George Mason University
George Mason University Mason
George Mason University

Critical Dates

Remembering important dates and staying on top of deadlines is an ongoing challenge in any academic community.

Planning out your workflow is essential. We have provided a general listing of major dates, planning benchmarks, and deadlines below. Please keep in mind that some deadlines may vary from year to year, and that individual departments may include additional processes and deadlines that may impact your planning.

Ongoing Benchmarks

Budget Review

Recommended:

  • Monthly meetings with your office budget manager to monitor accounts.
  • Collection of Equipment Trust Fund (ETF) needs and requests, both large and small, to ensure expedient processing.

Peer Observations

Recommended:

  • Held at consistent intervals (e.g., annually) for pre-tenure and term faculty appointments.
  • For all 3rd year renewal, tenure, and promotion cases.
  • For Adjunct faculty, particularly new adjunct faculty, should receive mentoring and peer observations
  • For GTAs, when possible, as they benefit greatly from review and feedback

Faculty Recruitment and Hiring

Graduate Student Recruitment

Faculty Study Leave

Applications from tenure-track faculty are accepted anytime. 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 to the department chair, then to the Dean/Director, and onward to Kimberly Ford in the Office of the Provost and Executive Vice President.


Activities throughout the Academic Year

Typical department chair activities are described in the tabs below. Keep in mind that individual colleges and departments may have additional duties assigned to the department chair role.

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
  • Faculty evaluations due to you for annual review

Promotion and Tenure

  • Candidate packages for external reviewers due
  • Send candidate packages to external reviewers

Class Scheduling and Staffing

  • Finalize staffing for fall classes

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 Technology-Enhanced Teaching and General Education awards

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

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
  • 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 – congratulations on a job well done
  • 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 – congratulations on a job well done
  • 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