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


CLAS Weekly Mailing 09-29-21


1. DUO multifactor authentication required 



2. Advising 

3. Invitation to PK-12 Brown Bag 

4. Fellowships 



3. Important Deadlines 

4. Upcoming Events 

COVID Policy Links and Reminders






1. DUO multifactor authentication required 

Beginning on October 20 for Banner and October 26 for Blackboard, nearly all faculty and staff will need to have access to the DUO multifactor authentication system.  This simplest version of the system sends a code to an app on the employee’s phone at the first login of the day.  (There are other options, but the send-to-the-phone-app is the most convenient.) 


To obtain DUO, visit the Duo Multifactor Authentication page at the IT website. 




2. Advising Tips (AD Schaner) 


Approvals of Exceptions for Major and/or Minor Requirements 

As faculty advisors, if a course exception or substitution for a specific student is approved, please send that information to the Records Office at [email protected]. This should be done at the time the approval is given so students and advisors will see an accurate account of completed and remaining courses on myPath. 

Just a reminder, myPath is available to you and to students 24/7. There is no need to ask students to apply for graduation to see a copy of the report. If you have any questions about this, please contact AD Betty Schaner at [email protected].  


Follow Up to Advisee List Information 

The Weekly Mailing on 9/22/21 included information on obtaining accurate lists of advisees assigned to each faculty advisor. As a follow up, there is one point of clarification – the Advisee List available in self-service Banner is historical, meaning it includes past students in addition to those currently attending. This number is usually much higher than the lists available in Navigate, Blackboard and the GVSU Faculty/Staff Additional Student Information locations. If you have questions about this, please contact AD Schaner at [email protected] or 331-2403. 


Navigate Nuggets 

The Quick Guide to Navigate  provides a helpful overview of the platform and the functionality available to all advisors. In addition, faculty are strongly encouraged to log a summary of advising notes from all student advising interactions. Posting Appointment Notes in Navigate is easy and provides all advisors with a historical record of the items discussed and recommendations made to each student during their academic journey. 


3. Invitation to PK-12 Lunch and Learn 

In order to better create opportunity and space for collaboration and knowledge sharing in the area of PK-12 engagement and outreach, we are inviting you to join us in a casual, brown bag lunch series to explore existing efforts at GVSU. Every first and third Thursday at noon, the PK-12 Brown Bag Lunch Series will bring together interested faculty and staff to learn about an existing PK-12 outreach and engagement effort. The goals of this Brown Bag Lunch Series is to build a PK-12 engagement and outreach community at the university to leverage our partnerships and amplify impact. Each luncheon will begin with an approximately 30-minute presentation to learn about what the existing effort is, who it partners with, and what are opportunities for other university stakeholders to support long-term plans. An opportunity for Q&A and discussion will follow.  


The next  Lunch is October 7 at noon where we will hear about the WK Kellogg Foundation and Battle Creek Public Schools partnership, If you’re interested in joining please pre-register. After registering, you will receive a confirmation email containing information about joining the meeting. 


If you’re interested in including your efforts in the cache of presentations, please contact organizers Tim Born ([email protected]), Cathy Meyer-Looze ([email protected]), Kris Pachla ([email protected]) or Amy Schelling ([email protected]) for more information. Presentations will be recorded and archived for future viewing and as resources. 


4. Fellowships 

Information sessions  

Fellowship Deadlines  

PPIA Junior Summer Institute (JSI) Fellowship Deadline – Monday, November 1, 2021 

The PPIA Junior Summer Institute is a rigorous academic preparation program for undergraduate juniors committed to public service careers. During the program, Fellows are equipped with the knowledge and skills they will need to succeed in graduate school and ultimately, in influential roles serving the public good. This fully funded opportunity includes curriculum in economics, statistics, and policy analysis at one of six host sites across the country.   

Students who are selected for the Junior Summer Institute cohort will study on the campus of one of the five participating universities: 

Congress-Bundestag Youth Exchange (CBYX) for Young Professionals (fully funded year of internship in career field plus university and language study): Deadline – November 1, 2021.  

The application portal is now open - U.S. citizens in all majors and career fields between 18.5 – 24 years old are encouraged to apply.  Learn more and request an application. CBYX webinars for potential applicants (advisors also welcome) will be held on Friday, October 15 at 3 p.m. EST (register here).  


