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Planning Calendar for Chairs

Month-by-Month Planning Calendar for Department Chairs

2019

September

  • September 1: External reviewers submit evaluation, CV, and bio paragraph to Chairs
  • September 3: Convocation at Tsongas Center
  • September 9: New Department Chairperson Retreat
  • September 9: Deadline for submitting materials to UPC (Undergraduate Policy Committee)
  • September 15: Official Notification from the Provost’s Office to reappoint or terminate TT faculty
  • September 16: Deadline for submitting materials to GPAC (Graduate Policy and Affairs Committee)
  • September 16: Deadline for individuals to file for P&T and to submit all necessary supporting materials to Department Chairpersons
    • Notify department faculty of due dates for P&T, sabbatical requests, workload reductions, academic plans
    • Remind faculty that all thesis and dissertation defenses must be posted to Today@UML at least two weeks in advance of the defense date (This reminder goes out on the first day of classes to graduate associate deans and graduate coordinators.)
    • Department Personnel Committee election
    • Develop proposals for new FT faculty searches Complete letters for this year's P&T candidates (In both cases, you will have last year's Excel spreadsheet emailed to you with a due date).
    • College Personnel Committee election
  • September 17: UPC Meeting
  • September 17: Add / Drop
  • September 23: GPAC Meeting
  • September 25: Open Campus Forum at 9 a.m. in Moloney Hall at University Crossing
  • September 26: New Faculty Welcome

October

  • October 1:Faculty’s submission of Sabbatical Leave Request due to DPC begins
  • October 7: Deadline for Chairpersons to submit all individual Promotion and Tenure (P&T) materials to Department Personnel Committees (DPC)
  • October 7: Faculty Senate Meeting
  • October 7: Deadline for submitting materials to UPC (Undergraduate Policy Committee)
  • October 10: Deadline for Faculty’s submission of Sabbatical Leave Request due to DPC
  • October 11: Deadline for College Personnel Committees to elect Chairpersons (P&T)
  • October 11: Deadline for submitting materials to GPAC
  • October 17: UPC meeting
  • October 17: Homecoming Weekend
  • October 18: Homecoming Weekend
  • October 19: Homecoming Weekend
  • October 20: Homecoming Weekend
  • October 21: GPAC meeting
  • October 28: Deadline for DPC to forward P&T recommendations and personnel materials to Chairpersons
  • October 28: Advising/Spring Registration begins for Graduate Studies
  • October 30: Submission of DPC’s recommendation to the College Dean along with departmental impact statement re: Sabbatical Leave Request
    • Classroom observations begin
    • Prepare for Fall Advising period for Spring classes
    • Finalize Spring class schedule, identify needs for new PT hires

November

  • November 4: Last day for candidates to file responses to recommendations from Departmental Personnel Committee (fileshare) (P&T)
  • November 4: Faculty Senate Meeting
  • November 4: Deadline for submitting materials to UPC
  • November 8: Deadline for submitting materials to GPAC
  • November 10:Sabbatical Leave Submission of Dean’s recommendation letters along with other supporting documents (departmental impact statement and resolution statement) to the Provost’s Office
  • November 12: UPC meeting
  • November 12: Deadline for Chairs to forward recommendations and personnel materials to College Personnel Committees (fileshare). Chair also forwards to the candidate, CC Email: pandt@uml.edu (P&T)
  • November 18: GPAC meeting
  • November 19: Last day for candidates to file responses to recommendations from Chairpersons (fileshare) (P&T)
  • November 25: Submission of Provost’s Sabbatical Leave recommendations to the Chancellor
  • November 26: Last day to submit Declaration of Intent to Graduate form and/or Certificate Clearance form. All forms should be submitted to graduate coordinator.
  • Textbook orders for spring semesters
  • Academic Plans from all Faculty received and meetings scheduled Review Spring-Summer DIG forms for preliminary clearance for Undergraduate Students
  • Class cancellations for under-enrolled classes for Spring semester (tentative)

December

  • December 2: Deadline for College/School Personnel Committees to forward P&T recommendations and personnel materials to College Deans
  • December 2: Faculty Senate Meeting
  • December 2: Students should plan to defend thesis/dissertation by this date
  • December 3: Students must submit draft of thesis/dissertation to ETD
  • December 5: Last Day to withdraw from a course with a grade of “W”
  • December 9: Deadline for submitting materials to UPC
  • December 9: Deadline for submitting materials to GPAC
  • December 9: Last day for candidates to file responses to recommendations from College Personnel Committees (fileshare) (P&T)
  • December 10: Chancellor’s official notification re: Sabbatical Leave decision
  • December 10: Students must submit final thesis/dissertation to ETD (all edits and ETD Admin Approval)
  • December 12: Last day for faculty for file grades for Spring 2019/Summer 2019 incompletes
  • December 15: Deadline to Evaluate untenured faculty in years 3-6; copies to faculty member and Personnel Committee
  • December 16: GPAC meeting
  • December 17: UPC meeting
  • December 18: Deadline to submit thesis/dissertation to the Library
    • In the College of Education - research active/productive applications for next year received and recommendations sent to Dean
    • Review December grads for final degree clearance
    • Full year GPS Schedule to email: scheduling-oce@uml.edu
    • Full year day school schedule to email: scheduling@uml.edu
    • (In both cases, you will have last year's Excel spreadsheet emailed to you with a due date).

