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Policy Manual

 

Subject:

Administrative Deadlines

Policy #:

ACAD700

Authorized by:

Associate Dean for Academic Affairs - 7/20/93

Approved by:

Dean of the University - 7/20/93

January:

Begin plans for Fall schedule.

Meet at 8:30 a.m. with Division Heads on course cancellations, etc., Friday of registration week.

1st week

Head of Faculty Organization notifies Peer Review Committee to begin work.

5th

Dean of the University forwards promotion and tenure files and his recommendations to office of Chancellor for University Campuses and Continuing Education.

Revised "Plan for Assessing Institutional Effectiveness" due to Columbia.

2nd week

Peer Review Committee distributes Peer Review Instrument forms to full-time teaching faculty below the rank of professor.

15th

Deadline for student evaluations and grade distributions to Peer Review Committee.

3rd week

Deadline for letters of reappointment/non-reappointment for Division Heads.

Verify that calendar is available in IMS so Division Heads and PEDU coordinator can enter Summer and Fall courses on Master Schedule.?

31st

Complete Policy Manual Review.

February:

Complete plans for Fall and Summer schedules.

Draft of Summer and Fall GRS schedules due.

Submit all budget requests by department heads, division Heads, staff administrators to appropriate deans including justification for all requests.

1st-15th

Current budget: Second revision of revenue projections by business office to reflect exact fall revenues and to reconcile projected spring generated fees with actual revenues.

February 1st week

Reminder: First year faculty termination deadline March 1st.

2nd Tuesday

Rough draft of Summer and Fall schedules entered on Master Schedule.

2nd week

Academic Dean's Secretary notifies Division Heads and PEDU Coordinator to submit Spring II part-time faculty information and full-time faculty teaching overload information to Academic Affairs Office.

3rd week

Deadline for responses from Division Heads for reinstatement/non-reappointment as Division Heads.

4th week

Begin assessment of progress toward academic goals.

March:1st

Notify first year Faculty of termination.

Distribution of next year's budget preparation forms/worksheets to campus deans.

Invite District Two Academic Center Coordinator or Continuing Education Director to discuss Fall Schedule.

1st Tuesday

Proof copy of Summer and Fall schedules to Division Heads and PEDU Coordinator before advisors get schedules.

1st Thurs.

Summer and Fall draft schedules are sent to Advisors.

15th

Remind Division Heads to solicit participation in University 101 May workshop.

March: 4th Monday

Final copy of Summer and Fall schedules back from printer.

4th week

Last call for enrollment in May University 101 workshop.

Division Heads request peer review information from faculty with rank of professor.

Schedule part-time faculty Fall Reception.

April:

Set the agenda for May retreat.

Summer schedule for GRS ready.

1st week

Forms for student evaluation of faculty distributed by Director of Undergraduate Evening Programs, PEDU Coordinator and Division Heads. Office of Academic Affairs distributes forms for student evaluation of faculty for UNIV 101.

Notify faculty of return dates for Fall.

Notification by Division Heads of reappointment or termination for faculty in third semester of appointment.

Peer Review Committee prepares Peer Review Evaluation Form for all continuing full-time teaching faculty below rank of professor. When Peer Review Evaluation Forms are complete, the Peer Review Committee has Administrative Assistant in Academic Affairs office send original Peer Review Evaluation Form to the faculty member, a copy to the Division Head, and keeps a copy in Academic Affairs Office. Peer Review Committee sends the Peer Review Instrument to appropriate Division Head.

Division Heads meet individually with Associate Dean and begin annual evaluation of faculty.

15th

Next year's budget submission from assistant and associate deans due in business office.

April:

Third and final update of current budget reconciling actual versus projected revenues.

3rd week

Division Heads meet together with Associate Dean for Academic Affairs to discuss Peer Review Instrument and Peer Review Evaluation Form as part of the annual administrative evaluation process.

30th

Academic Dean's secretary notifies Division Heads and PEDU Coordinator to submit Summer IA, Summer IB, and Summer II part-time faculty information and full-time faculty teaching or overload information to Academic Affairs Office.

Compilation of budgeted expenditures from associate/assistant deans. First draft of new budget.

