CLAS Chairs Calendar 2023-24

This is an overview of important events and action items needing the attention of the departmental chair over the course of a year. The list is not exhaustive, and the timing, which may vary from year to year, is approximate. The calendar can serve as a guide for planning and for anticipating deadlines and the requests that will be coming from the college and the university. If no specific contact person is designated, contact the appropriate associate dean with questions.

January
February
March
April
May
June
July
August
September
October
November
December

View selected resources for chairs

January

Winter term begins (see academic year calendar)

Annual chair performance review process starts

Chairs write narrative of accomplishments for Chairs' Performance Evaluation.
Contact: Rob Miller, HR Region-A.

Employment Security Status (ESS) and promotion of academic staff

Applications with all required materials due to CLAS (mid-January).
See promotion and tenure procedures.
Contact: Associate dean for undergraduate studies.

Winter term census date for enrollments (tenth day of classes)

Conflict of interest forms

Collect faculty conflict of interest forms and return to Caroline Brzuchowski.

Consulting reports

Faculty consulting reports for previous calendar year are now submitted via online form.

Assistant/associate/full professor of teaching non-renewals

Send non-renewal notices for each assistant/associate/full professor of teaching who has a contract expiring in May of this year.
Contact: Debbie McCreless and inform associate dean of faculty affairs.
See WSU/AAUP-AFT Contract, XX.D.

Part-time instructor appointments and class cancelations/reassignments

Try to cancel or reassign classes earlier than within one week of the beginning of the semester for PTF 2s and higher to avoid a penalty of 15% of the part-timer’s salary if no replacement assignment is available. See article XVI.H.2.
Try to cancel or reassign classes earlier than within one week of the beginning of the semester for PTF 1 to avoid a penalty of 10% of the part-timer’s salary if no replacement assignment is available. See article XVI.H.3.
Cancel or reassign classes by the first day of class to avoid a penalty of 25% of part-time instructor’s salary. See article XVI.H.1.
Notify any part-time instructor whose workload is reduced because of cancelations or reassignments. The notifications should follow the requirements described in article XVI.I. of the contract.
Make sure you are complying with the contract's requirements concerning Employee Rights described in article VII of the contract.
See WSU/union of part-time faculty contract.

February

CLAS Faculty Assembly

Course scheduling

Corrected fall term schedule due in early February.

Faculty selective salary process

Departments receive instructions from CLAS.
Collect updated Professional Records (i.e., CVs), three-year summary information and longitudinal SETS from faculty.
Convene departmental salary committee.

Early Academic Assessment (EAA)

EAA grading by faculty via Academica (third through sixth weeks of class).
See Early Academic Assessment program information.
Contact: Associate dean for undergraduate studies.

March

Academic staff selective salary process

Announcement of process by associate dean.
See Selective Salary Procedures.
Contact: Associate dean for undergraduate studies.

Annual performance reviews/evaluations

Final assessments due in WaynePM for research assistants, post-doc, non-represented employees and Narrative on Chairs' Accomplishments for Chairs Annual Performance Evaluation.
Contact: Rob Miller, HR Region-A.

CLAS elections

Nominations due to Caroline Brzuchowski.

Faculty selective salary materials due to CLAS Dean's Office

Student Services Fee Support Request

Applications due.

April

Annual reviews: Faculty

Begin conducting annual faculty reviews for all represented faculty on term appointments. (This process is separate from the Selective Salary Process.).
See WSU/AAUP-AFT Contract, XX.C.
Contact: Associate dean of faculty affairs.

Annual performance reviews/evaluations

Planning due in WaynePM for P&A and Staff Association.
Contact: Rob Miller, HR Region-A.

CLAS elections

CLAS Faculty Assembly

Final exams (winter term)

See academic year calendar.
See final exam schedule.

Assistant/associate professor of teaching renewals

Send requests for asst/assoc/full professor of teaching renewals to CLAS.
Contact: Debbie McCreless.

