Resources for Chairs & Administrators

Calendar: Chairperson, Admin Coordinator, and Dean's Office Activities

Month	Responsible Person	Calendar of Information and Responsibilities Related to Major Curricular, Financial, and Human Resources Events
July	Chairperson	Chair stipend for service over prior year paid (4 payments: July 15 & 30, August 15 & 30), Dean's Office process payment
	Admin Coordinator	Request "chart string/project create " for new start-up budgets as necessary
	Admin Coordinator	Review and distribute new year salary letters to department employees
	Admin Coordinator	Review new year personnel action & salary distribution information in Peoplesoft
	Admin Coordinator	Reconcile July accounting statement with department new year base budget allocation
	Admin Coordinator	Review Clery Act practices
	Admin Coordinator	Reconcile monthly accounting statements
	Dean's Office	Dean's Office processes Chair and Director stipend additional payment vouchers (APV) and budget transfers.
August	Chairperson	Identify faculty for August orientation advising
	Chairperson	Submit workload forms for new UA faculty arriving on campus
	Chairperson	Chairperson's Retreat
	Chair/Admin Coordinator	Check status of new ABD tenure-track (TT) faculty hires and confirm correct title and salary in Peoplesoft
	Admin Coordinator	Submit new GTA personnel paperwork
	Admin Coordinator	If recruiting for a tenure-track (TT) faculty member in current year, attend Dean's Office training session
	Admin Coordinator	Reconcile monthly accounting statements
September	Chairperson	Introduce new faculty at first College faculty meeting
	Chairperson	Course schedule for Spring semester due in Dean's Office
	Chairperson	Sabbatical applications due in Dean's Office by September 1
	Admin Coordinator	Complete all TT faculty moving expense transactions
	Admin Coordinator	Reconcile monthly accounting statements
	Dean's Office	Dean's Office processes one-time budget transfers for funds due to departments
	Dean's Office	Dean's Office processes HR and budget paperwork related to faculty sabbaticals and leaves of absence
October	Chairperson	Proof draft Schedule of Courses from Registrar's Office
	Chair/Admin Coordinator	Issue mid-semester warning letters before withdrawal deadline
	Chair/Admin Coordinator	Non-Tenure-Track (NTT) faculty hiring materials for Spring semester due in College Business Office, include funding summary -- see "Temporary Faculty Recruitment Funding Summary Format"
	Chair/Admin Coordinator	A&S IT Annual Purchase requests due in College Computing Services Office
	Admin Coordinator	Reconcile monthly accounting statements
	Admin Coordinator	Department administrative coordinator meets with College Business Office to review current year financial and administrative detail of the department
	Dean's Office	College forwards sabbatical applications to the Provost's Office
	Dean's Office	Dean's Office processes reappropriation for all general fund chart strings.
	Dean's Office	Central processes budget transfers related to Strategic Curriculum Diversity Fund
	Dean's Office	UA notifies Provost/College of faculty union representatives receiving release time in the next semester
November	Chairperson	Tenure-track second reappointment, promotion and tenure materials due in Dean's Office by November 15
	Chairperson	Senior Lecturer promotion materials due in Dean's Office by November 15
	Chairperson	Reappointment materials (pink or blue sheets) for Lecturers on two-year contracts due in Dean's Office by November 1 of second contract year
	Chairperson	Reappointment materials (blue sheets) for Senior Lecturers on multi-year contracts due in Dean's Office by November 1 of the last contract year
	Chairperson	Research faculty must have a reappointment review (blue sheets) every four years. Reappointment materials due in Dean's Office by November 1 every fourth year
	Chairperson	Identify faculty for January orientation advising
	Chair/Admin Coordinator	UA Faculty Professional Development Fund details released from central (based on mid-semester snapshot of general fund FTE faculty)
	Admin Coordinator	Reconcile monthly accounting statements
December	Chairperson	Dean's Office mails enrollment capacity targets for preparing next academic year's schedule of courses
	Chairperson	"Notice of Non-Reappointment" for Senior Lecturers in their final contract year due by December 15
	Chairperson	"Notice of Non-Reappointment" for New Clinical Faculty due by December 15 of their second contract year
	Chairperson	Documentation for minor curricular changes due in Dean's Office
	Admin Coordinator	Department submits terminating personnel paperwork for appointments concluding at the end of the fall semester (GTA's, lecturers, visiting faculty, retiring faculty and staff, etc.)
	Admin Coordinator	Reconcile monthly accounting statements
	Dean's Office	Dean's Office processes Staff Development Fund budget transfers
January	Chairperson	Enrollment capacity spreadsheets for next academic year due in Dean's Office
	Chairperson	Course schedule for fall semester due in Dean's Office (varies: last week in January or first week in February)
	Chairperson	Recommendations for retiring faculty emeriti status due in Dean's Office
	Admin Coordinator	Review Cleary Act practices
	Admin Coordinator	Review Peoplesoft records of employees on leave or sabbatical in the fall to make certain their status is "active" for spring
	Admin Coordinator	Reconcile monthly accounting statements
	Dean's Office	Dean's Office processes College Faculty Development Fund budget transfers
