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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 August 27 2013 05:47 PM

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