WORKING CALENDAR
2016– 2017
Published by
Office of Institutional Research, Planning, and Institutional Effectiveness
Piedmont Virginia Community College
June 15, 2016
TABLE OF CONTENTS
INTRODUCTION 4
SECTION I - MONTHLY CALENDAR 5
July 2016 6
August 2016 7
September 2016 8
October 2016 9
November 2016 10
December 2016 11
January 2017 12
February 2017 15
March 2017 17
April 2017 19
May 2017 21
June 2017 23
SECTION II - CALENDAR OF ACTIVITIES 25
Academic Calendar 26
Administrative & Professional Faculty Evaluations 27
Administrative & Professional Faculty Promotions 28
Administrative and Professional Faculty Rewards 29
Administrative and Professional Faculty Recognitions 30
Appointment, Rank, and Salary Proposals 31
Awards & Recognitions 32
Classified Staff Performance Evaluations 33
Curriculum Advisory Committees 34
Faculty Educational/Sabbatical Leave 35
Faculty Evaluations 36
Faculty Recognitions 37
Faculty Rewards 38
General 39
Institutional Research Studies 40
Local Funds/Auxiliary Enterprise 41
Localities Budget 42
Promotions (Teaching Faculty) 43
Promotions (Teaching Faculty) (cont’d) 44
Promotions (Teaching Faculty) (cont’d) 45
Organizational Charts 46
Physical Inventory 47
Shared Governance 48
Substantive Change Review of Distance Learning and Off Campus Sites 49
Textbook Selection 50
Working Calendar 51
INTRODUCTION
The working calendar is one element of Piedmont Virginia Community College’s planning process. It is an annual short-range planning and management tool for important tasks at the college. Twenty major task categories have been identified and for each one key dates and activities are listed. In cases where PVCC administrators are responsible for initiating an activity, they are also listed by abbreviated title. Lead office for each major task category is given in the following table:
Major Task Category / Lead OfficeShared Governance / Assistant to the President
Physical Inventory / Business Manager
Institutional Research Studies / Director IRPIE
Substantive Change Review of Distance Learning and Off Campus Sites / Director IRPIE
Working Calendar / Director IRPIE
Awards & Recognitions / Director of HR
Classified Staff Performance Evaluations / Director of HR
General / Director of HR
Promotions (Teaching Faculty) / Director of HR
Organizational Charts / Director of HR
Academic Calendar / Vice President for Instruction & Student Services
Admin. & Prof. Faculty Evaluations / Vice President for Instruction & Student Services
Admin. & Prof. Faculty Promotions / Vice President for Instruction & Student Services
Admin. & Prof. Faculty Recognitions / Vice President for Instruction & Student Services
Admin. & Prof. Faculty Rewards / Vice President for Instruction & Student Services
Curriculum Advisory Committees / Vice President for Instruction & Student Services
Faculty Educational/Sabbatical Leave / Vice President for Instruction & Student Services
Faculty Recognitions / Vice President for Instruction & Student Services
Faculty Rewards / Vice President for Instruction & Student Services
Textbook Selection / Vice President for Instruction & Student Services
Appointment, Rank, and Salary Proposals / Vice President, Finance & Administrative Services
Local Funds/Auxiliary Enterprise / Vice President, Finance & Administrative Services
Localities Budget / Vice President, Finance & Administrative Services
The working calendar is divided into two sections. The first displays all activities in chronological (date) order. This section is useful for reviewing key events and tasks during any particular period of time. The second section displays all major task categories in alphabetical order. Under each task, activities are shown in chronological order. This section is useful for reviewing particular tasks and what is involved in accomplishing them.
All dates in the working calendar are “working” dates established primarily for planning purposes and are subject to modification based upon external constraints.
The working calendar is maintained and published annually by the Office of Institutional Research, Planning, and Institutional Effectiveness.
NOTE: The following abbreviations are used in this working calendar:
VP/FAS Vice President for Finance and Administrative Services
VP/ISS Vice President for Instruction and Student Services
D/IRPIE Director of Institutional Research, Planning, and Institutional Effectiveness
SECTION I - MONTHLY CALENDAR
Monthly Calendar
July 2016
DATE ACTIVITY
Monday, July 25, 2016 Institutional Research Studies
D/IRPIE presents to president's staff findings requiring action in 2016-2017 unit plans.