May:

Divisions review division goals for current year. Division Heads establish Academic Council goal for upcoming year.

Assessment of annual goals and upcoming issues due to Long Range Planning Committee.

Division Heads and Associate Dean complete Faculty Appraisal Forms for all continuing full-time teaching faculty and forward to Dean's office for filing.

Associate Dean for Academic Affairs notifies faculty of details of workshops for Fall semester.

Division Heads' Retreat: review annual calendar, and set dates for summer meetings of Division Heads.

Budget goes into cash basis.

30th

Revise next year's budget reflecting updated projected revenues from state, projected student fees, and amended projected budgeted expenditures from the deans. Notify Division Heads of revisions.

June:1st

Next year's final budget submitted to USC Columbia.

1st week

Notification of termination for first year faculty in first semester appointment (July 1 deadline).

15th

Planning report due to CHE.

July:

Continue assessment begun in April.

Fall schedule for GRS ready.

1st

Implement new budget. (Meet with Division Heads; Budget Director)

1st to 8/15

Analysis of results of previous year's budget; report of expenditure totals versus budget to all individuals with budgetary responsibilities.

1st

Institutional Effectiveness Report due to CHE.

15th

Begin enrollment process with county high schools for high school contract courses.

Complete Policy Manual Review.

4th Monday

Academic Dean's Secretary notifies Division Heads and PEDU Coordinator submit part-time faculty information and full-time faculty overload information to Academic Affairs office for Fall 16 week and Fall I terms.

August:

Adjust schedule for Fall as needed.

Associate Dean appoints five (5) faculty members to serve as Ethics Committee for 12 month period.

Meet at 8:30 a.m. with Division Heads to discuss course cancellations etc., on Friday of registration week.

Workshops scheduled three days before classes begin. On third day, faculty meet individually with Division Heads on planning.

Review date for Faculty Exchange Program, Venture Fund, etc. (Aug 1 with Division Heads, Aug 31 with faculty).

1st

Part-time/Full-time Faculty Report due to CHE.

Orientations for new faculty arranged.

August:

Deans' Retreat.

Provide Business Office with completed, signed copy of contract for high school courses.

Verify contact person will deliver high school course enrollment forms and applications to Admissions Office.

3rd week

Faculty Organization elects five faculty members for Peer Review Committee.

Reminder: Spring Schedule is to be entered in IMS by September 5.

September:1st week

Full-time faculty submit teaching schedules for Fall term to Academic Affairs office.

Draft of Spring schedule for GRS.

2nd week

Associate Dean for Academic Affairs appoints faculty representative and student representative to Distinguished Teacher of the Year Committee.

15th

Faculty submit choice of evaluation forms to Peer Review Committee.

Division Heads meet with division to begin divisional goal-setting in response to Long Range Planning goals setting for next academic year.

15th-30th

Current budget: First revision of revenue projections by business office to reflect exact summer revenues and to reconcile projected fall/fall I generated income with actual revenues.

4th week

Proof copy of Spring schedule to Division

Heads and PEDU Coordinator before advisors get schedules.

October:

Planning meetings with faculty concerning promotion and tenure being completed before October 15.

1st Friday

Honors & Awards Convocation.

1st week

Academic Dean's secretary notifies Division Heads and PEDU Coordinator to submit part-time faculty information and full-time faculty overload information for Fall II term to Academic Affairs office.

October:15th

Faculty members seeking promotion/tenure submit letters of intent to immediate supervisor.

Remind Division Heads to solicit participation in University 101 January workshop.

4th week

Division Heads and Associate Dean for Academic Affairs meet to discuss growth plans for the campus and need for new faculty.

4th week

Last call for enrollment in January University 101 workshop.

Faculty exchange forms due.

November:

Complete discussion of academic goals.

Forward the resulting goals to the Academic Dean and to the Long Range Planning Committee.

Division Heads and Associate Dean meet with Director of Advisement & Counseling Center to discuss scheduling matters and processes relevant to all of us.

1st Monday

Final copy of Spring schedule from printer.

1st

Division Heads submit justification for new faculty positions to Associate Dean for Academic Affairs.

7th

Division Heads submit letters of support/non-support for faculty members' requests for promotion/tenure to Associate Dean for Academic Affairs.

