University of Vermont

College of Arts and Sciences

Resources for Chairs & Administrators

Calendar: Chair/Admin & Dean's Office

Month Responsible Person Event
July Admin Coordinator Review and distribute new year salary letters to department employees
Admin Coordinator Run new year UV_Equity_Rpt_Qry1 query & Distribution Form reports in PeopleSoft and review for accuracy
Admin Coordinator Reconcile prior FY chartstrings (paying close attention to Closing Deadline Schedule)
Admin Coordinator Reconcile July accounting statement with department new year base budget allocation
Admin Coordinator Provide Dean's Office with any auto reporting change requests
Admin Coordinator Review Clery Act practices
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
Admin Coordinator Review FY cost share commitments; amend Distribution forms and process budget transfers as needed
Admin Coordinator Submit new PurCard requests to Procurement for new faculty as needed
Dean's Office Dean's Office will set up new project chartstrings for new faculty start up, load FY budget in PS Project Costing module; process corresponding OPS_CH 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 - week before classes begin
Chair/Admin Coordinator New Faculty Orientation - Monday & Tuesday before classes begin
Admin Coordinator Submit new GTA PA, Distribution forms and copy of Grad College funding worksheet by the 9th
Admin Coordinator If recruiting for a tenure-track (TT) faculty member in current year, attend Dean’s Office training session
Admin Coordinator Submit to Dean's Office all new faculty relocation paperwork within 10 days of the actual move
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
Dean’s Office Dean’s Office processes PA, Distribution form and budget transfers related to faculty sabbaticals and leaves of absence
September Chairperson Introduce new faculty at first 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 Meet with PI's to review grant budgets
Admin Coordinator Run new year UV_Equity_Rpt_Qry_1 query & Distribution Form reports in PeopleSoft and review for accuracy
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
Dean's Office TT faculty recruitment meeting with Dept. Chair, Dept. Admin and Search Committee Chair
Dean’s Office Dean’s Office processes one-time budget transfers for funds due to departments
October Chairperson Documentation for major curricular changes due in Dean’s Office
Chairperson Proof draft Schedule of Courses from Registrar’s Office
Chair/Admin Coordinator Prepare A&S IT Annual Purchase requests College Computing Services Office for Nov deadline
Chair/Admin Coordinator Review F100 Quarterly Report and submit with forecasting to Dean'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; update Enrollment Management System
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
Admin Coordinator Review FY cost share commitments; amend Distribution forms and process budget transfers as needed
Dean’s Office College forwards sabbatical applications to the Provost’s Office
Dean’s Office UA notifies Provost/College of faculty union representatives receiving release time in the next semester
November Chairperson Reappointment materials (pink sheets or blue sheets [every 4 years - optional]) 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 Promotion materials for Lecturers applying for Senior Lecturer due in Dean’s Office by November 15
Chairperson Tenure-track second reappointment, promotion and tenure materials due in Dean’s Office by November 15
Chairperson Identify faculty for January orientation advising
Chair/Admin Coordinator A&S IT Annual Purchase requests due in College Computing Services Office
Chair/Admin Coordinator Chair and Admin Coordinator meet with College Business Office to review current year financial and administrative detail of the department
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 budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard 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 PA forms for appointments concluding at the end of the fall semester (GTA’s, lecturers, visiting faculty, retiring faculty and staff, etc.)
Admin Coordinator Department submits PA forms to return faculty from fall sabbaticals or leaves
Admin Coordinator Meet with PI's to review grant budgets
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
Dean's Office Transfer UTA allocation for fall semester
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
Chair/Admin Coordinator Review FY F100 Quarterly Report and submit with forecasting to Dean's Office
Admin Coordinator Review Cleary Act practices
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Provide Dean's Office with any auto reporting change requests
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
Admin Coordinator Review FY cost share commitments; amend Distribution forms and process budget transfers as needed
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 Pink or Blue Sheet review materials for non-tenure track faculty (undergoing review in Spring semester) due in Dean's Office by February 1
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 one week prior to the meeting)
Chairperson Review current on-line catalogue copy, due date for changes is February 15
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
Dean’s Office Dean’s Office processes College Faculty Professional Development Fund budget transfers
Dean’s Office Provost normally responds to sabbatical applications by February 1
March 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 (materials must be on file in the Dean’s Office one week prior to department vote)
Chairperson Prepare for meeting with Dean re: faculty performance evaluations (materials must be on file in the Dean’s Office one week 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; update Enrollment Management System
Chair/Admin Coordinator Meet with CAS Business Office to review I/E activities and prep for new year budget
Admin Coordinator Meet with PI's to review grant budgets
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
April Chairperson Conduct Staff Performance Appraisals
Chairperson Identify faculty for June orientation advising
Chairperson Staffing Plan documentation for TT faculty recruitments for next year confirmed and submitted
Chair/Admin Coordinator Review endowment accounting statements, develop spending plans and/or request reinvestment or reserve transfers
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 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
Chair/Admin Coordinator Quarterly Report and submit with forecasting to Dean's Office
Admin Coordinator Coordinate new TT faculty computer purchase with College Computing Services
Admin Coordinator Review FY cost share commitments; amend Distribution forms and process budget transfers as needed
Admin Coordinator Reconcile monthly budget reports
Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
Admin Coordinator Reconcile monthly PurCard statements
May 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
  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
  Admin Coordinator FY 14 Chartstring updates – Dean’s Office to distribute
  Admin Coordinator Non Fund 100 chartstring salary distributions for FY 15 budget load – Dean’s Office will load and email deadline
  Admin Coordinator Submit Additional Pay Forms for Summer salary - (faculty on grants can not go above 1.0 FTE for any summer month without prior approval - keep in mind when committing for June Orientation)
  Admin Coordinator Submit terminating PA Change forms for GTA’s, lecturers, visiting faculty, faculty and staff, etc.
  Admin Coordinator Submit returning GTA PA and Distribution forms for summer and next academic year appointments
  Admin Coordinator Clear all suspense accounts
  Admin Coordinator Review FY cost share commitments; amend Distribution forms and process budget transfers as needed
  Admin Coordinator Reconcile monthly budget reports
  Admin Coordinator Review Monthly Closeout Report and process transactions as necessary 
  Admin Coordinator Reconcile monthly PurCard statements
  Dean's Office UA notifies Provost/College of faculty union representatives receiving release time in the next semester
  Dean's Office Submit PA forms to return faculty from current academic year leaves and sabbaticals (must show an active status to be paid correctly in new year)
  Dean's Office Submit Summer Additional Pay Forms for Director and Chair Stipends
June Admin Coordinator Reconcile monthly accounting statements by year end
Admin Coordinator Review PeopleSoft records of employees on leave or sabbatical in the prior spring semester to make certain their status is "active" in the new year
Chairperson Dean's Office delivers new fiscal year budget/salary information released (end of June)
Admin Coordinator Space and Equipment Survey due.
Admin Coordinator Review Year End Mini Manual and Summary for deadlines and schedules.
Admin Coordinator Clear all suspense accounts.

Last modified October 21 2014 07:50 PM

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