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Managing the Department: Due Dates And Suggested Activities

Below are the 2022-2023 due dates for key tasks that department leaders are responsible for per month. Additional due dates will be added throughout the year for one-time tasks that are assigned to department leaders (at the university level). In addition, this page offers several suggested activities for department leaders to consider each month that will help in preparing for the tasks.

DateTaskTo-DoLinks/Resources
Aug 15AdjunctsLetters of Appointment
Aug 23Spring ScheduleReview 1 closed for departmentsDepartment Deadlines for Schedule of Classes

Scheduling Forms
Aug 30Summer ScheduleReview 1 openDepartment Deadlines for Schedule of Classes
Aug - SeptPARProgram Assessment Reporting
SeptBudgetSubmit application for special course or program fee to be implemented the subsequent spring/summer semesterSpecial Course or Program Fees
Sept 19Spring ScheduleReview 2 (with room assignments) for departments to make changesScheduling
Sept 28Spring ScheduleReview 2 closed for departmentsScheduling
~OctPost-Tenure ReviewProvost distributes post-tenure review requests to Department Chairs. Chairs implement post-tenure review processes in the department.Periodic Review of Tenured Faculty
Oct 1GEC CurriculumDeadline for submitting changes to GECCurriculum Change Request
Oct 1CatalogRegistrar’s Office distributes First Proof copies of the next academic year Undergraduate Catalog to Department Chairs for review in OctoberPolicy 4150
PARDepartments submit a brief follow up report of the discussion and summary of actions to be taken. (Every three years)
Oct 10Summer ScheduleReview 1 closesScheduling
Oct 15P&TTenure and promotion dossiers due to College CommitteeUniversity Tenure and Promotion Guidelines
Oct 15TextbooksSubmit spring textbook orders to BookstoreBookstore
SabbaticalProvost distributes Call for Sabbatical ApplicationsFaculty Sabbatical Leave policy
PARPARs and follow-up reports posted to the website; summary reports shared with dean, provost, and other administration /governance as appropriate.Typical timeline
Oct 25Fall ScheduleReview 1 openScheduling
Oct 31Summer ScheduleReview 2 openScheduling
NovemberEmeritusSubmit names of retiring faculty to the Provost’s Office for recognition at Winter CommencementApplication for Emeritus Status

Policy 4280
Nov 1CurriculumDeadline for submitting PROGRAM changes for the next catalogCurriculum Management
~Nov 2Post-Tenure ReviewFaculty post-tenure review evaluations due to DeanPeriodic Review of Tenured Faculty
~Nov 16Post-Tenure ReviewDeans submit post-tenure review documentation to ProvostPeriodic Review of Tenured Faculty
~Nov 30Post-Tenure ReviewProvost sends post-tenure review letters to Faculty, Department Chairs, and DeansPeriodic Review of Tenured Faculty
DecBudgetProvost forwards Annual Budget Planning documents to Deans in DecemberAnnual Budget Planning Information
Dec 1SabbaticalFaculty submit sabbatical applications and supporting documentation to Department ChairsFaculty Sabbatical Leave policy
Dec 1P&TCandidates notified of College Committee recommendationsUniversity Tenure and Promotion Guidelines
~Dec 7Post-Tenure ReviewProvost notifies individuals, chairs, and deans of the outcome of the post-tenure review
Dec 15P&TCollege promotion and tenure committee forwards all materials and recommendations to the DeanUniversity Tenure and Promotion Guidelines
Dec 30SabbaticalSubmit sabbatical applications and recommendations forwarded to DeansApplication for Sabbatical Leave
JanAdjunctsSubmit Letters of Appointment for adjunct faculty teaching spring semester

Send list of new adjuncts to CTL for inclusion in New Adjunct Orientation
Letters of Appointment
JanCurriculumProvost submits all approved curriculum changes to Registrar’s Office for inclusion in Undergraduate Catalog in early JanuaryCurriculum Management
Jan 15PARFD Faculty Surveys about ULO assessment DUE by January 24.Typical timeline
Jan 1-14BudgetFY2X Budget Kickoff Memo typically comes out
JanBudgetSubmit Special Course or Program Fee applications for implementation in FallSpecial Course or Program Fees
Jan 11Fall ScheduleReview 1 closedDepartment Deadlines for Schedule of Classes
Jan 15SabbaticalDeans submit sabbatical applications and recommendations for review by Sabbatical Committee to Provost
P&TDeans notify tenure candidates of their recommendationsUniversity Tenure and Promotion Guidelines
Jan 25CurriculumSpring deadline for submitting course to GECUniversity Curriculum Committee
Jan 31P&TDeans submit tenure materials and recommendations to the Provost
Feb 1EvaluationsDeadline for faculty to add activities to F180Policy 4290

