Online Resources for Department Chairs
Month by Month Calendar of
Due Dates and Suggested Activities
AUGUST 2007
Due Dates:
- Department Chairs submit Fall 2007 fee waiver list for all graduate assistantships to Graduate College by August 8
- Department Chairs submit Letters of Appointment for adjunct faculty teaching Fall semester by August 13
- Department Chairs submit Spring 2008 Schedule of Classes 1st draft information to Registrar’s and Extended Studies offices by August 23
Suggested Activities:
- Send correspondence to faculty to provide information about scheduled department activities
- Encourage new faculty to participate in New Faculty Orientation programs
- Schedule a retreat or extended meeting to discuss department operating procedures, committee structures, and priorities
- Schedule a social activity after classes begin for faculty, staff and students
- Review department budget and set up monitoring systems
- Check registration totals to make enrollment decisions
- Get in the habit of reading the HRS Review online newsletter that provides information about hiring, fee waiver deadlines, medical insurance open enrollment periods, and other pertinent procedures and deadlines
SEPTEMBER 2007
Due Dates:
- Department Chairs submit Spring 2008 Schedule of Classes 2nd draft information to Registrar’s and Extended Studies offices by September 27
- Provost distributes post-tenure review requests to Department Chairs by September 30
Suggested Activities:
- Develop a regular department meeting schedule and seek input for agenda items
- Plan for use of travel funds for the fiscal year
- Meet with new faculty individually to set expectations and begin preparing for progress toward tenure
- Ensure that student clubs have a faculty advisor who will provide active guidance and assistance
- Review Affirmative Action procedures for recruiting and hiring new faculty and staff
- Begin the Notice of Intent process if your department is anticipating any program changes.
OCTOBER 2007
Due Dates:
- Registrar’s Office distributes First Proof copies of the 2008-2009 Undergraduate Catalog to Department Chairs for review in October
- Department Chairs submit special course fees for summer and fall to Deans in October
- Department Chairs submit Summer 2008 Schedule of Classes 1st draft information to Extended Studies by October 12
- Department Chairs submit Requests for Curriculum Change to the University Curriculum Committee for inclusion in the printed Spring 2008 schedule of classes by October 1 and for inclusion in the 2008-2008 undergraduate catalog by October 15
- Department Chairs submit advisor names for orientation programs to Academic Support Center by October 15
- Department Chairs submit spring textbook orders to Bookstore by October 15
- Department Chairs forward tenure portfolio and recommendations to the college promotion and tenure committee by October 15
- Department Chairs submit post-tenure review documentation to Deans by October 31
Suggested Activities:
- Meet with all faculty periodically to share information, answer questions, troubleshoot issues, etc.
- Monitor local and grant accounts in additional to monthly budget expenditures
- Ensure that advisor assignment procedures are in place and that advisors know who their advisees are and advisees know who their advisors are
- Familiarize yourself with the University and College strategic plans and discuss with your faculty and staff how your department is in alignment with both
- Start hiring adjunct faculty for spring semester
- Encourage faculty to sponsor undergraduate students’ research projects for the Undergraduate Research Conference taking place in April 2008
NOVEMBER 2007
Due Dates:
- Department Chairs submit 2008-2009 Undergraduate Catalog changes to the Registrar’s Office in November
- Deans submit requests for special course fees for Summer 2008 and Fall 2008 to Provost by November 1
- Department Chairs submit supporting materials and application for Emeritus Faculty Status to Faculty Senate for Winter Commencement by November 1
- Deans submit post-tenure review documentation to Provost by November 15
- Department Chairs submit Summer 2008 Schedule of Classes 2nd draft information to Extended Studies by November 21
- Provost sends post-tenure review letters to Faculty, Department Chairs and Deans by November 30
Suggested Activities:
- Assign faculty to march in Winter Commencement
- Ensure that procedures are in place to conduct student evaluations of courses
- Monitor enrollment trends for spring semester and make adjustments as needed
- Submit nominations of faculty for Provost’s Excellence in Advising Award to Academic Support Center
- Invite faculty and students to participate in Boise State University’s Legislative Day at the Statehouse in January 2008
DECEMBER 2007
Due Dates:
- Provost forwards Annual Budget Planning documents to Deans in December
- Faculty submit sabbatical applications and supporting documentation to Department Chairs by December 1
- Department Chairs submit graduate curriculum changes for 2008-2009 catalog to Graduate Council by December 10
- Department Chairs submit Requests for Curriculum Change to the University Curriculum Committee for inclusion in the printed Fall 2008 schedule of classes by December 15
- College promotion and tenure committee forwards all materials and recommendations to the Dean by December 15
- Department Chairs submit sabbatical applications and recommendations forwarded to Deans by December 31
Suggested Activities:
- Prepare end-of-semester reminders to faculty and staff regarding the exam policy for the last week of classes (i.e. “dead week”), grade posting, etc.