Monday, July 25, 2016 Institutional Research Studies
President's staff discusses possible research needs for 2016-2017.
Monthly Calendar
August 2016
DATE ACTIVITY
Monday, August 01, 2016 Shared Governance
President distributes to all faculty and staff a list of all standing and ad hoc committees.
Monday, August 01, 2016 Admin. & Prof. Faculty Evaluations
Deadline for completed performance evaluations for 2015-2016 (based on current system)
Monday, August 01, 2016 Admin. & Prof. Faculty Evaluations
Establish annual performance objectives for faculty (for next performance cycle 2016-2017)
Wednesday, August 03, 2016 Classified Staff Performance Evaluations
Human Resources Officer notifies supervisors of upcoming classified staff evaluations, which must be completed between August 6 and October 30.
Wednesday, August 03, 2016 Classified Staff Performance Evaluations
Supervisors begin scheduling evaluations and holding conferences with classified staff.
Monday, August 15, 2016 Admin. & Prof. Faculty Evaluations
Performance evaluations provided to Human Resources Office.
Tuesday, August 16, 2016 General
Nine-month faculty contract period for the academic year begins.
Tuesday, August 16, 2016 Awards & Recognitions
Service Awards presented at Fall Convocation.
Tuesday, August 16, 2016 Promotions (Teaching Faculty)
At division meetings held during fall convocation week, divisions determine representation on the Promotions (Teaching Faculty) Committee.
Monthly Calendar
September 2016
DATE ACTIVITY
Monday, September 05, 2016 General
Labor Day – No classes/Offices are closed.
Tuesday, September 06, 2016 Institutional Research Studies
D/IRPIE presents written list of research projects compiled from earlier president's staff meeting, and president's staff discusses project, then prioritizes, taking into account resource and other issues.
Tuesday, September 06, 2016 Academic Calendar
VP/ISS plans, develops, and revises the college's academic calendar for 2018-2019.
Wednesday, September 14, 2016 Shared Governance
Vice Presidents fill student vacancies in standing committees.
Thursday, September 22, 2016 Academic Calendar
VP/ISS submits 2018-2019 academic calendar to C & I Committee for discussion and approval.
Monday, September 26, 2016 Substantive Change Review of Distance Learning and Off Campus Sites
VP ISS and IRPIE offices review distance learning and all course offerings for next spring and determine impact on programs not previously reported to SACS.
Monthly Calendar
October 2016
DATE ACTIVITY
Monday, October 03, 2016 Promotions (Teaching Faculty)
Human Resources Officer prepares list of faculty including current appointments and ranks. List forwarded to VPISS and deans/unit supervisors to determine eligibility for new promotions.
Monday, October 10, 2016 General
Fall Break (no classes October 10 through October 11, 2016).
Friday, October 14, 2016 Textbook Selection
Deadline for Spring Semester textbook selection.
Monday, October 17, 2016 Academic Calendar
VP/ISS submits academic calendars for next two years to President's Staff for approval. After approval, calendars published as appropriate.
Thursday, October 21, 2016 Admin. & Prof. Faculty Promotions
President informs faculty of (1) intent to appoint ad hoc committee, (2) impending election of non-administrative faculty members, and (3) need for administrative faculty to maintain professional development files.
Friday, October 21, 2016 Classified Staff Performance Evaluations
Deadline for submission of completed classified staff evaluations to Human Resources.
Monday, October 24, 2016 Promotions (Teaching Faculty)
President informs faculty of (1) intent to appoint Promotions (Teaching Faculty) Committee, (2) impending election of divisional representatives, and (3) need for faculty to maintain professional development files.
Monthly Calendar
November 2016
DATE ACTIVITY
Friday, November 04, 2016 Organizational Charts
Human Resources Office reminds President's Staff that organizational charts should be revised to reflect the current organization of the college for submission to the VCCS in January and asks that revisions/additions be submitted to Human Resources Officer.