Faculty 180
Feb 15CurriculumDeadline for submitting COURSE changes to be included for summer/fall continuing student registrationCurriculum Management
~Feb 20BudgetExecutive Budget Committee Meeting
~Feb 21BudgetStudent Tuition & Fee Hearing-Lookout Room
Feb 6Fall ScheduleReview 2 openDepartment Deadlines for Schedule of Classes
Feb 16Fall ScheduleReview 2 closed for departments.Department Deadlines for Schedule of Classes
~Feb 28BudgetLocal Budget Templates due to OBP
MarPerformance EvaluationsSubmit faculty evaluation report and any performance plans for faculty members to DeansFaculty 180
MarBudgetProvost requests Salary Recommendations (if funds for salary increases appropriated by the legislature) in March
MarBudgetDeans submit Annual Budget Planning documents to Provost in March
Mar 1Performance EvaluationsSubmit professional staff annual performance evaluations to Human Resource ServicesPerformance Evaluations
Mar 2P&TPresident notifies candidates of promotion and tenure decisionUniversity Tenure and Promotion Guidelines
Mar 15TextbookSubmit summer textbook orders to BookstoreBookstore
Mar 15Performance EvaluationsAnnual performance evaluations due to facultyPolicy 4290
March 31Performance EvaluationsFinal annual performance evaluations due to facultyPolicy 4290
~Mar 31BudgetLast day to submit permanent budget transfers

Last day to submit fiscal year employee actions (e.g. EAFs, PageUp) for any changes to be reflected in Budget Books
AprilSpecial Course FeesDeans submit requests for special course fees for Spring to ProvostSpecial Course or Program Fees
EmeritusSubmit names of retiring faculty to the Provost’s Office for recognition at Spring CommencementApplication for Emeritus Status

Policy 4280
April 1P&TCandidates for promotion and tenure who will apply in Fall next year notify their department chair of their intentionUniversity Tenure and Promotion Guidelines
April 15TextbooksSubmit fall textbook orders to BookstoreBookstore
April 15Performance EvaluationsAnnual faculty evaluations due to the dean
April 15AdjunctsSubmit Letters of Appointment for adjunct faculty teaching summer coursesLetters of Appointment
~April 4Spring ScheduleReview 1 open (final date yet to be determined)Department Deadlines for Schedule of Classes
May 1PARProgram Assessment Reports due in the month of April, by May 1stTypical timeline
MayP&TRequest promotion and tenure letters from external reviewersUniversity Tenure and Promotion Guidelines
June – AugustPARFeedback assembled and provided to departmentsTypical timeline

Suggested Activities by Month

Fall Semester

August

  • Send correspondence to faculty to provide information about scheduled department activities
  • Encourage all new faculty to participate in New Faculty Orientation programs, including adjuncts, lecturers, clinical faculty, research faculty, tenure-track faculty, and so on.
  • 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

  • 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 or course changes (this includes creating a new degree). Communicate with College/School curriculum committee if changes will be forthcoming. 
  • If applicable, discuss feedback and next steps based on PAR results and analysis

October

  • Meet with all faculty periodically to share information, answer questions, troubleshoot issues, etc.
  • Monitor local and grant accounts in addition 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 Showcase usually held in April.. Abstract applications are usually due in February for participation in the Showcase.

November

  • 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 Advising and Academic Enhancement
  • Invite faculty and students to participate in Boise State University’s Legislative Day at the Statehouse in January

December

  • 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.

Spring Semester

January

  • PAR: Depts./programs gather and evaluate evidence of student learning; discuss findings/observations; participate in CTL workshops; seek consultations (as needed); write reports.
  • Check registration totals to make enrollment decisions.
  • Send list of new adjuncts to CTL for inclusion in New Adjunct Orientation.
  • 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.
  • Contact Extended Studies if department is considering idea of developing a new online degree. Process can take 4-5 semesters to move through design and approval activities.
  • Begin performance evaluations for adjunct faculty. See resources here.

February

  • Run Validation Report to verify approved Fall semester course fees.
  • 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

  • Assign faculty to march in Spring Commencement
  • CEC spreadsheets are typically due to the dean between March 1 and May 31

April

  • 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
  • Finish PAR, if applicable

May, June, July

  • Let CTL know who your new adjuncts are
  • Plan summer staffing for administrative assistance, advising, and managing department tasks
  • Notify students if department hours of service will be limited
  • Remind faculty to provide contact information for the summer
  • Take a break!
  • Catch up, plan ahead, re-engage in scholarly activities, etc.
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