DoD - SMART Scholarship: Deadline – December 1, 2021 

The SMART Program provides STEM students with the tools needed to pursue higher education and begin a career with the Department of Defense, the largest employer of civilian scientists in the U.S. With a full scholarship (plus living stipend, book allowance, funded summer internships and travel coverage), students pursuing science, technology, engineering and mathematics (STEM) degrees will be able to focus on complex research to further the Department of Defense’s mission and create lasting impact. SMART is a one-for-one commitment; for every year of degree funding, the scholar commits to working for a year with the DoD as a civilian employee.  Summer internships prepare scholars for full-time employment and get them accustomed to working with the DoD. SMART offers a large package of benefits to qualified candidates. Knowledge Base - SMART Scholarship  

Science Undergraduate Laboratory... | U.S. DOE Office of Science (SC) ( (SULI) Deadline – October 6 at 5:00 PM EST. SULI for STEM undergraduates interested in graduate school and research internships: Interested students should apply for the DOE-WDTS SULI internship programs at Oak Ridge National Laboratory.  

Ernest F. Hollings Undergraduate Scholarship | National Oceanic and Atmospheric Administration ( Deadline – Monday, January 31, 2022  

The Hollings Scholarship Program provides successful undergraduate applicants with awards that include academic assistance (up to $9,500 per year) for two years of full-time study and a 10-week, full-time paid ($700/week) internship at a NOAA facility during the summer. The internship between the first and second years of the award provides the scholars with hands-on, practical experience in NOAA-related science, research, technology, policy, management, and education activities. Awards also include travel funds to attend a mandatory NOAA Scholarship Program orientation and the annual Science & Education Symposium, scientific conferences where students present their research, and a housing subsidy for scholars who do not reside at home during the summer internship.  Frequently asked questions for applicants | National Oceanic and Atmospheric Administration ( 


Udall Foundation - Udall Undergraduate Scholarship: Deadline – January 1, 2022 (Internal) and March 3, 2022 (External, following Grand Valley selection of nominees – see Udall Scholarship - Frederik Meijer Office of Fellowships - Grand Valley State University ( for the application process). Who should apply? 

  • Students working towards positive solutions to environmental challenges or to issues impacting Indian country 

  • Students who have demonstrated a commitment to one of these areas through public service 

  • Students who inspire and motivate others to take action 

  • Students who are committed to making a difference through civility and consensus building 

The Udall Scholarship provides access to the Udall Alumni Network: an association of change-makers sharing innovative ideas, professional advice, and job and internship opportunities; five days in Tucson, Arizona, at Scholar Orientation; and up to $7,000 for eligible academic expenses. (See the FAQs for scholarship award benefits and conditions.) See Udall Foundation - Udall Undergraduate Scholarship - About the Scholarship and Udall Foundation - Udall Undergraduate Scholarship - Apply - How to Apply.  Interested students should contact Brenda Tooley (Frederik Meijer Office of Fellowships) to request a university invitation to apply (this is what opens the application portal for the Udall); a faculty committee will select the eight candidates the university is allowed to nominate for the external Udall deadline. 




4.  Important‌ ‌Deadlines      ‌        ‌ ‌ ‌                   

Anytime       Faculty can self-submit an item for the FORUM.   [email protected]           ‌ ‌     ‌ ‌ ‌   ‌   
Each Day     All members of the GVSU community must fill out the online self-assessment each day you are on campus. (VAT)   

Sep. 30      Nominations for Promotion to associate professor as part of winter actions due      

 Sep. 30       If interested, contact Dr. Biddanda no later than September 30, 2021 about Michigan Space Grant Proposals.  Deadline for proposals is Wednesday, November 10, 2021.    

Oct. 1         Award Nominations due to Dean’s Office (Kristin Winfrey)     

Oct. 1        Faculty use Digital Measures to create their Faculty Activity Plans (FAPs) and submit to their unit heads. Joint appointees submit to BOTH unit heads.     

Oct. 8        In the cases of joint appointees, the unit head in the secondary unit submits feedback on the FAP to the primary unit head.        

Oct. 8-Nov. 30   Unit process for reviewing FAPs     

Oct. 11    Teach-In proposals due. Contact Prof. Karen Gipson, the faculty lead for the 2021 GVSU Teach-in, [email protected].     

Oct. 11-15   Mid-term Evaluations      


Oct. 27       Unit Head Meeting – 3:00 p.m. - 5:00 p.m.: KC Room 2204 Pere Marquette 

Oct. 15       Annual Schedule First Round in Coursedog due to Dean’s Office, Tracy McLenithan       

Oct. 13       Units submit promotion materials (promotion to professor) to the Dean’s Office. Earlier submissions are welcome.      