Monday, November 14, 2016 Faculty Educational/Sabbatical Leave
President announces educational leaves and sabbatical openings for the following year.
Friday, November 18, 2016 Promotions (Teaching Faculty)
Deans/supervisors notify, in writing, all faculty eligible for promotion. Supervisors inform eligible faculty to update professional files and review their personnel files.
Monday, November 21, 2016 Physical Inventory
Business Office returns revised inventories to supervisors.
Wednesday, November 23, 2016 General
Thanksgiving Break (begins on November 23 and runs through November 25, 2016)
Monthly Calendar
December 2016
DATE ACTIVITY
Friday, December 01, 2016 Faculty Evaluations
Performance evaluations provided to Professional and Administrative Faculty by supervisor (based on current system)
Friday, December 01, 2016 Faculty Evaluations
Establish annual performance objectives for professional faculty (for next performance cycle 2017)
Friday, December 01, 2016 Admin. & Prof. Faculty Evaluations
Performance appraisals provided to Professional and Administrative Faculty by supervisor (based on current system)
Friday, December 02, 2016 Localities Budget
VP/FAS prepares estimates of budgets for localities using the appropriate formula.
Tuesday, December 06, 2016 Institutional Research Studies
D/IRPIE presents to president's staff preliminary report on research projects.
Friday, December 23, 2016 General
HOLIDAY (Christmas and New Year’s Week) - Break December 23 through December 30, 2016.
Monthly Calendar
January 2017
DATE ACTIVITY
Friday, January 06, 2017 Shared Governance
President distributes to all faculty and staff addendum list of all standing and ad hoc committees.
Friday, January 06, 2017 Organizational Charts
Human Resources Officer submits current organizational charts to the VCCS.
Monday, January 9, 2017 Spring classes begin
Monday, January 9, 2017 Promotions (Teaching Faculty)
Eligible faculty submit letters to dean/supervisor requesting consideration for promotion.
Wednesday, January 11, 2016 Promotions (Teaching Faculty)
Deans forward to VPISS lists of eligible faculty who wish to be considered for promotion. Faculty requests for consideration should accompany lists.
Friday, January 13, 2017 Promotions (Teaching Faculty)
VP/ISS forwards letter to Human Resources Office listing all eligible faculty for promotion.
Monday, January 16, 2017 Faculty Evaluations
Completed performance appraisals provided to HR office
Monday, January 16, 2017 General
HOLIDAY (Martin Luther King Day).
Tuesday, January 17, 2017 Promotions (Teaching Faculty)
President establishes ad hoc committee on Promotions (Teaching Faculty).
Monthly Calendar
January 2017 (cont’d)
DATE ACTIVITY
Wednesday, January 18, 2017 Physical Inventory
Business Office sends supervisors notice for physical inventory.
Friday, January 20, 2017 Promotions (Teaching Faculty)
Deans/supervisors forward eligible faculty members' portfolios and professional files to Human Resources Office to be placed with personnel file. Deans forward recommendations to VPISS.
Friday, January 20, 2017 Promotions (Teaching Faculty)
DEADLINE for consideration of promotion portfolios due in deans' / supervisors' offices.
Friday, January 20, 2017 Promotions (Teaching Faculty)
VP/ISS forwards faculty member requests for consideration, supervisor recommendations, and criteria forms to the Human Resources Office.
Monday, January 23, 2017 Admin. & Prof. Faculty Promotions
Supervisors contact administrative faculty eligible for promotion.
Tuesday, January 24, 2017 Promotions (Teaching Faculty)
Human Resources sends faculty personnel/professional files to President’s Office for committee review. Files (in storage box) include state application, resume, official transcripts, and letters of recommendation, evaluations, and all appointment forms.
Tuesday, January 24, 2017 Faculty Educational/Sabbatical Leave
DEADLINE for both teaching and administrative faculty to submit formal applications for educational leave or sabbaticals.
Wednesday, January 25, 2017 Curriculum Advisory Committees
VP/ISS notifies instructional divisions to nominate new and continuing members for three-year terms.
