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Things to Do

The following tasks are to be carried out either annually or every semester by the Provost's and Deans Offices.

July

  • Deans, Chairs: College P&B dates for upcoming academic year, including updated list of department chairs, P&B members, and "invited guests" – also send to administrator.
  • Deans, Chairs: Reminder to chairs to collect syllabi.
  • Send tenure/promotion confirmations to those whose cases were approved by CUNY's Board of Trustees.
  • In consultation with the President's Office,set P and B datesand send announcment to PAnd B voting and non voting members.. Also set Deans Council meeting dates. Post both on the Provost's website.
  • Set fall tenure/promotion and CCE schedule. Post on website, email to divisions and departments

August

  • Deans, Chairs: Advise faculty to submit fellowship & scholar incentive applications – also send to QC Mailer.
  • Confirm dismissal of students who did not exit remediation in 2 years (SEEK, ESL, ACE, LEAP).
  • Deans: Have appropriate dean(s) recommend member and alternate for half-year/full-pay fellowship committee and for Centers and Institutes Committee.
  • Place elections on September P&B agenda for: Executive Committee; Committee of Seven (Sub-Committee on Tenure, Promotion, & CCE); Budget Committee; CLT Screening Committee; Half-year/Full-pay Fellowship Leave Committee; Centers and Institutes Committee.
  • End-of-Year Report to CUNY on APR.
  • Orientation for new faculty – also request RSVP and bios for Faculty Assembly (post on website).
  • Deans: Request information for reappointment decisions on untenured full-time faculty.*
  • Deans, Chairs: Send out notice about applications for fellowship leave and SIA.
  • Deans, Chairs: remind faculty returning from leave to submit a report of their accomplishments/

September

  • Request information from Unit Heads (Deans, Chairs & Program Directors) for Faculty/staff Assembly. Relay info to Communications.
  • Deans, Chairs: Have P&B Exec. Comm. consider nominations for Distinguished Prof. – Due October 1 and March 1.
  • Deans, Chairs: Ask Unit Heads to remind faculty of rules on scheduling exams during religious holidays.
  • Deans, Chairs: Memo on college policies on course withdrawals and ABS & INC grades - also to faculty and FYI.
  • Deans, Chairs: Ask about Winter Session classes – also announce in September P&B.
  • Deans, Chairs: Request items for “New Course Offerings" section of Class Schedule – also to Program Directors.
  • After September P&B:
    • Post members of all committees and their terms on website. 
    • Schedule meeting of half-year/full-pay fellowship committee before December/April P&B
  • Soil Science: NYC Soil and Water Conservation District (confirm invoice receipt with DMNS dean).

October

  • Inform divisional deans on deadlines of draft reappointment letters for full-time untenured faculty*.
  • Deans, Chairs: Notice on "Guidelines Regarding Final Examinations" (exemptions from finals).
  • Prepare for Committee of Seven meeting: 
    • Send notice to members, early in the month, advising them Committee will deliberate
    • Schedule, with president's office, two meetings with Committee of Seven and president: 
      • 1) on morning of first day committee begins deliberations, to charge the committee 
      • 2) on Thursday, usually afternoon, to review cases and present committee votes to president  
    • Schedule deans to present their candidates' cases to committee on first day ·  Order breakfast and lunch from Chartwells
  • Committee of Seven deliberates – usually a week.
  • Deans, Chairs: After Committee of Seven votes, send memo† advising them of Committee's decisions. Attach list of candidates, indicating which were recommended by committee.
  • Deans, Chairs: Reminder to prepare for tenure (in Spring, for Fall) or promotion (vice-versa): reviewers, papers, etc.
  • Deans, Chairs: Schedule meeting of Research Enhancement Committee.
  • Deans, Chairs: Provide release time analysis and related date to college P&B.
  • Set spring promotion schedule. Post on website, email to divisions and departments.

November

  • P&B votes on Committee of Seven recommendations.
  • In Mid November, Provost and associate Provost to meet with each divisional dean on reappointment letters for full-time untenured faculty*.
  • Deans, Chairs: After vote of half-year/full-pay fellowship committee, send notice† that P&B will vote on these fellowships at December/April meeting. Attach list of candidates, indicating which were recommended by committee. Have Human Resources** put approval on December/April P&B agenda.
  • P&B votes on Library reassignments for following semester.
  • Deans: Deans review nonreappointment and reappointment letters for  second year + untenured faculty and 3rd year + lecturers without CCE with Provost and Associate Provost ( letters due to those on December 1).
  • Deans, Chairs: Send notice of Graduate Tuition Reimbursement Awards to graduate students.

December

  • Deans, Chairs: Notice that grades must be turned in on time (State Senate rule) – also to all faculty.
  • Memo to Human Resources** listing faculty approved for tenure/promotion for Chancellor's Report.
  • Deans: Memo on requests for full-time faculty positions (as budget permits).
  • Deans, Chairs: Send schedule for promotion or tenure‡ to chairs, their secretaries, and Deans' assistants.
  • Deans, Chairs: Reminder to chairs to collect syllabi.

