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CLAS Chairs Calendar 2024-25

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.

View selected resources for chairs

January

Winter term begins (see academic year calendar)

Annual chair performance review process starts

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

  • Conflict of interest forms are sent by BOG to any employee with job duties necessitating them.

Consulting reports

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

Assistant/associate/full professor of teaching non-renewals

February

CLAS Faculty Assembly

Course scheduling

  • Corrected fall term schedule due in early February.

Faculty selective salary process

  • Departments receive instructions from CLAS
  • See selective salary.
  • Convene departmental salary committee and score faculty performance.
  • Contact: Associate dean for faculty affairs

Early Academic Assessment (EAA)

March

Academic staff selective salary process

  • Announcement of process by associate dean.
  • See selective salary.
  • 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, article XX.C.
  • Contact: Associate dean for faculty affairs

Annual performance reviews/evaluations

CLAS elections

CLAS Faculty Assembly

Final exams (winter term)

Assistant/associate professor of teaching renewals

  • Send requests for assistant/associate/full professor of teaching renewals to CLAS.
  • Contact: Debbie McCreless

Part-time instructor appointments and class cancelations/reassignments for spring-summer and summer

  • By Apr. 1, notify 70% of part-time instructors of reappointment, reduced appointment, or non-reappointment for spring-summer 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.I.3.
  • 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.I.4.
  • 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.I.2.
  • Notify any part-time instructor whose workload is reduced because of cancelations or reassignments. The notifications should follow the requirements described in article XVI.H. 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.

Part-time instructor appointments for fall

  • By Apr. 30, notify 70% of part-time instructors of reappointment, reduced appointment or non-reappointment for fall term.

Promotion and tenure process (includes teaching faculty)

Student Evaluation of Teaching (SET)

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, article 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

Hiring requests

  • The associate dean for faculty affairs will send out a call to departments for new faculty hiring requests.
  • Hiring requests should be brief and data-driven with estimates of the expected salary and start-up costs associated with the faculty hire.

Course scheduling

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

Final exams

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

Student Evaluation of Teaching (SET)

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

August

Annual performance reviews/evaluations

  •  
  • Final assessments due in Cornerstone for Staff Association
  • Final assessments due in PDF forms for P&A
  • 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

Part-time instructor appointments and class cancelations/reassignments for fall

  • 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.I.3.
  • 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.I.4.
  • 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.I.2.
  • Notify any part-time instructor whose workload is reduced because of cancelations or reassignments. The notifications should follow the requirements described in article XVI.H. 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

Provost approved new hires announced

  • The slate of new hires approved by the Office of the Provost is distributed to schools/colleges. Chairs in departments receiving authorization for a new hire will receive notification from the dean.
  • For departments that have been approved to hire new faculty in the current academic year, review the procedures under the CLAS HR tools section on the departmental chair resources page.
  • Chairs must meet with the associate dean for faculty affairs to discuss the procedures and expectations.
  • Any hire approved by the dean beyond those hires pre-approves by the Office of the Provost must be approved by the Financial Operating Committee (FOC) via the Academic Hiring Request in SmartPath.

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)

Promotion and tenure (includes teaching faculty) (may not be applicable for all units)

  • 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 for 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

CLAS award nominations

Spreadsheet of deadlines for various CLAS award nominations will be sent via email in mid-October. Late award additions may also be announced via email.

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

November

Academic staff professional development release time applications

Course scheduling

  • Corrected spring-summer term schedule due in early November.

Promotion and tenure process (includes teaching faculty)

Sabbatical applications

Student Evaluation of Teaching (SET)

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 the Dean’s Office prior to submission to the Office of the Provost.

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

Part-time instructor appointments and class cancelations/reassignments for winter

  • 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.I.3.
  • 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.I.4.
  • 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.I.2.
  • Notify any part-time instructor whose workload is reduced because of cancelations or reassignments. The notifications should follow the requirements described in article XVI.H. of the contract.
  • Make sure you are complying with the contract's requirements concernin employee rights described in article VII of the contract.
  • See WSU/Union of Part-Time Faculty Contract.

Selected resources for chairs

A

Academic personnel templates and instructions

Academic year calendar

Accreditation and academic program review

Administrative Policies and Procedures Manual (aka APPM)

Awards honors and grants

C

CLAS bylaws

CLAS grant resources

CLAS policies and procedures

Commencement

Counseling and Psychological Services (CAPS)

D

Directory: WSU Online People Search

E

Early Academic Assessment (EAA)

F

Final exam schedule and principles governing final exam schedule

G

Grade appeals procedures

I

Instructional process (grades, office hours, exam schedule, commencement) (*on each page, scroll down and select "Obligations to the Instructional Process")

N

New course and program proposal forms

O

Office of International Students and Scholars

Ombuds Office

P

President's Award for Excellence in Teaching

Promotion and tenure procedures

R

Registrar

Registration calendar

S

Sexual Assault Policy

STARS (Student Tracking Advising Retention System)

Student Code of Conduct

Student Evaluation of Teaching (SET)

Study abroad and global programs

T

Teaching policies

U

University policies and manuals

W

Workplace Violence Policy

WSU Faculty and Academic Staff Bulletin

WSU/AAUP-AFT Contract

WSU Academic Bulletins

WSU/Union of Part-Time Faculty Contract