Administrative Manual — Planning Calendar

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

Campus calendars
Interfaith calendar
Guide to routine meetings, tasks, and reports

July

Accounting/Human Resources

Faculty/Staff

  • Prepare for new faculty members and students
  • Staff Council Tuition Scholarship and Staff Development Tuition Grant and Tuition Assistance Applications due for fall semester

Academic/Student

August

Accounting/Human Resources

  • HR appointment forms completed for academic year appointments (TA, RA, visitors)
  • Determine how we will spend ESP Money — write letter to CLAS outlining your plans for spending the money
  • CLAS Administrative Meeting — no meeting in August
  • HR Unit Rep Meeting — no meeting
  • Change Vouchers due on last day of every month
  • Monthly payroll forms due to CLAS mid-month — check DEO Calendar for specific date
  • Credit Card statements due by the 15th — Log in
  • Monthly HR Reports

Faculty/Staff

Academic/Student

  • Fall semester significant Registrar dates
  • Summer commencement
  • Spring Guide copy due in the Registrar’s Office
  • Transfer student orientation
  • ESPA/ELPT “Request for evaluation for TA certification” forms due to ESL Office
  • Summer Course Organization Survey
  • Fall semester classes begin

September

Accounting/Human Resources

Administrative/DEO

Faculty/Staff

Academic/Student

October

Accounting/Human Resources

  • TA/RA assignment letters for upcoming spring semester
  • CLAS Administrative Meeting — first Tuesday of month at 10:00 AM in 302 SH
  • HR Unit Rep Meeting — last Thursday of each month at 10:30 a.m.
  • Change Vouchers due on last day of every month
  • Monthly payroll forms due to CLAS mid-month — check DEO Calendar for specific date
  • Credit card statements due by the 15th — Log in
  • Monthly HR Reports
  • Post information on graduate assistantships available in the subsequent semester. Information must be posted by March 1 for summer session and fall appointments, and by October 1 for spring appointments.

Administrative/DEO

Faculty/Staff

Academic/Student

  • Fall Semester Significant Registrar Dates
  • Book orders due for spring
  • Midterm class lists due
  • Degree application due for December graduates
  • Summer call for schedule of courses, course descriptions, and course offering information to departments
  • ESPA/ELPT “Request for evaluation for TA certification” forms due to ESL Office
  • Hawkeye Visit Days

November

Accounting/Human Resources

  • Indirect cost money deposited (if available)
  • TA and RA assignment letters for spring appointments out by November 1 as per COGS contract
  • CLAS Administrative Meeting — first Tuesday of month at 10:00 AM in 302 SH
  • HR Unit Rep Meeting — last Thursday of each month at 10:30 a.m.
  • Change Vouchers due on last day of every month
  • Monthly payroll forms due to CLAS mid month – check DEO Calendar for specific date
  • Credit Card statements due by the 15th — Log in
  • Monthly HR Reports

Administrative/DEO

  • CLAS Computer Proposal is due — DEO endorsement letter needed for all applications
  • Educational Computing Reports from previous year's activities due November 15th
  • DEO meeting
  • Small group DEO meeting
  • Submit proposals for special initiatives (adjustments to TA allocations, ITFs, capstone courses) for next AY

Faculty/Staff

  • Staff Council Tuition Scholarship applications due for spring semester
  • Staff Development Tuition Grant and Tuition Assistance applications due for fall semster
  • Mary Brodbeck Humanities Fellowship
  • IOWA (Improving our Workplace Awards) due November 1

Academic/Student

December

Accounting/Human Resources

Administrative/DEO

  • Promotion and Tenure report due to CLAS — follow guidelines carefully
  • Post-tenure Effort Allocation (PTEAP) agreements for your faculty due CLAS
  • Educational Computing Proposals due to CLAS
  • DEO meeting
  • Small group DEO meeting
  • CLAS Alumni Fellows nominations due
  • Commencement Honors Reception
  • CLAS to notify departments of preliminary allocations of TA funds for the next AY by the end of the fall semester
  • Requests for visiting faculty accepted by CLAS Dean’s Office (December 1 through March 1)

Faculty/Staff

Academic/Student

  • Fall semester significant Registrar dates
  • Final thesis deposit for December graduation
  • Final class lists
  • Summer Schedule of Courses and Guide copy due in the Registrar’s Office
  • Fall semester commencement
  • Winter Session begins

