Things to Do

Things to Do: Office of Academic Affairs, Deans, Chairs

The following tasks are to be carried out either annually or every semester by the Office of Academic Affairs, Deans, and Chairs’ 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.
  • Office of AA: In consultation with the President’s Office, set P&B dates and send announcement to P&B voting and non voting members. Post on the Provost’s website.
  • Office of AA: Set Fall and Spring tenure/promotion, CCE schedules. Post on website, email to Academic Deans and Department Chair.

August

  • Deans, Chairs: Send out notice about applications and advise faculty to submit fellowship & scholar incentive applications.
  • Deans, Chairs: remind faculty returning from leave to submit a report of their accomplishments.
  • Deans, Chairs: Reminder to chairs to collect syllabi.
  • Deans: Request information for reappointment decisions on untenured full-time faculty.*
  • Office of AA: 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; Tech Committee
  • Office of AA: Coordinate orientation for new faculty.
  • Office of AA: Coordinae orientation for new chairs.
  • Office of AA: Post new department chairs list on webiste.
  • Office of AA: Post P&B Members, Invited Guests on website.
  • Office of AA: Update list of Program Directors and Coordinators on website.

September

  • Deans, Chairs: Consider nominations for Distinguished Professors. See Distinguished Professor process.
  • Deans, Chairs: Remind faculty of rules on scheduling exams during religious holidays.
  • Deans, Chairs: Submit Winter and Spring schedules.
  • Office of AA: After September P&B post members of all committees and their terms on the website.

October

  • Deans, Chairs: Send out annual Faculty Workload Report notice and workload plan form for Spring Semester.
  • Deans, Chairs: Provide release time analysis and related data.
  • Office of AA: Prepare for Committee of Seven meeting.
  • Office of AA: Set spring promotion schedule. Post on website.
  • Office of AA: Notification to Deans and Chairs on Multiple Position Reports for current semester. (Fall)

November

  • Chairs: P&B votes on Committee of Seven recommendations.
  • Office of AA, Deans: In mid November, Provost to meet with each Academic Dean on reappointment letters for all full-time faculty reapointments*.

December

  • Deans, Chairs: Notice that grades must be turned in on time (State Senate rule) – also to all faculty.
  • Deans, Chairs: Reminder to chairs to collect syllabi.
  • Deans: Send schedule for Spring promotion to chairs, their support staff, and Deans’ assistants.
  • Office of AA: email notification letters to chairs of faculty approved for tenure/promotion. Human Resources** copied on emails.

January

  • Deans, Chairs: Advise faculty to submit fellowship & scholar incentive applications.

February

  • Deans, Chairs: 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.
  • Office of AA: Distribute budget request template to all Provost direct reports.

March

  • Deans, Chairs: Reminder to prepare for tenure and promotion (for Fall): reviewers, papers, etc.
  • Deans, Chairs: Deadline for faculty to begin leave applications.
  • Deans:  Meet with Provost on evaluations and reappointment letters for full-time untenured faculty*.
  • Office of AA: Meet with each direct report to review budget requests for new fiscal year. (mid March)

April

  • Office of AA: Notification to Deans and Chairs on Multiple Position Reports for current semester. (Spring)
  • Office of AA: Prepare for Committee of Seven meeting.
  • Office of AA: Review Academic’s new fiscal year budget requests with the Budget Office. (mid-late April)
  • Office of AA, Deans: In mid November, Provost to meet with each Academic Dean on reappointment letters for all full-time faculty reapointments*.

May

  • Chairs: May meeting of College P&B votes on Committee of Seven recommendations
  • Deans, Chairs: Notice that grades must be turned in on time (State Senate rule) – also to all faculty.
  • Deans, Chairs: Send schedule for Fall tenure/promotion‡ to chairs, their support staff, and the Deans’ assistants.
  • Office of AA: email notification letters to chairs of faculty approved for tenure/promotion. Human Resources** copied on emails.
  • Office of AA: Post Summer Department Chair’s list on website.

 

*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.”

**Contact person in Human Resources is Janai Wigfall; email qcohremployeeservices@qc.cuny.edu