Critical Dates

One of the most frequently cited challenges from departmental leaders is time management. Careful planning and being aware of the work flow can help you manage the workload more effectively. This page highlights the ongoing responsibilities of the position and, generally speaking, the timing of critical tasks across the calendar year. Note that there will be some variation in timing across schools and colleges.

Ongoing

Budget Review

  • Monthly meetings with your office/budget manager to monitor accounts are suggested
  • Collect Equipment Trust Fund (ETF) needs and requests, both large and small, for quick response when needed

Peer Observations

  • Recommended at consistent intervals (e.g., annually) for pre-tenure and newer term faculty appointments
  • Strongly recommended for all 3rd year renewal, tenure, and promotion cases
  • Adjunct faculty, particularly newer adjunct faculty, should receiving mentoring and observations wherever possible
  • As possible, GTAs benefit greatly from review and feedback

Faculty Recruitment and Hiring

Graduate Student Recruitment

Faculty Study Leave

  • Applications from tenure-track faculty are accepted any time. It is important to work with your junior faculty members to determine the best time, both for their research and departmental needs, for them to take their junior study leave. The requests are routed through you, then to the Dean/Director, and onward to Kimberly Ford in the Office of the Provost and Executive Vice President.

Show All | Hide All

August

Orientations

  • New full-time faculty and postdocs should attend the Office of the Provost New Faculty Orientation, in addition to whatever departmental, college, or school plans exist
  • New adjunct faculty should attend the new adjunct faculty orientation, which offers a one-stop shop for learning about campus resources and finalizing required paperwork
  • All GTAs, both new and returning, should have an opportunity to connect with each other and their faculty members before the semester to share ideas and become aware of any new policies
  • Incoming students, undergraduate and graduate

New Hires

Faculty Personnel Evaluation

  • Resend guidelines to faculty (if needed)
  • Faculty evaluations due to you for annual review

Promotion and Tenure

  • Candidate packages for external reviewers due
  • Send candidate packages to external reviewers (if not already done so)

Class Scheduling and Staffing

  • Finalize staffing for fall classes (as needed)

September
Faculty Personnel Evaluation

  • Due to Dean’s Office by October 1st

Staff Evaluation/Performance Appraisal

  • Due to Human Resources in October

Promotion and Tenure

  • External review letters due to department
  • Begin faculty review of cases
  • Committee preparation of case for department
  • Schedule peer observations (if needed)
  • Timeline / schedule for P&T sent from the Office of the Provost and Executive Vice President

3rd Year Renewal

  • Timeline / schedule sent from the Office of the Provost and Executive Vice President

Summer Research Funding for Tenure-Track and Tenured Faculty

  • Applications for tenured and tenure-track faculty are accepted mid-September through mid-October

Study Leave for Tenured Faculty

  • Applications for study leave are accepted mid-September through mid-October

Teaching Excellence Awards

  • Nominations announced, including for Teaching with Technology and General Education awards

Active Learning with Technology (ALT) Classroom

  • Request for proposals for faculty who wish to teach in the ALT classroom announced

Term Faculty Schedule

  • Deadlines for rehiring decisions sent from the Office of the Provost and Executive Vice President

Travel Requests

  • Solicit for upcoming year for budgeting (if applicable)

Students as Scholars

  • Priority deadline to request Federal Work-Study Research Assistantship positions

October
Promotion and Tenure

  • Faculty review of cases
  • Committee preparation of case for department
  • Peer observations (if needed)
  • Upload a list of all cases for promotion and tenure to MESA by early October

3rd Year Renewal

  • Report all candidates to Dean’s Office for forwarding to the Office of the Provost and Executive Vice President

Faculty Teaching Evaluations

  • Review from summer term
  • Letter to high-achievers
  • Meet with faculty of concern

Teaching Excellence Awards

  • Nominations due mid-October, including for Technology-Enhanced Teaching and General Education awards

Summer Research Funding for Tenure-Track and Tenured Faculty

  • Applications for tenured and tenure-track faculty are accepted mid-September through mid-October