January

  • Deans, Chairs: Advise faculty to submit fellowship & scholar incentive applications – also send to QC Mailer.
  • Deans: Advise faculty of Deans and Provost's Office meeting schedule for following semester.
  • Confirm dismissal of students who did not exit remediation in 2 years (SEEK, ESL, ACE, LEAP).
  • Deans, Chairs: Send out annual Faculty Workload Report notice and workload plan form
  • Deans: Request information for reappointment decisions on untenured full-time faculty.*
  • Deans, Chairs: Send out notice about applications for fellowship leave and SIA.

February

  • Deans, Chairs: Have P&B Exec. Comm. consider nominations for Distinguished Prof. – Due October 1 and March 1.
  • Deans, Chairs: Request information for reappointment of DPs for next year (updated CV). For DPs for whom five-year review is due, send request in September.
  • Deans, Chairs: Ask Unit Heads to remind faculty of rules on scheduling exams during religious holidays.
  • Deans, Chairs: Memo on college policies on course withdrawals and ABS & INC grades - also to faculty and FYI.
  • Deans, Chairs: Request items for “New Course Offerings" section of Class Schedule – also to Program Directors.
  • After September P&B:
    • Post members of all committees and their terms on website. 
    • Schedule meeting of half-year/full-pay fellowship committee before December/April P&B
  • Soil Science: NYC Soil and Water Conservation District (confirm invoice receipt with DMNS dean).

March

  • Deans: Memo on Multiple Position Reports for current semester. Forms go to all faculty.
  • Deans:  Meet with Provost on evaluations and reappointment letters for full-time untenured faculty*.
  • Deans, Chairs: Notice on "Guidelines Regarding Final Examinations" (exemptions from finals).
  • Prepare for Committee of Seven meeting: 
    • Send notice to members, early in the month, advising them Committee will deliberate
    • Schedule, with president's office, two meetings with Committee of Seven and president: 
      • 1) on morning of first day committee begins deliberations, to charge the committee 
      • 2) on Thursday, usually afternoon, to review cases and present committee votes to president  
    • Schedule deans to present their candidates' cases to committee on first day ·  Order breakfast and lunch from Chartwells
  • Committee of Seven deliberates – usually a week.
  • Deans, Chairs: After Committee of Seven votes, send memo† advising them of Committee's decisions. Attach list of candidates, indicating which were recommended by committee.
  • Deans, Chairs: Reminder to prepare for tenure (in Spring, for Fall) or promotion (vice-versa): reviewers, papers, etc.
  • Deans, Chairs: Schedule meeting of Research Enhancement Committee.

April

  • Send chairs and Deans summer adjunct pay dates memo from OHR
  •  
  • Deans, Chairs: After vote of half-year/full-pay fellowship committee, send notice† that P&B will vote on these fellowships at December/April meeting. Attach list of candidates, indicating which were recommended by committee. Have Human Resources** put approval on December/April P&B agenda.
  • P&B votes on Library reassignments for following semester.
  • Deans: Remind Deans to have annual "dialog" with their department chairs.
  • Deans: Review budgets; meet with each Dean on budget in early May.
  • Deans: Deans review nonreappointment and reappointment letters for  second year + untenured faculty and 3rd year + lecturers without CCE with Provost and Associate Provost ( letters due to those on December 1).
  • Deans, Chairs: Send recommendations for reappointment of DPs to OAA.
  • Deans: Deans review with  Provost and Associate Provost all (non) reappointment and reappointment cases of first year untenured faculty and second year CCE lecturers ( letters due to those by April 1).

May

  • May meeting of College P&B votes on Committee of Seven recommendations
  • Deans: Obtain panelists for New Faculty Orientation
  • Deans, Chairs: Notice that grades must be turned in on time (State Senate rule) – also to all faculty.
  • Memo to Human Resources** listing faculty approved for tenure/promotion for Chancellor's Report.
  • Deans, Chairs: Send schedule for promotion or tenure‡ to chairs, their secretaries, and Deans' assistants.
  • After elections for department chairs:
    • Set up breakfast/orientation for new chairs
    • Update table of chairs on website and P&B membership list
    • Update list of program directors and coordinators
    • Memo to Human Resources** listing newly elected chairs with terms of office

*All first-year untenured faculty and second-year lecturers must be informed of (non)reappointment by April 1; all others by December 1.

†Mark memo “Personal and Confidential.”

**Currently, contact person in Human Resources is Janai Wigfall.

 
 

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Queens, NY 11367-1597

Kiely Hall, 11th Floor

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Monday - Friday:  9:00 AM - 5:00 PM


+1 718 997 5900 (Voice)
+1 718 997 5879 (Fax)

http://www.qc.cuny.edu/Provost


 

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