Weekly Mailing to Tenure line, Affiliate, Visitors, Administrative Professionals, and Professional Support Staff in CLAS


CLAS Weekly Mailing 06-23-21



1. Strategic Planning Update   

2. COVID-19 policy updates 



3.   Final Grades for Spring 2021 

4. Fellowships 

5. Performance Evaluation System 


AP and PSS 

6. Would You Like to be Considered for this Opportunity for BIPOC AP and PSS staff under 40? 


Unit Heads, PSS, and APs 

7. Annual Schedule in CourseDog 

8. GVSU International Accident and Sickness Insurance 



9.  Important‌ ‌Due‌ ‌Dates 

10. Upcoming‌ ‌Events      





1. Strategic Planning Update   

The members of the Summer SIG have been investing substantial time and creative energy into the strategic planning process this month. The three subgroups will meet on June 28 and June 29 to discuss their ideas for the future of CLAS. 


2. COVID-19 policy updates 

GVSU is at Alert Level 1 as of June 21.  GVSU policies have had some recent changes.  The Face Covering Policy has been updated to remove the mask requirement for vaccinated people in most non-instructional settings. A daily self-assessment is still required of anyone coming to campus, as required by MIOSHA’s rules, and is expected of other GVSU community members.   Further changes will be announced by the Virus Action or Campus Readiness Teams, and posted on the Lakers Together page. 




3.  Final Grades for Spring 2021 

Final Grades must be posted in Banner BEFORE Noon, Monday, June 28. 

To all Unit Heads: 

  • Please notify Betty Schaner and Mona Silva of the designees for routing grading emails. 

  • In preparation for grading, please make sure you have accurate contact information for all faculty – tenured, tenure-track, affiliate, visitor and adjunct – in case outreach is needed for missing grades. 

The Grading Process 

  • Posting final grades in Blackboard does not complete the process. All grades must be posted in Banner. For instructions, go to Banner Grade Entry Instructions

  • The Last Date of Academic Activity (LDAA) must be reported for all students who earn a grade of W, F or NC. For information and instructions, go to Last Date of Academic Activity Process

Assigning Incomplete Grades - IMPORTANT 

  • A grade of "I" (incomplete) is to be assigned only in truly extenuating circumstances and only if the student has completed most (minimum of 2/3) of the work required for the course.  

  • The CLAS website provides detailed information on the considerations involved in assigning an incomplete grade. Any questions regarding incomplete grades should be directed to AD Schaner. 

  • All faculty are required to submit an online Incomplete Grade form for each incomplete grade assigned. 

  • Please review the university’s Incomplete Grade Policy. Note in particular the timeline for resolving outstanding incomplete grades. The CLAS Dean’s Office will be following this policy as units are contacted at the end of the fall and winter semesters regarding any remaining unresolved incomplete grades. 



4.  Fellowships 

Fulbright Reminder.  The Fulbright U.S. Student Awards cycle is underway. The Fellowships website has an overview page covering eligibility and information about the program. Please encourage interested rising seniors and recent alumni to reach out to Brenda about the Fulbright program and the application process. The internal Grand Valley deadline for completed applications is Monday, August 16. 

Fellowship Information Sessions (Virtual): Please encourage students to attend  

Fellowship Virtual Information Session: IIE Gilman, Fund for Education Abroad, IIE Freeman-Asia (Competitive Scholarships to Help Defray the Cost of Study Abroad) Students planning to study abroad on a GVSU-approved program interested in exploring external, competitive, prestigious programs of support for international study? Join us to learn more.  July 1, 2021, 2 - 3 p.m. 


Fellowships Virtual Information Session: Opportunities in the Arts and Humanities July 8, 2021 2 - 3 p.m. Are you majoring in one of the arts or one of the humanities disciplines? Have you considered summer research in one of the major library collections in the U.S.? A residency in an arts guild or artists' retreat? Have you thought about teaching overseas after graduation? Join us to learn more about fellowship opportunities directly connected with scholarship and creative work in the arts and humanities. Thursday, July 8, 2021, 2 - 3 p.m. 


 Fellowships Virtual Information Session: Public And Non Profit Admin, Social Sciences, Environmental Studies and Human Rights Opportunities (Including Service Abroad, Human Rights, Public Service, Community Development) Many competitive national fellowships support students committed to engagement in the world, advancing social science research interests, developing skills in public service and international diplomacy, exploring and carrying forward the work of nonprofits in humanitarian, peace and justice, civic engagement and governance arenas. Join us to learn more about the many exciting opportunities available to you through intern/nationally competitive fellowships. July 22, 2021, 2 - 3 p.m. 


