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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 26 New Faculty Welcome
  • September 30 Open campus meeting at 10 a.m. in SAAB ETIC Atrium
  • September 30 Open campus meeting at 1 p.m. in O’Leary Mezzanine Reading Room

October

  • October 1Faculty’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 27 Launching the Launch Team
  • 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 10Sabbatical 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 PersonnelCommittees (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 Committtee (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
  • Ma 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.