MASTER CALENDAR 2014-2015
(Instruction – Month-at-a-Glance)
Master Calendar (Instruction) 1/15/15 1
September
1. Request 148 carry over funds to be posted
2. Opening Week activities
3. Class Cancellations: week before class starts
4. Nominate faculty to tenure committees, find replacements and alert everyone to date of tenure training
5. Hold elections for new Curriculum Committee membership
6. Request VPASA approval for FQ part-time faculty loads 80% or over
7. Fall Quarter auto and manual PAs due
8. Notice of faculty intent to retire requested by October 1 per contract
9. Select Faculty Senate Representatives by 2nd Monday in October
10. Review emergency procedures
11. Final Exam Schedule published and posted to Web.
12. Review Annual Schedule for Fall
13. VPASA determine committee assignments for Instructional Administrators
14. Meet with Faculty re Status of Program Review Recommendations
15. ID use of Perkins $5,000 non-traditional project funds.
16. Deans submit list of FEP candidates to eLearning
October
1. Begin goals and assessment matrices for each program
2. 1st week October: Begin constructing Winter Quarter Final Exam Schedule (for publication 1st week of November)
3. Roster Day – 1st week Oct
4. RIF Unit Assignments are distributed to full-time faculty on or before Nov 1
5. Select Faculty Senate Representatives by 2nd Monday in October
6. October 29: Early Grade Alert
7. Administrative Heads and FEP teams meet with each academic employee who is scheduled for post-tenure evaluation or Associate faculty scheduled for FEP evaluation no later than the first month of the first quarter of the evaluation process.
8. October 1 - Notice of faculty intent to retire at end of college year (Article VII, Sec. F, 1c., Page 15)
9. Final revisions to Winter Quarter Class Schedule submitted, preview galley and final galley review. (Specific dates TBA)
10. Appointment Review Committees are established (Oct 31 – Nov 15)
11. 2nd Round of Instructional Equipment Requests Determined
12. Division Secretaries correct any temporary cap changes on or after 10th day
13. Office of Instruction reminds faculty who were on sabbatical during prior year to submit sabbatical reports
14. Start construction for SQ Schedule
November
1. Review with Division Secretaries date on Part-Time Faculty Info letter.
2. Determine which faculty positions need to be filled due to retirements, resignations, enrollment needs
3. Final Exam Schedule (WQ) published & posted to web
4. Attend first tenure (training) meeting (date TBA)
5. Spring Quarter construction done
6. Appointment Review Committees are established (October 31 – Nov 15)
7. Request that faculty remind students to update address and program intent codes for Winter registration
8. November 15 – Comprehensive tenure reports due for Spring Hire probationers
9. Administer Noel-Levitz SSI in selected classes, selected years
10. DRS Paperwork to HR (for WQ)
11. MCO deadline for SQ schedule
12. ID use of Perkins additional non-traditional project funds, if any.
13. Review Dashboards
14. 9th Week: FEP Notification
December
1. Advertise for new faculty hiring
2. Deadline for FT Pool Applications – 1st Monday in December
3. Review Annual Schedule to clean up Spring
4. End of Fall Quarter – Short tenure reports due for Fall Hires
5. Roster Days (TBA)
6. Winter Quarter Auto PAs due
7. Final revisions to Spring Quarter Schedule submitted, preview galley and final galley review (Specific dates TBA)
8. BOT Meeting – Sabbatical reports and presentations
9. Deans review all Fall Quarter curricular changes
10. Notify Payroll Office of part-time faculty not returning to SCC
January
1. Class Cancellations: week before class starts
2. Request VPASA approval for WQ part-time faculty loads 80% or over
3. Administrative Heads and FEP teams meet with each Associate faculty scheduled for FEP evaluation no later than the first month of the first quarter of the evaluation process.