 Fellowships Virtual Information Session: Teaching English Abroad The Office of Fellowships is conducting an informational about fellowships that support the experience of teaching abroad: The Japan Exchange and Teaching Program (JET), English Program in Korea (EPIK), Teaching Assistant Program in France (TAPIF), U.S. Teaching Assistantships at Austrian Secondary Schools (USTA), and many more. July 29, 2021, 2 - 3 p.m. 


Non-GVSU Event: Free Smart Symposium (Virtual)  

This competitive fellowship program fully funds tuition, living stipend, summer internship and career mentoring program at the undergraduate and graduate level for STEM students seeking careers in the largest employer of research scientists in the U.S., the Department of Defense.    

SMART Symposium: Creating Leaders of the Future - July 14-15, 2021 

Join Department of Defense (DoD) leaders; Science, Mathematics, and Research for Transformation (SMART) scholars; and Junior Science and Humanities Symposia (JSHS) national oral presentation winners as they discuss the latest challenges in national security and STEM priorities. This two-day, free, virtual symposium will highlight DoD priority areas, showcase research from SMART scholars and JSHS students, and provide interested applicants with information on the SMART Scholarship-for-Service Program.  This symposium is open to the public. It is intended for both SMART scholars and those interested in learning more about the DoD and the SMART Scholarship-for-Service Program. To register 


Upcoming Fellowship Deadlines:  

CODE2040 Fellows Program Deadline - As a Code2040 Fellow, students spend their summer in an intensive career accelerator for 9 weeks between June and August. Students intern at top tech companies, participate in a series of career building session, and engage in racial equity advocacy work. To be eligible, applicants must: Be an undergraduate or graduate student planning to return to school in the fall semester following the internship, have experience coding, attend a U.S. college or university, demonstrate leadership potential, self-identify as Black and/or Latinx, and be interested in advocating for racial equity in the tech industry. 

August 9, 2021 


U.S. Student Fulbright Internal Deadline - The U.S. Student Fulbright program is the flagship international exchange program of the U.S. State Department. There are two basic types of Fulbright awards: English Teaching Assistant (ETA) Award and the Study/Research (S/R) Award (for independent research or a degree-granting graduate program abroad), with several focused subcategories of S/R award. Visit our Fulbright page for more information.  August 16, 2021  

For more upcoming deadlines, see Upcoming Deadlines - Frederik Meijer Office of Fellowships - Grand Valley State University (


5. Performance Evaluation System 

In preparation for the new Performance Evaluation system that will launch the week of July 12, 2021, Human Resources is providing specific opportunities for supervisors and employees to attend virtual walk-through training sessions on the new system.   

Please review the session title closely to ensure you have registered for an applicable training. The review process has variations for the different employee groups and the sessions are not necessarily interchangeable. Registration is now open on Sprout

  • Training for AP Supervisors  
    Tuesday, June 29, 2021 – 3:30-4:30 p.m. (Session 1) OR Wednesday June 30, 2021 – 8-9 a.m. (Session 2)* 

  • Training for AP Employees 
    Wednesday, June 30, 2021 – 9-10 a.m. 

  • Training for PSS Supervisors 
    Wednesday, June 30, 2021 – 10-11 a.m. 

  • Training for PSS Employees 
    Wednesday, June 30, 2021 – 11 a.m.-12 p.m. 

Each training session will be recorded and made available on the HR website for future reference or for those who are unable to attend. 


AP and PSS 

6. Would You Like to be Considered for this Opportunity for BIPOC AP and PSS staff under 40? 

 In partnership with BL2END (a young professionals of color organization started by GVSU alumni), the Division of Inclusion & Equity is once again supporting the participation of employees to attend this year’s 10th Annual Young Professionals of Color Conference Virtual Event on July 16. This conference is designed and centered for the next generation of leaders. Young professionals of color from the West Michigan area are invited to learn what it takes to be successful in corporate America as a person of color. Presenters will include leaders from the Grand Rapids community, entrepreneurs and nation-wide speakers. The goal is to have participants leave equipped with knowledge about topics including personal growth, professional development and leadership.  


If you are interested, please contact Tracy ([email protected]) by Friday, June 25.  




