Month-by-Month Planning Calendar for Department Chairs

Fall 2023

Date(s)Note / Description
September 1Residence halls open for new students
Deadline for submitting Undergraduate Policy Committee (UPC) materials
Promotion and Tenure (P&T): External reviewers submit evaluation, Curriculum Vitae (CV), and bio paragraph to Chairs
September 2Residence halls open for returning students
September 3Blackboard on-campus undergraduate fall 2023 classes open for students
September 4Labor Day (university closed)
September 5Convocation
September 6Fall classes begin.
Drop-add period begins.
September 11UPC Meeting
Deadline for submitting Graduate Policy Affairs Committee (GPAC) materials
September 12Last day for undergraduate & graduate students to add a course without a permission number.
Last day for instructors to publish course and attendance requirements for class members.
September 15Official notification from the Provost’s Office to reappoint or terminate Tenure Track (TT) faculty
September 18GPAC Meeting
Deadline for submitting Executive Committee materials.
P&T: Deadline for individuals to file for promotion and tenure and to submit all necessary supporting materials to Department Chairpersons (file share deadline is 5 p.m. EST)
September 19Last day for undergraduate students to:
  • Add a course with a permission number
  • Drop a course without record,
  • Change enrollment status from: Audit to Credit; Credit to Audit; “Pass-No Credit” to Letter Grade, or Letter Grade to “Pass-No Credit”
Note: No refund after this date.
Last day for graduate students for refund of tuition and fees and for add/drop with a permission number (late registration/enrollment changes)
September 25Executive Committee Senate Meeting
Deadline for submitting Faculty Senate materials.
By the end of September
  • 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 Full-time faculty searches (if applicable)
  • College Personnel Committee election
October 1Faculty’s submission of Sabbatical Leave Request due to  Department Personnel Committee (DPC) begins.
October 2Faculty Senate Meeting
P&T: Deadline for Chairpersons to upload all individual promotion and tenure materials (inclusive of external letters and reviewer information) for Department Personnel Committees
October 6Deadline for submitting UPC materials.
October 9Columbus Day / Indigenous Peoples Day (university closed)
October 10
Deadline for Faculty’s submission of Sabbatical Leave Request due to DPC.
October 16UPC Meeting
Deadline to submit GPAC materials
Graduate, Online & Professional Studies (GPS) enrollment for winter intersession 2024 begins.
October 17Deadline for faculty to request final exam changes for current term (i.e. combined, take home, schedule conflict)
October 18Mid-semester: at least one evaluation required in each course.
October 20Spring 2024 schedule of classes will be viewable in SiS for both undergraduate and graduate
October 23Extended faculty advising hours begin. Students check SiS for enrollment appointments.
First day for seniors who anticipate completion of degree requirements by the end of May or the end of August to confer with faculty advisors and to file Programs of Baccalaureate Studies (DIG form).
GPAC meeting
Deadline to submit Executive Committee materials
P&T: Deadline for Department Personnel Committees to forward recommendations and personnel materials to Chairpersons (Recommendation letters must be emailed to each candidate with CC to email: pandt@uml.edu for upload.)
October 30Undergraduate: Enrollment for spring 2024 courses begin using enrollment appointment dates obtained from student SIS self-service.
Graduate: Advising/Spring registration begins & SIS system open for enrolled students.
Submission of DPC’s recommendation to the College Dean along with departmental impact statement re: Sabbatical Leave Request.
Executive Committee (Exec. Senate) Meeting
Deadline to submit Faculty Senate materials
P&T: Last day for candidates to file responses to recommendations from Department Personnel Committees (email to: PandT@uml.edu)
Graduate, Online & Professional Studies (GPS) enrollment for spring 2024 begins
By November 1Every fall, by November 1, each non-tenured unit member shall file an academic plan setting forth their professional goals and objectives for the current academic year.
November 1Graduate: Last day to submit Declaration of Intent to Graduate form and/or Certificate Clearance form. All forms should be submitted to graduate coordinator.
November 5-8New England Commission of Higher Education (NECHE) Comprehensive Evaluation Visit
November 6Undergraduate: Extended faculty advising hours end. Last day for seniors who anticipate completion of degree requirements by the end of May or the end of August to confer with faculty advisors and to file Programs of Baccalaureate Studies (DIG form).
Faculty Senate meeting
Deadline to submit UPC materials
November 10Sabbatical: 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 11Veteran's Day (university closed)
November 13UPC meeting
Deadline to submit GPAC materials
P&T: Deadline for Chairs to forward recommendations and personnel materials to College Personnel Committees. (Recommendation letters must be emailed to each candidate with CC to email to: PandT@uml.edu for upload).
November 14Graduate: Deadline to submit draft thesis/dissertation to library.
November 15Last day for students to withdraw from courses with grade of “W” for regular session. All other sessions, see the Graduate, Online & Professional Studies calendar.
November 20P&T: Last day for candidates to file responses to recommendations from Chairpersons (email to: PandT@uml.edu)
GPAC meeting
Deadline to submit Executive Committee materials
November 22Thanksgiving Recess begins
November 23Thanksgiving Day
November 25Submission of Provost’s Sabbatical Leave recommendations to the Chancellor.
November 27Classes resume
Last day for undergraduate and graduate students to complete work for incomplete spring 2023 and summer 2023 courses
Executive Committee meeting
Deadline to submit Faculty Senate materials
December 2Graduate: Deadline to submit final thesis / dissertation to library.
December 4P&T: Deadline for College Personnel Committees to forward recommendations and personnel materials to college deans (Recommendation letters must be emailed to each candidate with CC by email to PandT@uml.edu for upload.)
Faculty Senate meeting
Deadline for submitting UPC materials.
December 7No hour examination shall be administered during the last five academic days of the semester unless exemption has been allowed by the college dean.
Last day to drop classes with grade of “W” for regular session (graduate students). All other sessions, see the Graduate, Online & Professional Studies calendar.
December 10The Chancellor to notify faculty regarding sabbatical leave decisions.
December 11UPC meeting
Deadline to submit GPAC materials
P&T: Last day for candidates to file responses to recommendations from College Personnel Committees (email to: PandT@uml.edu).
December 14Last day of fall semester classes.
Last day for faculty to file grades for incompletes and change of course grades for spring 2023 and summer 2023 courses for both undergrad and grad students.
December 15Reading Day (no classes or exams)
Chair Evaluation Deadline for untenured tenure-track unit members (years 3-6)
December 16Fall semester examinations begin (there will be Saturday exams)
December 18GPAC Meeting
December 22Fall semester examinations end at 6 p.m.
December 23Residence halls close at noon.
Make-up day for examinations postponed because of weather.
Winter Recess begins.
December 25Christmas (university closed)
December 26Deadline for final grades to be recorded in SIS by 4 p.m.
By the end of December
  • Review December grads for final degree clearance
  • Submit changes to full year day school and GPS schedules through Course Master application