Associate Dean for Academic Affairs writes letters of support/non-support and includes in faculty members' promotion and tenure files.

14th

Associate Dean for Academic Affairs makes available to each member of Promotion and Tenure Committee files on faculty members seeking promotion/tenure.

Associate Dean for Academic Affairs submits requests for new faculty positions to the Dean.

November:30th

Final deadline for next year's goals due to Long Range Planning Committee.

Academic Dean's secretary notifies Division Heads and PEDU Coordinator to submit Spring 16 week and Spring I part-time faculty information and full-time faculty overload information to Academic Affairs office.

December:

Review plan for assessing institutional effectiveness, due at CHE in January.

Forms for student evaluation of faculty distributed by Director of Undergraduate Evening Programs, PEDU Coordinator, and Division Heads. Office of Academic Affairs distributes forms for student evaluation of faculty for UNIV 101. (May be done earlier in the semester.)

1st Tuesday

Rough draft of Summer schedule due for distribution to transient students.

1st Thurs.

Meeting to refine rough draft of Summer schedule.

7th

Local Promotion and Tenure Committee forwards all files with its recommendations to Dean of the University and notifies faculty members of its decisions in writing.

15th

Notification of or termination for faculty in third semester of appointment (December 15 deadline for faculty who start in January).

2nd Tuesday

Tentative version of Summer schedule ready for publication in flyer form. Discuss tentative rough draft of Fall Schedule.

CALENDAR FOR INCOMING FACULTY ORGANIZATION CHAIR

January:1st week

Head of Faculty Organization notifies Peer Review Committee to begin work.

2nd week

Peer Review Committee distributes Peer Review Instrument forms to full-time teaching faculty below the rank of professor.

15th

Deadline for student evaluations and grade distribution to Peer Review Committee.

February:1st week

Nomination process for Governor's Professor of the Year should begin.

4th week

Begin assessment of progress toward faculty organization goals.

April:1st week

Peer Review Committee prepares Peer Review Evaluation Form for all continuing full-time teaching faculty below the rank of professor. When Peer Review Evaluation Forms are complete, the Peer Review Committee has Administrative Assistant in Academic Affairs office send original Peer Review Evaluation Form to the faculty member, a copy to the Division Head, and keeps a copy in Academic Affairs Office. Peer Review Committee sends the Peer Review Instrument to appropriate Division Head.

May:

Preliminary assessment of annual goals and upcoming issues due to Long Range Planning Committee.

June: 30th

Deadline to submit Governor's Professor of the Year nomination information to CHE.

July:

Continue assessment begun in April.

August:3rd week

Faculty return for Faculty workshops and first Faculty Organization meeting.

Faculty Organization elects five faculty members for Peer Review Committee.

September:15th

Faculty submit choice of evaluation forms to Peer Review Committee.

30th

Final deadline for completed assessment of previous goals and revisions of current goals due to Long Range Planning Committee.

October:1st Fri.

Honors & Awards Convocation.

November:30th

Final deadline for next year's goals due to Long Range Planning Committee.

December:7th

Local Promotion and Tenure Committee forwards all files with its recommendations to Dean of the University and notifies faculty members of its decisions in writing.

PRODUCTION OF MASTER SCHEDULE

FEB 2nd Tues.

Rough draft of Summer and Fall schedule entered on Master Schedule.

MAR 1st Tues.

Proof copy of Summer and Fall schedules to Division Heads and PEDU Coordinator before advisors get schedules.

4th Mon.

Final copy of Summer and Fall schedules back from printer.

SEPT

Spring schedule entered in IMS by September 5th.?

4th week

Proof copy of Spring schedule to Division Heads and PEDU Coordinator before advisors get schedules.

NOV 1st Mon.

Final copy of Spring schedule from printer.

DEC 1st Tues.

Rough draft of Summer schedule due for distribution to transient students.

1st Thurs.

Meeting to refine rough draft of Summer schedule.

2nd Tues.

Tentative version of Summer schedule ready for publication in flyer form. Discuss tentative rough draft of Fall schedule.

Administrative Assistant to Academic Affairs inputs information on UNIV courses for Fall, Spring, and Summer schedule.