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Chairs Council

Administrative Calendar for Chairs

July | August | September | October | November | December | January | February | March | April | May | June

July
  • Fiscal year begins July 1
  • Summer IV begins (See June for monitoring and exception requests)
  • Submit ePAFs (electronic Personnel Action Forms) for Summer IV instructors
  • Submit ePAFs for full-time employees who are grant sponsored
  • Submit Minimum Enrollment Exception form for Summer IV courses
  • Budget planning for fiscal year
  • Concurrent Employment forms for fall semester sent to Human Resources
  • Course evaluations for summer I & IV courses (student evaluations of faculty)
  • Plan departmental orientation and training for adjuncts and/or GAs
August
  • Issue letters of appointment to part-time instructors for spring semester, informing them of terms of employment, including that they will not be paid until third pay period in semester
  • Submit ePAFs for part-time instructors and new full-time faculty members for fall semester
  • Ensure that all new faculty members have copies of governance documents, assigned mentors, and other departmental/college specific materials they will need
  • Submit to all faculty members written notification of year’s assignments, as well as annual review schedule, criteria, procedures, and instruments to be used that year (required by Board policy)
  • Attend opening events and meetings. Unit heads meeting, college meetings, University Assembly meeting, and Freshman Convocation occur during the week before classes begin
  • Welcome new faculty members to your department and introduce them at the college assembly meeting. Make sure they are set up with ID cards, net IDs, parking permits, etc. Encourage their participation in the New Faculty Lunch and Orientation, the ATLE New Faculty Institute, the New Faculty Dinner, and other opening week events
  • Submit to Dean Prior Approval of Outside Employment forms for any faculty receiving outside compensation during the fiscal year
  • Fall classes begin
  • Monitor Fall enrollment
  • Conduct orientation/training programs for adjuncts and/or GAs
  • Submit Exception to Minimum Enrollment Form to Dean (required by Board policy)
  • Develop schedule for departmental faculty meetings
  • Inform faculty about travel funds for the year
  • Update lecturer budget for dean’s office (if required in your college)
  • Burgers at Bailey Alumni Picnic
September
  • If necessary, update in Banner required information for faculty for each class by 11th day of classes. All classes must have a faculty member assigned in Banner for each class
  • Submit Instructional Load reports for fall semester for all faculty members (see the college dean for further instructions and a copy of college policies and formulas)
  • Input for Summer I, II, and IV schedule into Banner begins. (Consult detailed calendar for schedule input published by Records and Registration)
  • Begin consultations with any faculty member pursuing tenure, promotion, or Off-Campus Duty Assignments
  • OCDA final reports due in Provost’s Office for previous spring or academic year
  • Assign a mentor to new full-time faculty
  • Create lecturer budget for summer (if required in your college)
  • Notify deans of any faculty members needing a mandatory 6th year tenure review; make sure department level reviews are in progress
October
  • Applications to graduate in December are due
  • Monitor student advisement for registration for Spring semester
  • Fall break occurs mid-October. Department offices remain open
  • Book order deadline for spring semester (Oct. 15)
  • Fall Open House for high school seniors
  • Input fall semester schedule into Banner. (Consult detailed calendar for schedule input published by Records and Registration)
  • Develop lecturer budget for next fall (if required in your college)
  • Meet with departmental Promotion and Tenure Committee to discuss process of evaluating dossiers for promotion and tenure
  • Notify instructors about submitting midterm grades
  • Classes on first 8-week session end; final grades due
  • Submit names of student and faculty marshals for fall commencement to dean’s office. (Departmental responsibility for providing marshals varies by college; consult your Dean’s office for details)
November
  • Submit promotion, tenure, OCDA, and leave without pay recommendations to Dean
  • Names of Faculty Excellence nominees are due to deans
  • Course evaluations for fall courses (student evaluations of faculty)
December
  • Deadline for non-reappointment of second-year faculty for current academic year
  • Fall semester final grades due
  • Attend Fall Commencement (half of faculty required to attend)
  • Faculty members submit to Chair reports on outside income from state agencies and on any income in excess of $500 from a single source during the past calendar year. Form is sent to UA System Office by Dec. 31st
  • Concurrent employment forms for spring semester sent to Human Resources
January
  • Issue letters of appointment to part-time instructors for spring semester, informing them of terms of employment, including that they will not be paid until third pay period in semester
  • Submit ePAFs for part-time instructors for spring semester
  • Monitor spring enrollment
  • Submit Exception to Minimum Enrollment Form to dean (required by Board policy)
  • Spring classes begin
  • Faculty annual review materials are submitted by faculty members to Chair
  • If necessary, update in Banner required information for faculty for each class by 11th day of classes. All classes must have a faculty member assigned in Banner for each class
  • Meet with departmental annual review committee (committee name varies by department) to discuss the process of annual reviews
February
  • Submit Instructional Load reports for spring semester for all faculty members (see the college dean for further instructions and a copy of college policies and formulas)
  • Non-reappointment reminder for first-year faculty members
  • Budget requests for next fiscal year due (consult with the dean, through whom requests are made, for details)
  • Complete faculty annual reviews and forward to Dean’s office (consult with your Dean for details)
  • Deans evaluate chairs (consult with your Dean for details)
  • Faculty Excellence College winners submitted by Deans to Provost
March
  • Applications to graduate in May are due
  • Submit names of student and faculty marshals for spring commencement to dean’s office. (Departmental responsibility for providing marshals varies by college; consult the dean’s office for details)
  • Monitor student advisement for registration for summer and fall semesters
  • Program assessment progress reports due to college assessment committee (individual colleges may set earlier deadlines for assessment review)
  • Chair issues letters of appointment for summer school
  • Provost’s budget hearings (deans attend, but may bring chairs)
  • Book order deadline for fall and summer terms (March 15)
  • Classes on first 8-week session end; final grades due
  • Spring break; department offices remain open Monday – Thursday
  • Classified employee evaluations are due to Human Resources
  • Submit Conflict of Interest forms to Dean’s Office
April
  • Attend departmental, college and university award meetings
  • Attend Faculty Excellence Awards Ceremony
  • Attend University Assembly meeting
  • Program assessment reports due to deans office (individual colleges may set earlier deadlines for assessment review)
  • Course evaluations for spring courses (student evaluations of faculty)
May
  • Program assessment reports must be posted on college web site by May 1
  • Attend spring Commencement (half of faculty required to attend)
  • End of fiscal year spending deadlines begin in May
  • Attend emeritus luncheon for retiring faculty members
  • Monitor Summer I & II enrollment. Submit Exception to Minimum Enrollment Form to Dean (required by Board policy)
  • Summer I & II classes begin
June
  • If necessary, update in Banner required information for faculty for each class by 5th day of summer term classes. All classes must have a faculty member assigned in Banner for each class
  • Applications to graduate in August are due
  • Input Spring semester schedule into Banner. (Consult detailed calendar for schedule input published by Records and Registration, may start earlier)
  • Submit Annual Report to Dean
  • Course evaluations for summer II courses (student evaluations of faculty)
  • Monitor Summer IV enrollment. Submit Exception to Minimum Enrollment Form to Dean (required by Board Policy)
  • Fiscal year ends June 30
Updated 10.2.2013