Part-time instructor appointments

By Apr. 1, notify 70% of part-time instructors of reappointment, reduced appointment, or non-reappointment for spring-summer term.
By Apr. 30, notify 70% of part-time instructors of reappointment, reduced appointment, or non-reappointment for fall term.
Try to cancel or reassign classes earlier than within one week of the beginning of the spring-summer semester for PTF 2s and higher to avoid a penalty of 15% of the part-timer's salary if no replacement assignment is available. See Article XVI.H.2.
Try to cancel or reassign classes earlier than within one week of the beginning of the spring-summer semester for PTF 1 to avoid a penalty of 10% of the part-timer's salary if no replacement assignment is available. See Article XVI.H.3..
Cancel or reassign classes by the first day of class to avoid a penalty of 25% of the part-time instructor's salary. See Article XVI.H.1.
Notify any part-time instructor whose workload is reduced because of cancelations or reassignments. The notifications should follow the requirements described in article XVI.I. of the contract.
Make sure you are complying with the contract's requirements concerning Employee Rights described in article VII of the contract.
See WSU/Union of Part-Time Faculty Contact.

Promotion and tenure process (includes teaching faculty)

Solicit external evaluators for P&T candidates. (Recommended timing for this phase so that evaluators can be lined up before the summer, provided with candidates' materials, and given sufficient time to provide timely evaluations).
Send candidate's P&T materials to external evaluators. (Recommended timing for this phase so evaluators have sufficient time to submit their reports punctually).
See Promotion and Tenure Procedures and Factors for Faculty.
See above:
- For tenure-track (TT) faculty: Guidelines for Promotion and Tenure Packets.
- TT, research and clinical faculty: External Evaluator Template.
- For non-tenure-track (NTT) faculty: Guidelines for NTT Promotion Packets .
- NTT faculty: Evaluator Template (DOC).
Contact: Associate dean of faculty affairs.

Student Evaluation of Teaching (SET)

SET forms for each course available for pick up from Testing, Evaluation and Research Services.
Distribute SET forms to teaching staff.
See WSU/AAUP-AFT Contract XXIX.

Tenure-track non-renewals

Notify CLAS of non-renewals of tenure-track faculty - i.e., of intent not to renew tenure-track faculty on term appointments expiring between May and August of the next academic year.
See WSU/AAUP-AFT Contract, XX.D.

Tenure-track renewals

Send renewal packets to CLAS for tenure-track faculty whose term contracts expire in May.
Contact: Debbie McCreless.

May

Annual performance review process

CLAS requests Annual Performance Reviews for Staff Association, P & A, research assistants, post-doc and non-represented employees.
Contact: Rob Miller, HR Region-A.

Academic staff selective salary materials due

Files due in Dean's Office mid-month.
Contact: Associate dean for undergraduate studies.

Commencement (see academic year calendar)

Spring/summer term begins (see academic year calendar)

Spring session classes begin (early May).
Spring-summer session classes begin (early May).

University year appointments end (see academic year calendar)

June

Annual faculty reviews due to the Dean's Office mid-June

Course scheduling

Revised rollover schedule for next winter term due in early June.

Final exams

Late June: Spring session exams.
See academic year calendar.
See final exam schedule.

Summer session classes begin in early June (see academic year calendar)

Student Evaluation of Teaching (SET)

SET forms for each course available for pick up from Testing, Evaluation and Research Services.
Distribute SET forms to teaching staff.
See WSU/AAUP-AFT Contract, XXIX.

July

Budget management

University announces deadlines for purchase requisitions and other transactions for the current fiscal year ending Sept. 30.
Review budget balance(s), outstanding commitments, and plan for year-end expenditures.
Contact: Marcus Wolf.

Annual performance reviews/evaluations

Planning due in WaynePM for non-represented employees.
Contact: Rob Miller, HR Region-A.

August

Annual performance reviews/evaluations

Final assessments due in WaynePM for P&A and Staff Association.
Contact: Rob Miller, HR Region-A.

Course scheduling

Corrected winter term schedule due in early August.

Fall term begins (see academic year calendar)

Final exams

Early August: Spring-summer session exams.
Late August: Summer session exams.
See academic year calendar.
See final exam schedule.

Low productivity degree program review

Responses due to CLAS in early August.

Part-time instructor appointments and class cancelations/reassignments

Try to cancel or reassign classes earlier than within one week of the beginning of the semester for PTF 2s and higher to avoid a penalty of 15% of the part-timer's salary if no replacement assignment is available. See Article XVI.H.2.
Try to cancel or reassign classes earlier than within one week of the beginning of the semester for PTF 1 to avoid a penalty of 10% of the part-timer's salary if no replacement assignment is available. See Article XVI.H.3.
Cancel or reassign classes by the first day of class to avoid a penalty of 25% of part-time instructor's salary. See Article XVI.H.1.
Notify any part-time instructor whose workload is reduced because of cancelations or reassignments. The notifications should follow the requirements described in Article XVI.I. of the contract.
Make sure you are complying with the contract's requirements concerning employee rights described in Article VII of the contract.
See WSU/Union of Part-Time Faculty Contract.