January

Accounting/Human Resources

Administrative/DEO

Faculty/Staff

Academic/Student

February

Accounting/Human Resources

  • Salary worksheets for following fiscal year available
  • CLAS Administrative Meeting — first Tuesday of month at 10:00 AM in 302 SH
  • HR Unit Rep Meeting — last Thursday of each month at 10:30 a.m.
  • Change Vouchers due on last day of every month
  • Monthly payroll forms due to CLAS mid month — check DEO Calendar for specific date
  • Credit card statements due by the 15th — Log in
  • Monthly HR Reports

Administrative/DEO

Faculty/Staff

  • Regents Award for Faculty Excellence due to CLAS
  • Fall Developmental Leave Reports due to CLAS
  • 2nd Old Gold Awards applications due
  • Updated faculty CVs due to CLAS
  • Arts & Humanities Initiative (AHI) support is available for humanities scholarship and work in the creative, visual, and performing arts
  • CLAS Staff Recognition — Mary Louise Kelly Staff Excellence Award nominations due

Academic/Student

March

Accounting/Human Resources

  • Divest from UI Foundation accounts
  • CLAS Administrative Meeting — first Tuesday of month at 10:00 a.m. in 302 SH
  • HR Unit Rep Meeting — last Thursday of each month at 10:30 a.m.
  • Change Vouchers due on last day of every month
  • Monthly payroll forms due to CLAS mid month — check DEO Calendar for specific date
  • Credit Card statements due by the 15th — Log in
  • Monthly HR Reports
  • Post information on graduate assistantships available in the subsequent semester. Information must be posted by March 1 for summer session and fall appointments, and by October 1 for spring appointments.

Administrative/DEO

Faculty/Staff

  • Staff Recognition Celebration
  • Carver applications due — DEO endorsement letter needed for all applications
  • IOWA (Improving our Workplace Awards) due
  • Regent's Awards for Staff Excellence and Staff Excellence Awards processes begin

Academic Deadlines

  • Spring semester significant Registrar dates
  • Book requests for fall and summer
  • Grad student placement data to grad college
  • Midterm class lists due
  • Submit honor students' names to Registrar’s Office
  • Degree applications due for May graduation
  • Plans of Study and Final Exam Requests due for May graduation
  • Hawkeye Visit Days

April

Accounting/Human Resources

  • Solicit faculty summer salary appointments
  • TA and RA assignment letters out for summer and fall semester for following year COGS contract
  • Budget reallocation worksheets on GE accounts
  • CLAS Administrative Meeting — first Tuesday of month at 10:00 a.m. in 302 SH
  • HR Unit Rep Meeting — last Thursday of each month at 10:30 a.m.
  • Change Vouchers due on last day of every month
  • Monthly payroll forms due to CLAS mid month – check DEO Calendar for specific date
  • Credit Card statements due by  the15th — Log in
  • Monthly HR Reports

Administrative/DEO

  • DEO forwards names of faculty who are going up for Promotion and Tenure for upcoming year
  • Foundation mailing — soliciting donations from alumni and friends
  • Faculty committee elections for upcoming year
  • DEO meeting
  • Small group DEO meeting
  • Share alumni, student, and faculty accomplishments with CLAS External Relations

Faculty/Staff

  • Staff Council Tuition Scholarship Applications due for summer session
  • Staff Development Tuition Grant and Tuition Assistance applications due for fall semster

Academic/Student

May

Accounting/Human Resources

  • Performance Reviews — all state-supported and research supported staff
  • CLAS Administrative Meeting — first Tuesday of month at 10:00 a.m. in 302 SH
  • HR Unit Rep Meeting — last Thursday of each month at 10:30 a.m.
  • Change Vouchers due on last day of every month
  • Monthly payroll forms due to CLAS mid-month — check DEO Calendar for specific information
  • Credit card statements due by the 15th — Log in
  • Monthly HR Reports

Administrative/DEO

  • P and T committees determined
  • Faculty search committee determined by CLAS and departments notified
  • DEO meeting
  • Small group DEO meeting
  • Commencement Honors Reception

Faculty/Staff

  • University-wide staff celebration event

Academic/Student

June

Accounting/Human Resources

Administrative/DEO

  • Alumni Reunion (40-, 45-, and 50-year graduates)
  • Faculty sick leave reports for spring semester due June 30
  • Peer review due to CLAS

Faculty/Staff

Academic/Student