one of the many ways we gather information to help create and grow engaged communities.

3. What is the Federal Contractors Program?

The Federal Contractors Program ensures that contractors who do business with the Government of Canada seek to achieve and maintain a workforce that is representative of the Canadian workforce, including members of the four designated groups as outlined and defined under the Employment Equity Act: