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Some Important Events for Academic Departments

Office of the Provost – 2014-2015

This list is intended as a reminder of some important events in department offices. While it is reviewed periodically for possible errors and omissions, accuracy is not guaranteed.

 

Month

Personnel

Academic

Administrative

September

Complete preparation of tenure/promotion cases; dept P&B reviews and votes.

 

Adjunct and graduate teaching assistant appointment papers to dean

 

Plan adjunct needs for spring semester – send to Dean.

 

Prepare reappointment documents for untenured faculty (except first reappointments of all faculty and second reappointments of Lecturers).

Prepare spring semester course schedule.

 

If your department plans curriculum changes, please keep in mind that it takes at least three months for minor changes to go through the Undergraduate or Graduate Committee, Academic Senate, and Board of Trustees. Major changes require Letters of Intent and new HEGIS codes and take longer.

 

Propose Winter Session classes.

 

APR self studies due at end of month for scheduled departments and programs

Final registration and overtallies for fall semester.

 

Set department and division caucus committee assignments.

 

Enter into CUNY First course scheduling and workload to ensure proper budgetary credit and workload information.

 

Graduate Investment Initiative requests due.

October

Divisional caucus meeting on tenure cases.

 

Schedule teaching observations for faculty, including all untenured faculty, tenured assistant and associate professors, and adjuncts who are not exempt.

 

Return properly signed Human Resources form for adjuncts returning next semester.

 

Committee of Seven meets on tenure/promotion cases.

 

Identify and contact referees for spring round of promotions.

Spring semester course schedule to Dean.

 

Propose summer session schedule and section request.

Multiple Position Reports to Dean

 

November

Begin preparing paperwork for spring round of promotions.

 

Ensure that required teaching observations are conducted.

 

Student evaluations of faculty – every semester for untenured faculty, every third semester for those with tenure. Some departments also have their own form.

 

Receive fellowship leave and scholar incentive award applications by Nov. 1 and forward to dean with department recommendation by Nov. 10

Early registration (if your department participates)

 

Graduate admissions deadline

 

December

Continue preparation of promotion cases.


Prepare annual staff evaluations (HEO, COA, College Assistant) 


Prepare semi-annual College Assistant reappointment ePAF

Registration.

 

Collect course syllabi.

Requests for exemption from final exam in 15th week of classes to Dean.

Technology Fee pre-proposals due

January

Complete preparation of promotion cases.

 

Adjunct and graduate teaching assistant appointment papers to Dean.

Transfer credit evaluation.

 

APR self studies due at end of month for scheduled departments and programs.

 

February

Department P&B reviews and votes on promotion cases.

 

Plan adjunct needs for fall semester – send to Dean.

 

Schedule teaching observations for faculty, including all untenured faculty, tenured assistant and associate professors, and adjuncts who are not exempt.

 

Prepare first reappointment documents for all first-year faculty and second reappointments for Lecturers.

Given the three months for even minor curriculum changes, as mentioned above (September), such changes must be submitted by this month to have a chance of approval by fall - if there are no complications.

 

Prepare fall semester course schedule.

Final registration and overtallies for spring semester.

March

Divisional caucus meeting on promotion recommendations.

 

Return properly signed Human Resources form for adjuncts returning next semester.

 

Schedule annual conferences with faculty as required and requested

 

Ensure that required teaching observations are conducted

 

Receive fellowship leave and scholar incentive award applications by March 1 and forward to dean with department recommendation by March 10.

 

Identify and contact referees for fall tenure cases.

Fall semester course schedule to Dean.

 

Prepare list for departmental honors and awards.

 

Collect faculty scholarship information.

Multiple Position Reports to Dean

 

Workload reports to Dean


Prepare budgets for new fiscal year

April

Begin preparing paperwork for fall tenure cases.

 

Committee of Seven meets on promotion cases.

Early registration (if your department participates)

 

Graduate admissions deadline.

 

Requests for transfers between different budgets (such as OTPS to Temporary Service) must be submitted well in advance of the College’s early April deadline in order to be approved (via dean and provost)

 

Technology Fee full proposals due

May

Student evaluations of faculty – every semester for untenured faculty, every third semester for those with tenure. Some departments also have their own form

 

Complete written annual evaluations of faculty – submit to dean

College wide P and B votes on promotion cases.

 Continue preparation of tenure/promotion cases for Fall.

Registration.

 

Prepare department post-commencement ceremony (if your department has one)

Early May – last day to submit requisitions for equipment and supplies

 

Requests for exemption from final exam in 15th week of classes to Dean

 

Prepare for department discussion with Dean

June

 

Transfer credit evaluation

June 30 (every year) – last day to have equipment and supplies delivered


Late June - submit Receiving Reports for equipment purchased this year to Accounts Payable


Late June - submit Travel Vouchers to Accounts Payable

July

 

 


August

Receive budget for adjuncts and temporary services

Transfer credit evaluation

 

Collect course syllabi

Receive budget for supplies and equipment

 
 

 Office Information

 
Office Hours:
Monday - Friday 9AM - 5PM
Kiely Hall, Room 111
Phone: 718-997-5900
Fax: 718-997-5879


Elizabeth Hendrey
Acting Provost and Vice President for Academic Affairs
elizabeth.hendrey@qc.cuny.edu


View MyQC
 

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