JANUARY 2008
Due Dates:
- Deans distribute Research and Scholarly Activity Report templates to Department Chairs to collect faculty information in January
- Provost submits all approved curriculum changes to Registrar’s Office for inclusion in 2008-2009 Undergraduate Catalog in early January
- Department Chairs submit Spring 2008 fee waiver list for all graduate assistantships to Graduate College by January 3
- Department Chairs submit Letters of Appointment for adjunct faculty teaching spring semester by January 7
- Department Chairs submit Fall 2008 Schedule of Classes 1st draft information to Registrar’s and Extended Studies offices by January 10
- Deans submit sabbatical applications and recommendations for review by Sabbatical Committee to Provost by January 15
- Deans notify tenure candidates of their recommendations by January 15
- Deans submit tenure materials and recommendations to the Provost by January 31
- Faculty submit application materials for Faculty-In-Residence positions (including letter of support from Department Chair) by January 31
Suggested Activities:
- Check registration totals to make enrollment decisions
- Conduct elections for mid-year committee vacancies
- Plan and conduct a department meeting prior to the start of classes
- Conduct mid-year review of budget to ensure operating funds for the rest of the year
FEBRUARY 2008
Due Dates:
- Department Chairs collect faculty information for Research and Scholarly Activity Report in February
- Registrar’s Office distributes Final Proof copies of 2008-2009 Undergraduate Catalog to Department Chairs for review with a one-week deadline to submit final changes and corrections in February
- Department Chairs submit Fall 2008 Schedule of Classes 2nd draft information to Registrar’s and Extended Studies offices by February 12
- Department Chairs submit Requests for Curriculum Change to the University Curriculum Committee for Fall 2008 implementation by February 14 (changes will not appear in printed schedule of classes)
Suggested Activities:
- Invite students to meet with academic advisors prior to summer and fall class registration
- Schedule information sessions for sophomores and juniors considering graduate school
MARCH 2008
Due Dates:
- Provost requests Salary Recommendations for FY09 (if funds for salary increases appropriated by the legislature) in March
- Deans submit Annual Budget Planning documents to Provost in March
- Department Chairs submit professional staff annual performance evaluations to Human Resource Services by March 1
- Provost forwards tenure recommendations to Faculty by March 1
- Department Chairs submit summer textbook orders to Bookstore by March 15
- Department Chairs provide a written performance evaluation of each faculty member by March 15
- Deans submit Research and Scholarly Activity Report to Institutional Assessment, Analysis and Reporting by March 23
Suggested Activities:
• Assign faculty to march in Spring Commencement
APRIL 2008
Due Dates:
- Deans submit requests for special course fees for Spring 2009 to Provost by April 1
- Department Chairs submit supporting materials and application for Emeritus Faculty Status to Faculty Senate for Spring Commencement by April 1
- Department Chairs submit faculty evaluation report and any performance plans for faculty members to Deans by April 1
- Department Chairs submit first proof of 2008-2009 catalog content to Graduate College by April 15
- Department Chairs submit fall textbook orders to Bookstore by April 15
- Department Chairs submit advisor names for orientation programs to Academic Support Center by April 30
Suggested Activities:
- Monitor enrollment trends for summer and fall semester and make adjustments as needed
- Ensure that procedures are in place to conduct student evaluations of courses
- Encourage faculty to participate in orientation programs for new students and families
MAY 2008
Due Dates:
Suggested Activities:
- Plan summer staffing for administrative assistance, advising, and handling department management tasks
- Notify students if department hours of service will be limited
- Remind faculty to provide contact information for the summer
JUNE AND JULY 2008
Due Dates:
- Department Chairs submit final proof of 2008-2009 catalog content to Graduate College by June 15
Suggested Activities:
- Take a break!
- Catch up, plan ahead, re-engage in scholarly activities, etc.