Note: Note: In the event that examination days are postponed because of weather conditions, the first days of postponed examinations will be made up on December 23, January 12. Additional postponed examination day will be made up on January 13.

GPAC, UPC, Faculty Senate, Executive Committee meetings are on Mondays at 3:30 p.m. All proposals for the agenda should be complete and submitted via Curriculog on or before Noon one week prior to the meeting date. Email: Faculty_Senate@uml.edu.

For further information including meeting locations, please visit the Faculty Senate Website.

Spring 2024

Date(s)Note / Description
January 8Promotion & Tenure (P&T): Deadline for college deans to upload recommendations and personnel materials to the Rank and Tenure Committee.
(Recommendation letters must be emailed to each candidate with CC email: PandT@uml.edu for upload.)
January 13Blackboard on-campus undergraduate spring 2024 classes open for students
January 14Residence halls open at noon
January 15Martin Luther King Day (university closed)
January 16Spring classes begin
Drop-add period begins
P&T: Last day for candidates to file responses to recommendations from Deans (email to: PandT@uml.edu)
January 22Last day for undergraduate and graduate students to add a course without a permission number.
Last day for instructors to publish course and attendance requirements for class members.
Deadline to submit Executive Committee materials
January 29Last day to:
  • Add a course with a permission number
  • Drop a course without record
  • Change enrollment status from: Audit to Credit; Credit to Audit; “Pass-No Credit” to Letter Grade, or Letter Grade to “Pass-No Credit”
Note: No refund after this date.
Last day for graduate students for refund of tuition and fees and for add / drop with a permission number (late registration/enrollment changes)
Massachusetts Society of Professors (MSP) unit member vitae / merit evaluation document deadline
Executive Committee meeting
Deadline for submitting Faculty Senate materials.
February 1 and 2P&T: University Rank and Tenure committee meets to review applications.
February 5Faculty Senate Meeting
Deadline for submitting materials to Undergraduate Policy Committee (UPC)
February 12Undergraduate Policy Committee (UPC) Meeting
Deadline to submit GPAC materials
February 15Department Personnel Committee (DPC) deadline for Unit Member Merit Evaluation
February 16Deadline to submit Executive Committee materials
February 19Presidents Day (university closed)
February 20Monday class schedule
Graduate Policy and Affairs Committee (GPAC) Meeting **Monday schedule**
P&T: Last day for candidates to file responses to recommendations from Rank and Tenure Committee (email to: PandT@uml.edu).
February 26Executive Committee Meeting (Faculty Senate)
Deadline to submit Faculty Senate materials
Deadline for faculty to request final exam changes to current term (i.e., combined, take home, schedule conflict)
February 27Mid-semester: at least one evaluation required in each course.
Last day for candidates to file responses to recommendations from Rank and Tenure Committee (email to: PandT@uml.edu).
February 28Chair/ Personnel Committee recommendations to Deans for untenured tenure-track unit members (years 3–6)
By the end of February
  • Classroom Observations begin
  • Prepare for Spring Advising period for Fall classes
March 1Chair Deadline for Unit Member Merit Evaluation
Graduate: Last day to submit Declaration of Intent to Graduate form and/or Certificate Clearance form. All forms should be submitted to graduate coordinator.
March 3Spring Recess begins
March 4Deadline for submitting UPC materials.
P&T: Deadline for Provost to upload recommendations and personnel materials to Chancellor*
*Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.
March 11Classes resume
P&T: Last day for candidates to file responses to recommendations from the Provost (email: PandT@uml.edu)
Faculty Senate Meeting
Deadline to submit GPAC materials
March 15UPC Meeting
March 18GPAC meeting
Deadline to submit Executive Committee materials
P&T: Deadline for Chancellor to issue list of recommended candidates for tenure and promotion (before appeals)*
*Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.
