Academic Affairs Calendar for Dean's Offices
Fall Semester
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Month |
Week |
Dean's Offices |
Helpful Links |
|---|---|---|---|
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September |
4 |
Late September - Majors Fair |
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September |
5 |
Late September - Budget requests submitted to the Office of the Provost (contingent on budget availability) Late September - Dean's Office sends summary of reassigned time for fall semester to the Office of the Provost, emails the reassigned time letters to faculty, and uploads them to Workday. Early reporting of reassigned time for winter and spring/summer semesters is welcome but not required until winter semester. |
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October |
6 |
Early October - Dean's Office compiles a list of faculty that will be seeking tenure and/or promotion throughout the academic year to submit to the Office of the Provost. |
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October |
8 |
Mid-October - Mid-term grades due from faculty Mid-October - Award Packets due to the Dean's Office Mid-October - Fall Break |
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October |
9 |
Late October - Scheduling round one edits due for Spring/Summer By end of October - Faculty Personnel Actions: Forward all appropriate documents for fall personnel decisions to College Personnel Committee (CPC). |
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November |
10 |
1 - Award Nominations Due to Provost Office, FTLC, or CSCE |
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November |
11 |
Mid-November - Scheduling round one edits due for upcoming Fall and Winter semesters. |
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November |
12 |
By third Friday in November - Faculty Personnel Actions: Dean receives personnel decisions recommendations from CPC. |
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November |
13 |
Late November - Round 1, Winter semester adjunct/overload contracts (period activity pay); refer to dates provided by HR. Thanksgiving Break (Wednesday-Friday) |
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December |
14 |
Early December - Scheduling final round edits due for Spring/Summer 1 - Minor space reconfiguration. Furniture, electrical, telephone, data, repairs and painting. Limited construction facility requests due. Early December - Staff evaluation process, set goals and complete third employee/supervisory quarterly check-in (if applicable). |
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December |
15 |
Early December - Round 2, Winter semester adjunct/overload contracts (period activity pay); refer to dates provided by HR. Early December - Examination Week |
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December |
16 |
By third Friday in December - Faculty Personnel Actions: Dean deliberates and makes their own personnel decision recommendation to the Provost, following procedures in the Board of Trustees Policies. 15 - College/Library Dean Sabbatical Recommendations are due. Mid-December - Grades Due from Faculty Mid-December - Adjunct/Overload estimates for the upcoming year are due to the Office of the Provost. Additional details and deadlines will be provided by the Office of the Provost. |
Winter Semester
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Month |
Week |
Dean's Offices |
Helpful Links |
|---|---|---|---|
|
January |
3 |
Mid-January - Martin Luther King, Jr. Day Recess Mid-January - Student Niemeyer and Davis Awards Nominations Due to the Dean's Office |
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January |
4 |
End of January - Colleges hold faculty governance elections over the next two months for the following academic year. |
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February |
5 |
Early February - Scheduling final round edits due for upcoming Fall and Winter semesters. Early February - Deans and Appointing Officers reach out and schedule time with Compensation Analyst to review salary spreadsheets prior to the launch of merit planning and discuss any potential changes during the merit planning. |
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February |
6 |
Second Tuesday in February - Faculty Awards Convocation Mid-February - Dean's Office sends summary of reassigned time for winter and spring/summer semesters to the Office of the Provost, emails the reassigned times letters to faculty, and uploads them to Workday. |
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February |
8 |
By end of February - Faculty Personnel Actions: Forward all appropriate documents to College Personnel Committee (CPC) for personnel actions. EAP title changes and promotion requests due to Provost. Other special requests for EAP market or compression adjustments should be submitted by this date. Rationale for the request should be provided. If a promotion, include the new job description and the market data from HR. Requests will be reviewed and a response will be sent to the Appointing Officer. Important deadlines will be shared by the Office of the Provost. All compensation planning reviews are due to the Office of the Provost. Late February/Early March - Mid-term Grades Due Late February/Early March (depends on college) - Unit heads submit written performance summaries and recommended overall ratings for each faculty member to the dean for their review. |