	Dean's Office	College forwards reappointment, promotion and tenure recommendations to the Provost's Office
February	Chairperson	UA Faculty workload forms for next academic year due in Dean’s Office
	Chairperson	Prepare for Inaugural performance reviews for new NTT UA faculty by March 15 (for these brand new faculty this will likely need to occur before the balance of the faculty performance reviews, materials must be on file in the Dean's office two weeks prior to the meeting)
	Chairperson	Review current on-line catalogue copy, due date for changes is February 15
	Admin Coordinator	Review updated position roster mailed by Dean's Office
	Admin Coordinator	Reconcile monthly accounting statements
	Dean's Office	Provost normally responds to sabbatical applications by February 1
March	Chairperson	Proof draft Schedule of Courses from Registrar's Office
	Chairperson	"Notice of Non-Reappointment" for Lecturers on 2-year contracts due by March 1 of second year
	Chairperson	First reappointment materials for tenure-track faculty due in Dean's Office by March 1
	Chairperson	Reappointment materials (pink sheets) for Lecturers on one-year contracts due in Dean's Office by March 1
	Chairperson	Reappointment materials (pink sheets) for Research faculty on single or multi-year contracts due in Dean's Office by March 1 of the last contract year (note: green sheets are required every 4 years, and are due in Dean's Office by November 1)
	Chairperson	Reappointment materials (pink or blue sheets) for new and continuing Clinical Assistant Professors on two-year contracts due in Dean's Office by March 1 of first contract year
	Chairperson	Reappointment materials (blue sheets) for Clinical Associate Professors on four-year contracts due in Dean's Office by March 1 of the third contract year
	Chairperson	Reappointment materials (blue sheets) for Clinical Professors on six-year contracts due in Dean's Office by March 1 every 4 years, and in the fifth contract year
	Chairperson	Reappointment materials (blue sheets) for continuing Clinical Assistant Professors on two-year contracts due in the Dean's Office by March 1 of the 1st contract year
	Chairperson	Inaugural annual performance review for brand new non-tenure track UA faculty due by March 15 of the first year (for these brand new faculty this will likely need to occur before the balance of the faculty performance reviews, materials must be in the Dean's Office at least three days prior to the meeting)
	Chairperson	Prepare for meeting with Dean re: faculty performance evaluations (materials must be in the Dean's Office at least three days prior to the meeting)
	Chair/Admin Coordinator	Issue mid-semester warning letters before withdrawal deadline
	Chair/Admin Coordinator	Non-Tenure-Track (NTT) faculty hiring materials for next year due in College Business Office, include funding summary -- see "Temporary Faculty Recruitment Funding Summary Format"
	Chair/Admin Coordinator	Department space, equipment and functional usage surveys conducted, generally due in mid-April
	Admin Coordinator	Reconcile monthly accounting statements
April	Chairperson	Conduct Staff Performance Appraisals
	Chairperson	Identify faculty for June orientation advising
	Chair/Admin Coordinator	Respond to requests from the College Business Office for information related to next fiscal year budget development (faculty salaries, staff salaries, income/expense budgets, etc.)
	Chair/Admin Coordinator	Review and distribute new year salary guidelines to departmental employees
	Chair/Admin Coordinator	New year salaries and funding sources for non-base budget faculty and staff developed & identified by departments
	Chair/Admin Coordinator	New year budgets and rate structures for income/expense activities developed by departments
	Chair/Admin Coordinator	Review UA Faculty Professional Development Fund account balance in preparation for May 1 deadline
	Admin Coordinator	Coordinate new TT faculty computer purchase with College Computing Services
	Admin Coordinator	Reconcile monthly accounting statements
May	Chairperson	Staffing Plan documentation for TT faculty recruitments for next year confirmed and submitted
	Chairperson	"Notice of Non-Reappointment" for clinical faculty with two or more years of service must be given at least 12-months prior to expiration of appointment
	Chairperson	Dean's Office releases new fiscal year budget/salary information (varies: last week in May or first week in June)
	Chair/Admin Coordinator	All UA Faculty Professional Development Funds not encumbered nor expended by May 1 shall become part of a pool for redistribution by the Chair
	Chair/Admin Coordinator	TT faculty recruiting materials for next academic year due in Dean's Office
	Admin Coordinator	Submit terminating personnel paperwork for GTA's, lecturers, visiting faculty, retiring faculty and staff, etc.
	Admin Coordinator	Submit returning GTA personnel forms for summer and next academic year appointments
	Admin Coordinator	Reconcile monthly accounting statements
	Dean's Office	UA notifies Provost/College of faculty union representatives receiving release time in the next semester
June	Admin Coordinator	Reconcile monthly accounting statements by year end
	Admin Coordinator	Review Peoplesoft records of employees on leave or sabbatical in the spring to make certain their status is "active" for the new year
	Dean's Office	Dean's Office processes College Faculty Development Fund budget transfers
	Dean's Office	Dean's Office processes Staff Development Fund budget transfers

Last modified June 11 2012 01:57 PM