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Planning Calendar for Chairs

Month-by-Month Planning Calendar for Department Chairs

September
  • Sept. 4 Convocation at Tsongas Center
  • Sept. 6 Department Chair Retreat
  • Sept. 11 Deadline for submitting materials to GPAC (Graduate Policy and Affairs Committee)
  • Sept. 15 Official Notification from the Provost’s Office to reappoint or terminate TT faculty
  • Sept. 17 GPAC meeting
  • Sept. 17 Deadline for individuals to file for P&T and to submit all necessary supporting materials to Department Chairperson
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
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).
P&T candidates submit P&T applications (email to pandt@uml.edu )
College Personnel Committee election

October
  • Oct. 1 Deadline for Chairpersons to submit all individual Promotion and Tenure (P&T) materials to Department Personnel Committees (DPC)
  • Oct. 1 Faculty Senate Meeting
  • Oct. 1 Faculty’s submission of Sabbatical Leave Request due to DPC begins
  • Oct. 8 Deadline for submitting materials to UPC (Undergraduate Policy Committee)
  • Oct. 10 Deadline for Faculty’s submission of Sabbatical Leave Request due to DPC
  • Oct. 11 Homecoming Weekend
  • Oct. 12 Homecoming Weekend
  • Oct. 12 Department Chair Luncheon
  • Oct. 13 Homecoming Weekend
  • Oct. 16 Deadline for submitting materials to GPAC
  • Oct. 16 UPC meeting
  • Oct. 22 GPAC meeting
  • Oct. 22 Deadline for DPC to forward P&T recommendations and personnel materials to Chairpersons
  • Oct. 30 New Faculty Welcome Reception
  • Oct. 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
  • Nov. 5 Faculty Senate Meeting
  • Nov. 5 Deadline for submitting materials to UPC
  • Nov. 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
  • Nov. 13 Deadline for submitting materials to GPAC
  • Nov. 13 UPC meeting
  • Nov. 19 GPAC meeting
  • Nov. 25 Submission of Provost’s Sabbatical Leave recommendations to the Chancellor
  • Nov. 30 Textbook orders for spring semesters
Academic Plans from all Faculty received and meetings scheduled Review Spring-Summer DIG forms for preliminary clearance
Class cancellations for under-enrolled classes for Spring semester (tentative)
Last day to withdraw from a course with a grade of “W”

December
  • Dec. 3 Faculty Senate Meeting
  • Dec. 3 Deadline for submitting materials to UPC
  • Dec. 3 Deadline for College/School Personnel Committees to forward P&T recommendations and personnel materials to College Deans
  • Dec. 4 Department Chair Luncheon
  • Dec. 5 Last day to submit Declaration of Intent to Graduate forms for Fall 2018 Master’s and Doctoral students
  • Dec. 10 Chancellor’s official notification re: Sabbatical Leave decision
  • Dec. 11 Deadline for submitting materials to GPAC
  • Dec. 11 UPC meeting
  • Dec. 15 Deadline to Evaluate untenured faculty in years 3-6; copies to faculty member and Personnel Committee
  • Dec. 17 GPAC meeting
  • Dec. 18 Deadline to submit thesis/dissertation to the Library
Last day to file grades for incomplete
Merit applications received and recommendations sent to Dean
IN COLLEGE OF EDUCATION - research active/productive applications for next year received and recommendations sent to Dean
Review December grads for final degree clearance

January
  • Jan. 14 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

February
  • Feb. 4 Faculty Senate Meeting
  • Feb. 4 Deadline for submitting materials to UPC
  • Feb. 8 Salary Review Announcement begins
  • Feb. 12 Deadline for submitting materials to GPAC
  • Feb 12 UPC meeting
  • Feb 19 Deadline for University Rank and Tenure Committee to forward P&T recommendations and personnel materials to the Provost
  • Feb 19 GPAC meeting
  • Feb 27 Department Chair Luncheon
Full year OCE Schedule to scheduling-ce@uml.edu
Full year day school schedule to scheduling@uml.edu
(In both cases, you will have last year's Excel spreadsheet emailed to you with a due date).
Classroom Observations begin
Prepare for Spring Advising period for Fall classes

March
  • March 4 Faculty Senate Meeting
  • March 8 Begin selection of Teaching Excellence Award (restricted to MSP faculty)
  • March 11 Deadline for submitting materials to UPC
  • March 12 Deadline for submitting materials to GPAC
  • March 18 Deadline for Chancellor to issue list of recommended P&T candidates for Promotion and Tenure (before appeals)
  • March 18 GPAC meeting
  • March 19 UPC meeting
  • March 29 Deadline for Salary Review Submissions to the Deans/Director of Library
  • March 30 Last day for Master’s and Doctoral students to submit
Merit applications received and recommendations sent to Dean
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
Declaration of Intent to Graduate Forms for Spring 2019

April
  • April 1 Deadline for Evaluation of 1st and 2nd year untenured faculty- copies to faculty member and Personnel Committee
  • April 1 Faculty Senate Meeting
  • April 8 Deadline for submitting materials to UPC
  • April 10 Deadline for Chancellor to issue final list of recommended candidates for Promotion & Tenure to the Board of Trustees (after all appeals have taken place)
  • April 15 Provost’s charges to the Dean for Chair Elections
  • April 16 Deadline for submitting materials to GPAC
  • April 16 UPC meeting
  • April 22 GPAC meeting
  • April 25 Textbook orders for fall semesters
  • April 29 Department Chair Luncheon
Election of Salary Review Panelists begins

May
  • May 3 Dean’s recommendations for salary review considerations due to the Provost
  • May 3 Submission of Teaching Excellence Award Nomination (MSP Faculty)
  • May 3 Deadline for all thesis and dissertations for all Master’s and Doctoral Spring graduates to be submitted to the Library
  • May 6 Faculty Senate Meeting
  • May 15 Official Notification from the Provost to reappoint or terminate NTT faculty 
  • May 18 Commencement

June
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
Class cancellations for under-enrolled classes for fall semester

August
  • Aug. 12 Last day to submit Declaration of Intent to Graduate forms for Summer 2019 Master’s and Doctoral students
  • Aug. 19 Deadline to submit thesis/ dissertation to the Library for Summer graduation
Orient new faculty
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)