2020

January

  • January 13: Deadline for College Deans to forward P&T recommendations and personnel materials to the University Rank and Tenure Committee
    • Review Winter grads for final degree clearance
    • Review Spring-Summer grads to verify Spring enrollment to complete degree
    • Orient new faculty
    • Request faculty to submit requests for exemptions from final exams in
    • undergraduate courses, submit approved request to Dean
    • Academic Suspension and Dismissal Appeals due (Undergraduate)
    • Remind faculty that all thesis and dissertation defenses must be posted to Today@UML at least two weeks in advance of the defense date
  • January 16: Orientation for new graduate students
  • January 21: Last day for candidates to file responses to recommendations from Deans (fileshare) (P&T)

February

  • February 1: Fall Degrees are conferred
  • February 3: Faculty Senate Meeting
  • February 3: Deadline for submitting materials to UPC
  • February 3: Add/Drop
  • February 6: University Rank and Tenure Committee meets to review applications (P&T)
  • February 7: University Rank and Tenure Committee meets to review applications (P&T)
  • February 8: Salary Review Announcement begins
  • February 10: Deadline for submitting materials to GPAC
  • February 11: UPC meeting
  • February 18: Deadline for University Rank and Tenure Committee to forward P&T recommendations and personnel materials to the Provost
  • February 18: GPAC meeting
  • February 25: Last day for candidates to file responses to recommendations from Rank and Tenure Committee (fileshare) (P&T)
    • Classroom Observations begin
    • Prepare for Spring Advising period for Fall classes

March

  • March 2: Deadline for Provost to forward recommendations and personnel materials to Chancellor.
    • Provost also forwards to the candidate, CC Email: pandt@uml.edu (P&T)
  • March 2: Faculty Senate Meeting
  • March 8: Begin selection of Teaching Excellence Award (restricted to MSP faculty)
  • March 9: Deadline for submitting materials to UPC
  • March 9: Last day for candidates to file responses to recommendations from the Provost (fileshare) (P&T)
  • March 16: Deadline for submitting materials to GPAC
  • March 16: Deadline for Chancellor to issue list of recommended P&T candidates for Promotion and Tenure (before appeals)
  • March 17: UPC meeting
  • March 23: GPAC meeting
  • March 23: Deadline for eligible candidates to submit appeal to Chancellor (P&T)
  • March 23: Last day to submit Declaration of Intent to Graduate form and/or Certificate Clearance form for Master’s and Doctoral students. All forms should be submitted to graduate coordinator.
  • March 24: Students should plan to defend thesis/dissertation by this date
  • March 30: Advising/Registration begins for graduate students
  • March 31: Last day to submit Declaration of Intent to Graduate form and/or Certificate Clearance form. All forms should be submitted to graduate coordinator.
  • March 31: Deadline for Salary Review Submissions to the Deans/Director of Library
    • Review December DIG forms for preliminary clearance
    • Review Summer grads to verify Summer enrollment to complete degree
    • Confirm coverage for summer Advising and Registration of freshmen and transfers
    • Review Spring grads for final degree clearance

April

  • April 1: Deadline for Evaluation of 1st and 2nd year untenured faculty- copies to faculty member and Personnel Committee
  • April 6: Faculty Senate Meeting
  • April 6: Deadline for submitting materials to UPC
  • April 6: Cap & Gown Countdown
  • April 7-8: Days of Giving
  • April 9: Deadline for Chancellor to issue final list of recommended candidates for Promotion & Tenure to the Board of Trustees (after all appeals have taken place) (P&T)
  • April 13: Last day for seniors who anticipate completion of degree requirements by the end of December 2020 to confer with faculty advisors and to file Programs of Baccalaureate Studies (DIG form)
  • April 13: Deadline for submitting materials to GPAC
  • April 14: UPC meeting
  • April 15: Provost’s charges to the Dean for Chair Elections
  • April 15: TT renewals and non-renewals packages from Chairpersons
  • April 22: GPAC meeting
  • April 25: Textbook orders for fall semesters
    • Election of Salary Review Panelists begins

May

Early May College Dean recommendations (+ other) for salary reviews due to the

Provost

  • May 1: Deadline for Chair/Head/Personnel Committee recommendations to Deans/Directors/VP AA for NTT faculty
  • May 1: Last Day for faculty to submit grade change for fall incompletes
  • May 1: Deadline to submit thesis/dissertation (all edits and ETD admin approval)
  • May 3: Submission of Teaching Excellence Award Nomination (MSP Faculty)
  • May 4: Faculty Senate Meeting
  • May 8: Deadline for all thesis and dissertations for all Master’s and Doctoral Spring graduates to be submitted to the Library
  • May 15: Official Notification from the Provost to reappoint or terminate NTT faculty
  • May 15: Degrees conferred
  • May 15: Commencement ceremony: Doctoral and Master’s students
  • May 16: Commencement ceremony: Undergraduate students

June

  • June 1: Deadline for Deans to confirm appointment/reappointment of Graduate Coordinators
    • Work with next year's P&T candidates to develop list of external reviewers and contact reviewers
    • Send out P&T materials to external reviewers

July

  • July 10: Last day to submit Declaration of Intent to Graduate forms for Summer 2020 Master’s and Doctoral students
    • Class cancellations for under-enrolled classes for fall semester

August

  • August 3: Students should plan to defend thesis/dissertation by this date
  • August 4: Draft thesis/dissertation due to ETC
  • August 11: Deadline to submit final thesis/dissertation (all edits and ETD admin approval)
  • August 24: New Teaching Assistant Orientation and Training (tentative)
  • August 25: New Teaching Assistant Orientation and Training (tentative)
  • August 27: New Graduate Student Orientation (tentative)
  • August 31: Summer degrees conferred
    • Review December grads to verify Fall enrollment to complete degree Review Summer grads for final degree clearance
    • Follow up as needed with external reviewers to ensure that letters are submitted
    • Request faculty to submit requests for exemptions from final exams in undergraduate courses, submit approved request to Dean
    • Notify VP of Student Success of Transfer Coordinators for upcoming year (you will receive an emailed request)

Bold: contractual dates.