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March |
9 |
Spring Break |
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March |
12 |
End of Month - Faculty Personnel Actions: Dean receives recommendation from CPC on personnel actions. During the Month - Staff evaluation process, update any final quarter goals and engage in annual rating process (if applicable). |
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April |
13 |
Early April - Major Facilities Requests Due Early April - Written requests for faculty lines (regular & affiliate) are submitted to the Office of the Provost. Details required for submission will be provided by the Office of the Provost. Early April - Round 1, Summer Semester adjunct/overload contracts (period activity pay) are completed by HR. 1 - Furniture requests for new faculty/staff. Furniture repair or replacement. Minor furniture changes including electrical, telephone & data. End of year facilities requests using department funds. Varies- Public disclosure on programs that lead to licensure/certification - information update with Office of the Provost. Varies - Deans notify the Provost of faculty increase category (satisfactory, exemplary, or less than satisfactory). Note that meetings will not occur with the Provost to discuss categories. Deans will submit faculty category ranks via an exported spreadsheet from Workday. Important deadlines will be shared by the Office of the Provost. |
Academic Space Requests Procedures
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April |
14 |
Second Monday in April - Student Awards Convocation Mid-April - Deans upload final merit decisions and relevant documents to Workday. April or May - Dean's Offices complete and submit salary spreadsheets to the Office of the Provost. |
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April |
15 |
Mid-April - Round 2, Summer Semester adjunct/overload contracts (period activity pay); refer to dates provided by HR. Mid- April - Merit pay information due from Colleges. Third Friday in April - Faculty Personnel Actions: Dean deliberates and makes their own recommendation to the Provost for personnel actions, following procedures in the Board of Trustees Policies. |
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April |
16 |
End of Semester - Faculty Personnel Actions: Notify unit and candidate of fall personnel actions. |
Spring/Summer Semester
|
Month |
Week |
Dean's Offices |
Helpful Links |
|---|---|---|---|
|
May |
2 |
15 - Major space reconfiguration. Walls, doors, ceiling, flooring, mechanical, electrical, telephone, data, painting, furniture. Changes to classrooms involving layout changes, technology, equipment, furniture and capacity changes. Construction required, facilities requests due. |
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May |
3 |
Late May - Staff evaluation process in Workday Begins. Set goals and complete first employee/supervisor quarterly check-in (if applicable). |
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May |
4 |
Late May - Round 1, 2nd 6 weeks Summer semester adjunct and overload contracts (period activity pay); refer to dates provided by HR. |
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June |
5 |
Early June - Submit final Tech Acquisition Quote orders for the fiscal year. Reconcile all accounts for the end of the fiscal year. Refer to frequent updates near end of fiscal year from Business and Finance. |
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June |
6 |
Early June - Round 2, 2nd 6 weeks Summer semester adjunct and overload contracts (period activity pay); refer to dates provided by HR. |
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June |
7 |
After Exams - Grades Due from Faculty by noon. |
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June |
8 |
Late June - Submit Tech Acquisition orders for catalog/stock orders. Requisitions for future dated purchases open for new fiscal year. All fiscal year requisitions will be closed. All supplier invoice requests need to be submitted for approval in Workday. All expense reports for the current fiscal year must be submitted. Refer to frequent updates near end of fiscal year from Business and Finance. |
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July |
9 |
Early July - Last opportunity to submit invoices with a purchase order number to Accounts Payable for fiscal year. All supplier invoice requests must be fully approved in order to be processed in the current fiscal year. |
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July |
10 |
Mid July - Last opportunity to approve invoices in Workday for fiscal year. Fiscal year purchase orders with remaining balances will be rolled to next fiscal year. |
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August |
13 |
After Exams - Grades Due from Faculty by noon. 6 - First day of Academic Year, 9 month faculty contracts begin |
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August |
14 |
Mid-August - Staff evaluation process, set goals and complete second employee/supervisor quarterly check-in. |