Monthly Calendar
January 2017 (cont’d)
DATE ACTIVITY
Friday, January 27, 2017 Localities Budget
VP/FAS responds to localities as requests for budgets are received.
Friday, January 27, 2017 Admin. & Prof. Faculty Promotions
DEADLINE for claiming eligibility for or requesting removal from consideration for promotion.
Monday, January 30, 2017 Admin. & Prof. Faculty Promotions
If qualified administrative faculty candidates seek promotion, President establishes ad hoc committee on administrative faculty promotions. DATE MAY VARY AND COMMITTEE MAY BE APPOINTED EARLIER.
Monday, January 30, 2017 Faculty Educational/Sabbatical Leave
VP/ISS appoints ad hoc committee for eligible teaching faculty candidates for educational leave or sabbaticals (see Faculty Handbook, Section 8).
Monthly Calendar
February 2017
DATE ACTIVITY
Wednesday, February 01, 2017 Faculty Educational/Sabbatical Leave
President appoints ad hoc committee for eligible administrative faculty candidates for educational leave or sabbaticals.
Wednesday, February 01, 2017 Prof. & Admin. Faculty Evaluations
Mid-year review
Friday, February 10, 2017 Local Funds/Auxiliary Enterprise
DUE DATE: Budget requests for local funds budgets submitted to VP/FAS.
Friday, February 10, 2017 Admin. & Prof. Faculty Promotions
Supervisors submit recommendations to President concerning administrative faculty promotions.
Monday, February 13, 2017 Admin. & Prof Faculty Rewards
Vice President of Instruction and Student Services solicits nominations for faculty rewards
Monday, February 13, 2017 Faculty Rewards
Vice President of Instruction and Student Services solicits nominations for faculty rewards
Monday, February 13, 2017 Faculty Educational/Sabbatical Leave
Ad hoc committee considering educational leave and sabbaticals for teaching faculty makes recommendations to VP/ISS.
Monday, February 13, 2017 Local Funds/Auxiliary Enterprise
VP/FAS prepares and distributes expected revenues to budget users.
Friday, February 17, 2017 Admin. & Prof. Faculty Promotions
President refers recommendations to ad hoc committee.
Friday, February 17, 2017 Faculty Educational/Sabbatical Leave
Ad hoc committee considering educational leave and sabbaticals for administrative faculty makes recommendations to President.
Monthly Calendar
February 2017 (cont’d)
DATE ACTIVITY
Monday, February 20, 2017 Organizational Charts
Organizational charts approved by the president and added to the files of the FACULTY HANDBOOK, the CLASSIFIED STAFF HANDBOOK, and the PVCC FACTBOOK.
Friday, February 24, 2017 Faculty Educational/Sabbatical Leave
VP/ISS makes recommendations concerning educational leave and sabbaticals for teaching faculty to President.
Friday, February 24, 2017 Promotions (Teaching Faculty)
Ad hoc committee makes recommendations to VP/ISS.
Tuesday, February 28, 2017 Admin. & Prof. Faculty Rewards
Nominations for faculty rewards returned to VP ISS
Tuesday, February 28, 2017 Faculty Rewards
Nominations for faculty rewards returned to VP ISS
Tuesday, February 28, 2017 Faculty Rewards
Faculty nominated for Faculty Rewards notified
Tuesday, February 28, 2017 Admin. & Prof. Faculty Rewards
Faculty nominated for Faculty Rewards notified
Monthly Calendar
March 2017
DATE ACTIVITY
Friday, March 03, 2017 Promotions (Teaching Faculty)
VP/ISS develops recommendations and sends these, along with committee recommendations, to President.
Friday, March 03, 2017 Faculty Educational/Sabbatical Leave
President announces educational leaves and sabbaticals approved for 2017-2018.
Monday, March 06, 2017 Spring Break (no classes March 6 through March 10, 2017).
Monday, March 13, 2017 Admin. & Prof. Faculty Promotions
Ad hoc committee makes recommendations to President. President takes action and informs administrative faculty of decision.
Wednesday, March 15, 2017 Promotions (Teaching Faculty)
President decides on promotions.
Friday, March 17, 2017 Textbook Selection