4. 2nd week January: Begin constructing Spring Quarter Final Exam Schedule (for publication 2nd week of February)
5. Roster Day – 3rd week January
6. Winter Quarter manual PAs due
7. Review emergency procedures with new faculty and staff
8. Division Secretaries correct any temporary cap changes on or after 10th day
9. TSS reminds Deans to update faculty rosters to ensure all have access to X drive (transcript evaluations)
10. Meet with Faculty re Status of Program Review Recommendations
11. Submit final revisions for SQ Schedule
12. Start construction for Su and FQ Schedule
February
1. February 1 – Sabbatical Committee makes recommendation to President and VPASA
2. Instructional Equipment Requests Due
3. Early Grade Alert
4. February 15 – Comprehensive tenure reports due for 3rd year probationers
5. DRS Paperwork to HR (for SQ)
6. Summer and Fall Quarter construction due to be completed
7. Decide on Pro Rata Positions by end of Winter Quarter
8. Determine new/revised fees to submit to Administrative Services for May registration. Will be approved in April.
9. MCO deadline for Su and FQ Schedule (Specific date TBA)
March
1. Faculty hiring
2. March 1 – Comprehensive tenure reports due for 1st & 2nd year probationers
3. VPASA reminds Unit Administrators to make their requests for the number of associate faculty annual contracts desired within their unit for the next academic year (JU/MC Agreement dated April 15, 1998)
4. Request VPASA approval for SQ part-time faculty loads 80% or over
5. BOT Meeting – Tenure considerations/ probationary faculty contract renewal
6. Spring Quarter auto and manual PAs due
7. Course descriptions due for Course Catalog (specific date TBA)
8. End of Winter Quarter Short report due for Winter Hires
9. Reminder for requests for Extended Day Contracts sent out by Office of Instruction
10. Faculty to declare their option to use professional growth funds by end of Winter Quarter (Appendix A, Article VII)
11. Faculty lists undesignated days
12. Review budgets for liquidation
13. Request that faculty remind students to update address and program intent codes for Spring registration
14. Deans review all Winter Quarter curricular changes
15. Deadline to complete construction for Su and FQ Schedule
16. Submit final revisions for Su and FQ Schedule
17. Notify Payroll Office of part-time faculty not returning to SCC
18. 9th Week: FEP Notification
April
1. Deadline for FT Pool Applications – 1st Monday in April
2. Deadline for PT Pool Applications – Friday the 2nd week of Spring Quarter
3. Administration informs programs about enrollment trends that could invoke the possibility of a RIF (Article X)
4. Faculty hiring
5. Class Cancellations: week before class starts
6. Review emergency procedures with new faculty and staff
7. Roster Day – 2ndrd week April
8. End of first week of Spring Quarter – deadline for Unit Administrators to make a request for the number of associate faculty annual contracts desired within their unit. (JU/MC Agreement dated April 15, 1998)
9. Reminder goes out to Administrative Heads re timely notice to faculty scheduled for Post Tenure (Appendix B, Article IV).
10. Mid-April Deadline for ProD Pool funds
11. Nominations for Exceptional Faculty Awards accepted
12. Summer Quarter Schedule preview galley and final galley review (Specific dates TBA)
13. Deans discuss any changes to data sets regarding Program Review
14. Final revisions to Fall Final Quarter Schedule submitted, and final galley review (Specific dates TBA)
15. Annual Schedule revisions due
16. Mid-April deadline for all expenditures
17. Review all budgets
18. Deadline for new/revised courses to go through Curriculum Cmt in order to get in next College Catalog (exact date TBA)