University year appointments begin (see academic year calendar)

September

Article XXX Committees

Nominations due to CLAS.

CLAS Teaching Award Competition announced to chairs and directors

Notice from associate dean goes out in September, with deadline for submissions in mid-October.
Awards announced in December.
Contact: Associate dean of undergraduate studies.

Course scheduling

Revised rollover schedule for next spring-summer term due in mid-September.

UPTF course pools

Email from provost > college > chairs in mid-September.
Due to CLAS/provost in mid/end of October.

Fall term census date for enrollments (tenth day of classes). Fiscal year ends Sept. 30

Early Academic Assessment (EAA)

EAA grading by faculty via Academica (third through sixth weeks of class).
See Early Academic Assessment program information.
Contact: Associate dean for undergraduate studies.

Promotion and tenure (includes teaching faculty)

Advise faculty coming up for tenure or promotion in the next academic year about timelines for preparing and submitting their P&T materials to the department. (CV and publications, for instance, should be prepared in time for them to be sent to external evaluators in spring-early summer).
Contact: Associate dean of faculty affairs.

October

Academic staff promotion and ESS

Notice from provost to deans announcing process for coming year; sent to chairs by associate dean.
Contact: Associate dean for undergraduate studies.

Bulletin copy

Course Records sends departments instructions for preparing copy for update of both Graduate and Undergraduate Bulletin.

CLAS Faculty Assembly

CLAS Teaching Award nominations due

Contact: Associate dean of undergraduate studies.

New fiscal year begins Oct. 1

Spreadsheet of deadlines for various CLAS award nominations will be sent via email in mid-October

Awards from the Academy of Scholars and CLAS Teaching Awards should be forwarded to associate dean of undergraduate studies for approval.
Awards from the Graduate School and Humanities Center should be forwarded to associate dean of faculty affairs and graduate studies.
Awards from OVPR and Office of Provost should be forwarded to associate dean of research.

November

Academic Staff Professional Development Release Time Applications

Applications due to CLAS in mid-November.
See Academic Staff Professional Development Release Time.
Contact: Associate dean for undergraduate studies.

Course scheduling

Corrected spring-summer term schedule due in early November.

Promotion and tenure process (includes teaching faculty)

Applications with all required materials due to CLAS by mid-November.
See promotion and tenure procedures.
Contact: Associate dean of faculty affairs.

Sabbatical applications

Applications due to CLAS in mid-November.
See sabbatical leave of absence.
Contact: Associate dean of faculty affairs.

Student Evaluation of Teaching (SET)

SET forms for each course available for pick up from Testing, Evaluation and Research Services.
Distribute SET forms to teaching staff.
See WSU/AAUP-AFT Contract, XXIX.

December

Academic program review

Self-study from departments undergoing academic program review due Dec. 1 in CLAS (seven-year review cycle).

Course material fees

Submit changes or new requests via the CourseLeaf portal by Dec. 1.
All requests must be reviewed by Dean’s Office prior to submission to Provost’s Office.

Bulletin copy

Revised department bulletin copy for both Graduate and Undergraduate Bulletin due to CLAS in mid-December

CLAS Faculty Assembly

Commencement course scheduling

Revised rollover schedule for next fall term due in early December.

Final exams

See academic year calendar.
See final exam schedule.

Part-time instructor appointments for winter semester

By Dec. 5, notify at least 70% of part-time instructors of reappointment, reduced appointment or non-reappointment for winter term.
Try to cancel or reassign classes earlier than within one week of the beginning of the semester for PTF 2s and higher to avoid a penalty of 15% of the part-timer’s salary if no replacement assignment is available. See article XVI.H.2.
Try to cancel or reassign classes earlier than within one week of the beginning of the semester for PTF 1 to avoid a penalty of 10% of the part-timer’s salary if no replacement assignment is available. See article XVI.H.3.
Cancel or reassign classes by the first day of class to avoid a penalty of 25% of part-time instructor’s salary. See article XVI.H.1.
Notify any part-time instructor whose workload is reduced because of cancelations or reassignments. The notifications should follow the requirements described in article XVI.I. of the contract.
Make sure you are complying with the contract's requirements concerning employee rights described in article VII of the contract.
See WSU/union of part-time faculty contract.