Unit Heads, PSS, and APs 


7. Annual Schedule in CourseDog 

The Registrar has initiated new software for Annual Schedule called CourseDog.  We will use this software to enter and manage our 2022-2023 Annual Schedule, including workflow for course changes.  The Registrar’s Office is currently working on testing and will offer training sessions.  The training sessions will be announced soon and the Registrar’s Office will also create videos for introduction to the system before training begins.    

Tentatively, the plan for the 2022-2023 course schedule building cycle is below.  The Registrar’s Office will be the ones to turn access off to Departments and Deans so these will be hard deadlines. If you have questions, please contact Tracy McLenithan or George McBane.  






S22, F22, W23 




S22, F22, W23 




S22, F22, W23 




S22, F22, W23 




S22, F22, W23 




S22, F22, W23 








F22, W23 




8. GVSU International Accident and Sickness Insurance 

Please see updated information regarding an insurance requirement for any student participating in an approved credit-bearing overseas activity. Please share with anyone who would need this new information.  Please contact Rebecca Morrissey (Hambleton) with questions.  [email protected]  

 Calendars          ‌    ‌ ‌ ‌       

9.  Important‌ ‌Due‌ ‌Dates      ‌        ‌ ‌ ‌                ‌ ‌     ‌ ‌ ‌   ‌     ‌ ‌ ‌       

Jun. 22-23   Examinations - 1st 6 weeks     

Jun. 22    Deadline for tenured and tenure-track faculty members to declare interest in the NEH Summer Stipend Limited Submission solicitation  

Jun. 23    Last day to submit requisitions for FY 2020-2021 -The requisition creation form in Banner Admin (FPAREQN) will be closed on Wednesday, June 23 at 5 p.m. and will reopen on Thursday, July 1, 2021. All requisitions for fiscal year 2020-2021 must be submitted by June 23. Only new year requisitions should be submitted on or after July 1.     

Jun. 25     Drop with a "W" Grade Deadline - 12 weeks     

Jun. 25     Last day to approve requisitions for FY 2020-2021 - All requisitions must be approved in Self-Service Banner and all supporting documentation must be received by the Procurement Services Office by June 25, 2021 at 5 p.m. in order to be processed in the 2020-2021 fiscal year. If requisitions are not approved or backup documentation is not received, the requisitions will be processed in the 2021-2022 Fiscal Year after July 1, 2021.     

Jun. 28     Classes Begin - 2nd 6 weeks (starts 8th week)     

Jun. 28     Grades Due from Faculty     

Jun. 30     1st 6 weeks Grades Available to Students     

Jun. 30    Emergency Paid Sick Leave Forms due to Natalie Trent in HRO   

Jul. 1      Requisitions reopen for FY 2021-2022 - The requisition creation form in Banner Admin (FPAREQN) will reopen at 8 a.m. on Thursday, July 1, 2021. All requisitions submitted on or after this date will be processed in the 2021-2022 fiscal year against your new year budget.     

Jul. 2     Last Day to Add or Register - 2nd 6 weeks     

Jul. 2     100% Tuition Refund Deadline - 2nd 6 weeks     

Jul. 9   75% Tuition Refund Deadline - 2nd 6 weeks     

July 15    Fall Staffing Plans due – email notice to [email protected] when complete.  Early submission welcome     

Jul. 30     Drop with a "W" Grade Deadline - 2nd 6 weeks     

Aug. 6      Regular Faculty on contract     

Aug. 9     Classes End - 2nd 6 and 12 weeks     

Aug. 10-11 Examinations - 2nd 6 and 12 weeks     

Aug. 16    Grades Due from Faculty - 2nd 6 and 12 weeks     

Sep. 1    The electronic sabbatical site is open for eligible faculty to submit proposals. Proposals are due by 11:59 p.m. on September 1. The Sabbatical website provides a proposal template and helpful information for completing the proposal.  

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10. Upcoming‌ ‌Events         ‌ ‌ ‌       

Jun.‌ ‌23‌ ‌&24‌  ‌Course‌ ‌Design‌ ‌Institute‌ ‌‌9‌ ‌to‌ ‌noon,‌ ‌virtual‌ ‌ ‌       


Jul. 5     Independence Day Recess     

Aug. 6   Regalia Repair Clinic ([email protected]). 11 a.m. - 1:30 p.m. 

Aug. 26   CLAS Fall Startup meeting, 10:00 a.m. – 12:00 p.m. More information to follow.  



Page last modified August 30, 2022