19. Deans receive faculty evaluative material by 3rd Friday of Spring Quarter for Post-Tenure evaluations
20. Annual schedule due end of April
21. NWCCU Annual Report Notice
22. Division Secretaries correct any temporary cap changes on or after 10th day
23. Update all transfer Major Ready Pathway Planning Guides
24. Approve new/revised fees (submitted in February) for May Registration
25. Review part-time faculty pool folders in Human Resources for updating
May
1. Faculty hiring
2. May 5: Early Alert
3. Identify low-enrolled programs after 10th Day
4. May 10 (approx) Purchase Requisitions & personal services contracts due in Finance Office
5. May 10 (approx) New Purchase Requisitions for annual orders due.
6. May 24 (approx) Purchase Requisitions for repeat annual orders due.
7. VPASA updates Contract Days form for distribution through Deans
8. Mid-May: Fall Quarter Final Exam Schedule published and posted to Web.
9. Annual Report-Commission on Colleges
10. Deans meet with Post-Tenure faculty by 7th Friday of Spring Quarter
11. VPASA sends reminder re Contract Requirements for Faculty Increment Funding (Article II, Section C and D).
12. Summer Quarter auto PAs due
13. May 15: Provide VPASA list of personnel no longer employed (deactivate accounts)
14. Expenditures liquidated (mid-May)
15. Mid-May Extended Day requests due to VPASA
16. Course Catalog Galley Review
17. Volunteers requested for Summer advising
18. May 15 Comprehensive Tenure Report due for 3rd Year Winter Hire probationers
19. May 20 Comprehensive Tenure Report due for 1st and 2nd Year Winter Hire probationers
20. Send requests for summer vacation leave to VPASA (mid-May)
21. Office of Instruction prepares Faculty Mentor Announcement
22. Notice of Faculty Pro Rata positions sent out by Office of Instruction
23. Annual Affiliate Status Request Review
24. Request that faculty remind students to update address and program intent codes for Summer and/or Fall registration
25. Meet with Faculty re Status of Program Review Recommendations
26. Review Articulation Agreement List for currency
27. Start WQ Schedule construction
28. MCO deadline for WQ (Specific date TBA)
June
1. June 1 deadline for Deans to receive applications for Self-Support Study Abroad proposals
2. June 7 (approx) Last day to use procurement cards
3. June 7 (approx) Vendor payment requests (invoice payment vouchers) and reimbursement requests due in the Finance Office
4. June 17 (approx) Travel Expense Vouchers must be submitted
5. June 20 (approx) office supply orders (Staples); petty cash requests; bookstore purchases; notice of outstanding payments due.
6. Review Position Descriptions
7. Submit Instructional Equipment Requests
8. Decision made for Annual Affiliate Status Requests
9. Class Cancellations: week before class starts
10. End of Spring Quarter – deadline to notify faculty members who are scheduled for Post-Tenure and 5th Year Certification/Evaluation during next academic year (Appendix B, Article IV, Section 2).
11. Faculty Office Assignments
12. Remind faculty Professional Development reports due to Dean by end of Spring Quarter
13. Provide written confirmation to VPASA that reports of Professional Development completed by academic employees were submitted per contract language (Appendix A, Article II, Section C and D).
14. Summer Quarter manual PAs due
15. Deadline to complete schedule construction for WQ
16. Deans notified of approved Extended Day Contracts
17. End of Spring Quarter tenure reports due for Spring Hires
18. Division Secretaries correct any temporary cap changes on or after 10th day
19. Deans review all Spring Quarter curricular changes
20. Commencement
21. DRS Retiree Paperwork to HR (for Summer Qtr)
22. All campus retirement party
23. Notify Payroll Office of part-time faculty not returning to SCC
24. 9th Week: FEP Notification
July
1. Recommendations for ADCs, Program Chairs requested
2. Roster Day: 1st week July
3. July 17: Early Grade Alert
4. 1st Round Instructional Equipment Requests Determined
5. Deans review and decide on proposals for Self Support Study Abroad
August
1. Annual Review of Payroll Process
2. Recommendations for ADCs, Program Chairs due
3. Mailings to faculty for Opening Week and start of Fall Quarter information
4. DRS Retiree Paperwork to HR (for FQ)
Miscellaneous
1. Time and Leave Reporting (TLR) due 15th and the last day of each month
2. Admin Staff Performance Review and Performance & Development Plan for Classified Staff is due for each staff member on annual basis
3. Quarterly website review and update
4. Quarterly Letters of Intent to Associate and M/L Faculty
5. Quarterly cancellation of low-enrolled classes
6. Division, Planning Council and Program Chair Meetings
7. Submit to Office of Instruction Division Planning Council meeting times
Master Calendar (Instruction) 1/15/15 1