Study Leave for Tenured Faculty

  • Applications for study leave are accepted mid-September through mid-October

Active Learning with Technology (ALT) Classroom

  • Request for proposals for faculty who wish to teach in the ALT classroom are due

4-VA Collaborative

  • Request for proposals for 4-VA collaborative funding announced by early October

Students as Scholars

  • Application deadline to submit courses for Research Intensive (RS) designation

November
Promotion and Tenure

  • Faculty vote on cases
  • Chair letters to college –due December 1st

3rd Year Renewal

  • Set up department committee
  • Dossiers from candidates due

Adjunct Faculty Teaching Excellence Awards

  • Nominations for adjunct faculty teaching excellence awards due in December

Class Scheduling and Staffing

  • Summer and fall term schedules due at end of month

Students as Scholars

  • Undergraduate Research Scholars Program (URSP) applications due for Spring
  • Course and Project Scholarship Development Grant (SDG) proposals due
  • Curriculum SDG workshop applications due

December
3rd Year Renewal

  • Faculty review cases
  • Recommendation and letters from faculty review committee due

Class Scheduling and Staffing

  • Examine schedule / staffing needs and begin hiring for summer and fall terms

Term Faculty Schedule

  • Let term faculty not in their 1st year know about hiring & rehiring decisions
    Deadline is mid-December

January
Class Scheduling and Staffing

  • Finalize staffing spring classes, including GTAs

3rd Year Renewal

  • Recommendation and letters from faculty review committee due
  • Department vote (if needed)
  • Letter to Dean – due end of January

February
Faculty Teaching Evaluations

  • Review from fall term
  • Letter to high-achievers
  • Meet with faculty of concern

Budget

  • Review Accounts Payable deadlines for spending

Students as Scholars

  • OSCAR Mentoring Excellence & Student Excellence Award nominations due
  • Undergraduate Research Scholars Program (URSP) applications due for Summer
  • Full Curriculum, Course, and Project SDG proposals due

Promotion and Tenure

  • Electronic copy of candidates’ dossiers uploaded to MESA, containing letters from the first-level and second-level review and from the dean or director, due early February
  • Be sure to follow template exactly, including the Future Plans section

March
Departmental Notes

  • Review committee assignments for following year
  • Schedule elections (if needed)

Term Faculty Schedule

  • Deadline for letting 1st year term faculty know about hiring and rehiring decisions

April
Promotion and Tenure

  • Set up internal review committees for each candidate
  • Prep faculty coming up

Departmental Notes

  • Set up internal review committees for each candidate
  • Prep faculty coming up

Presidential GRAs

  • Nominations due

Class Scheduling and Staffing

  • Finalize staffing for summer classes (as needed)

Teaching Excellence Awards

  • University Teaching Excellence Awards Ceremony

Students as Scholars

  • Application deadline to submit courses for Research Intensive (RS) designation

May
Promotion and Tenure

  • Identify external reviewers
  • Solicit/contact external reviewers

Faculty Contracts

  • Signed renewal offer letters (tenure-track faculty) sent to Dean’s Office
  • Signed rehire offer letters (term faculty) sent to Dean’s Office

Travel Requests

  • Solicit for upcoming year for budgeting (if applicable)

Faculty Personnel Evaluation

  • Send evaluation guidelines to faculty
  • Faculty evaluations due to you in August for annual review

Students as Scholars

  • Annual Celebration of Student Scholarship

June
Promotion and Tenure

  • Finalize external reviewers for cases
  • Candidate packages for external reviewers – due June
  • Send out candidate packages and case instructions to external reviewers

Class Scheduling and Staffing

  • Coordinate spring term schedules

Students as Scholars

  • Undergraduate Research Scholars Program (URSP) applications due for Fall

NOTE: End of Fiscal Year – June 30th


July
Faculty Teaching Evaluations

  • Review from spring term
  • Letter to high-achievers
  • Meet with faculty of concern

Class Scheduling and Staffing

  • Class schedules for spring term due
  • Examine schedule / staffing needs and begin hiring for spring term