Oct. 18      Fall Science Update Call for Presenters (RMSC)    

Oct. 25-26    Fall Break      

Oct. 29         Drop with a “W” grade deadline      

Nov. 17      Unit Head Meeting: 3 p.m. - 5 p.m. - Zoom 

Nov. 18       Fall Semester IIE General Information Session on the Fulbright U.S. Student Awards. Virtual, 6-7 p.m.  Registration is required:  Fulbright U.S. Student Virtual Information Session - Events - Frederik Meijer Office of Fellowships - Grand Valley State University ( 


Nov. 24-26    Thanksgiving Recess      

Nov. 29      2022-2023 Annual Schedule Final Round opens in Coursedog      

Dec. 1        Completion of FAP review process. Units do not need to forward FAPs to the Dean’s  office but should store electronic copies of all FAPs.   

Dec. 8      Unit Head Meeting: 3 p.m. - 5 p.m. - Zoom  

Dec. 11        Classes End and Commencement      

Dec. 13-18      Final Exams      

Dec. 21       Grades due before noon      

Dec. 22     Unit Head Meeting: 3 p.m. - 5 p.m. - Zoom 

Jan. 7        2022-23 Annual Schedule Final Round due to Dean’s Office, Tracy  McLenithan      


5. Upcoming‌ ‌Events         ‌ ‌ ‌                   

Sep. 30       Opening Reception for Honest and Unrefined: Art Outside the Academy: Sep. 30, 2021; 5-8 p.m.   GVSU Art Gallery, Haas Center for the Performing Arts. RSVP        

Oct. 4         GVSU Arts Celebration Tesla Quartet Beethoven concert.  7:30 p.m. Cook DeWitt.          

Oct. 5       Undergraduate Research Fair  5-7 p.m. in 2250 Kirkhof Center (Grand River Room).     

Oct. 8    AWRI Seminar: Managing the cost of reproduction in an East African cichlid fish, 2 p.m., Lake Michigan Center 


Oct. 8, 9, 10, 15, 16, 17   Side by Side by Sondheim, LAT, 7:30 p.m. /Sundays  2 p.m.     

Oct. 14    Science on Tap: “Insulin At 100”, Speaker: Chris Pearl, BMS, SpeakEZ Lounge | 600 Monroe Ave.  Grand Rapids NW, 8 p.m.  The event will also be live-streamed via  Facebook: 


Oct. 15       CLAS Faculty Research Colloquium. Add yourself to the Zoom link list.      

Oct. 21     Jazz Concert, LAT, 7:30 p.m.     

Oct. 22-23  History Department’s annual Great Lakes History Conference. Info and registration.    

Oct. 23     Choir Concert. TBD     

Oct. 29     Symphony Orchestra Concert. LAT, 7:30 p.m.     

Nov. 5      Wind Symphony + Concert Band, LAT, 7:30 p.m.     

Nov. 3       Majors Fair   11 a.m.-2 p.m., KC RM 2250 Grand River Room (CAAC)    

Nov. 5, 6, 11, 12, 13, 14  Mac Beth, Black Box Theatre, 7:30 p.m. / Sundays 2 p.m.      

Nov. 9      Varsity Glee Club Concert, CDC, 7:30 p.m.     

Nov. 10-11 Teach In. For more information, contact Prof. Karen Gipson, faculty lead for the 2021 Teach-in, [email protected] .      

Nov. 19      CLAS Faculty Research Colloquium. Add yourself to the Zoom link list.      

Nov. 29     Chamber Music Recital, SVS, 7:30 p.m.     

Dec. 4       Fall Dance Concert, LAT 7 p.m.     

Dec. 4       Early Music Ensemble, SVS, 7:30 p.m.     

Dec. 5       Fall Dance Concert, LAT, 2 p.m.     

Dec. 6        GV Arts—Holiday Concert, Fountain Street Church, 7:30 p.m.  
Dec. 7      Jazz Concert, LAT, 7:30 p.m.    

Feb. 8,     Faculty Awards Convocation, 4 p.m. location to be announced 


Hardware and Software Purchases 
All GVSU funded computer hardware and software must be purchased through the IT Technology Supply Office. These items should not be charged to university Pcards. 

Hardware and software that is funded by faculty professional development funds or internal grants must also follow the IT purchasing policy. No purchases should be made until the IT Technology Supply Office provides pre-approval. Links to GVSU IT Technology policies and procedures are below. 


IT Technology Supply Office Procedures  

If you have any questions about this information, contact Michelle McCloud, CLAS Assistant Dean for Finance, [email protected] or 331-2263. 


Recruitment Expense Policy Remains in Place 

Recruitment Expenses Policy  (requires unit head log in) 


Dibs Room Policy  

As announced at the Unit Heads meeting on April 21, classrooms with dibs assigned to specific departments will be subject to minimum weekly usage requirements during Round 1 of scheduling for AY 22/23.  The policy is described in the scheduling section of the Unit Head page.  


Page last modified January 31, 2022