March 20Last day for graduate students to complete work for incomplete fall 2023 courses
March 22Fall 2024 schedule of classes will be viewable in SiS
March 25
Extended faculty advising hours begin.
First day for seniors who anticipate completion of degree requirements by the end of December 2024 to confer with faculty advisors and to file Programs of Baccalaureate Studies (Declare Intent to Graduate (DIG) form).
P&T: Deadline for eligible candidates to submit appeal to Chancellor.
Executive Committee Meeting (Faculty Senate)*
Deadline for submitting Faculty Senate materials.
End of MarchSalary Review Applications due to College Dean
April 1Chair Evaluation Deadline for untenured tenure-track unit members (years 1-2) and Dean or Lib. Director Deadline for Unit Member Merit Evaluation Deadlines.
Faculty Senate Meeting
Deadline to submit UPC materials
Enrollment for fall 2024 courses begin using enrollment appointment dates obtained from student SIS self-service.
April 2Undergraduate: Last day for students to withdraw from courses with grade of “W” for regular session. All other sessions see the Graduate, Online & Professional Studies calendar.
April 3Advising/Fall registration begins & SIS system open for enrolled graduate students.
Graduate: Deadline to submit draft thesis/dissertation to Library.
April 8Extended faculty advising hours end. Last day for seniors who anticipate completion of degree requirements by the end of December 2024 to confer with faculty advisors and to file Programs of Baccalaureate Studies (DIG form).
UPC Meeting
Deadline to submit GPAC materials
P&T: Deadline for Chancellor to issue final list of recommended candidates for tenure and promotion to the Board of Trustees (after all appeals have taken place).
April 10Graduate: Deadline to defense thesis and dissertation
April 12Executive Committee meeting
April 15Patriot's Day (university closed)
Chair/ Personnel Committee recommendations to Deans for untenured tenure-track unit members (years 1–2)
Chair Evaluation Deadline for non-tenure track unit members (years 1-6)
April 16Graduate: Deadline to submit final thesis/dissertation to library
April 19Monday Class Schedule
No hour examination shall be administered during the last five academic days of the semester unless exemption has been allowed by the college dean.
Graduate: Last day to drop classes for graduate students with grade of “W” for regular session. All other sessions, see the Graduate, Online & Professional Studies calendar.
GPAC meeting **Monday schedule**
April 22Executive Committee meeting
Deadline to submit Faculty Senate materials
April 26Last day of spring semester classes
Last day for student submission of work to resolve fall 2023 and winter 2024.
April 27Reading Day (no classes or exams)
April 29Spring semester examinations begin (there will be Saturday exams)
Chair / Personnel Committee recommendations to Deans for non-tenure track unit members (years 1-6)
By the end of Spring 2024 semesterElection of Salary Review Panelists begins.
May 4Spring semester examinations end at 6 p.m.
Residence halls close at 6 p.m.
May 6Make-up day for final examinations postponed because of weather.
Faculty Senate meeting
May 7Deadline for final grades to be recorded in SiS by 4 p.m.
Last day for faculty to submit grade changes for fall 2023 and winter 2024 courses incomplete grades.
May 10University Commencement - Doctoral and Master's
May 11University Commencement – Bachelor’s
May 15Official notifications from the Provost to reappoint or terminate Non Tenure Track (NTT) faculty
By the end of MayTT: Chair solicits external reviews from final list of reviewers. Chair sends TT candidate materials, including completed waiver statement, to confirmed reviewers by last week of May.
CL: Chair solicits letters of assessment from clinical sites
College Dean recommendations (and other supporting materials) for salary reviews due to the Provost
Teaching Excellence Award Nomination (Massachusetts Society of Professors (MSP) Faculty) submission
June (mid)P&T: If the chair has not received at least five external review letter commitments per candidate, they will solicit additional reviewers.
August (mid)P&T: Chair ensures all external letters have been received and seeks additional reviewers, if needed.

Bold: contractual dates.