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Yearly Timeline by Category

Timeline by month

Students & Classes | Faculty | Employment & Recruiting | Budgets & Accounting | Purchasing & Office

Student & Classes

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August

Spring Chair's Proof Due in Dean's Office
Schedule undergraduate advising hours
Copy or submit fall syllabus to UT Copy Center
Distribute final exam schedule for 2nd term and whole session courses
Review and adjust enrollments/closing limits

October

Prepare FaSET, organized & individual reports
Prepare Course Instructor Survey materials
Prepare Final Exam Reporting
Publish Spring Course Schedule updates
Submit Request for Change in Course Inventory Forms to Dean's Office
Return Graduate Catalog materials to VP/Dean Graduate Studies (even-numbered years)
Submit degree program/academic policy changes (legislation) to Dean's Office
Collect Spring course schedules for upcoming semester
Set up or confirm advising hours for continuing/readmitted students
Review closing limits, establish waitlists, and prerequisite checking for Spring courses
Submit book orders to UT Co-op

Prepare Course Scheduling for the upcoming summer session

Signature Course Proposals


November

Submit MA/PhD materials for fall graduation
Receive original materials from Course Scheduling and prepare materials for the future fall semester
Solicit volunteers to help with commencement

December

Submit original summer course schedule materials to the Dean's Office
Submit original fall course schedule materials to the Dean's Office
Monitor and submit grades to Registrar's Office on due dates
Certify degree candidates for the fall semester
Commencement

January


Monitor enrollments and registration for current spring semester
Submit summer chairman proof of course schedule to the Dean's Office
Submit Deadline for In Absentia Registration for fall MA/PhD
Prepare request for Graduate Recruitment Funding

February

Prepare and submit FaSET report, organized and individual instruction, to IMA
Prepare and submit course-instructor survey data, to DIIA
Prepare and submit final examination data, to Registrar’s Office
Graduate scrutiny meeting and nomination of Graduate Continuing Fellowship Awards
Submit fall chairman proof of Course Schedule to the Dean's Office
Submit request for Graduate Recruitment Funding

March

Review Graduate Applications
Receive Graduate Recruitment Funds

April

Submit documents necessary for MA/PHD thesis/dissertation by deadline
Set up or confirm undergraduate and graduate advising hours
Submit fall book orders to UT Co-op
Assist or oversee summer and fall registrations, including waitlists and prerequisite checking
Publish upcoming summer and fall course schedules
Prepare future course schedule for original spring classes
Solicit volunteers to help with commencement

May

Receive/distribute/collect Course Instructor Surveys - late April to Early May
Submit original future spring course schedule to the Dean's Office
Monitor and submit grades to Registrar's Office on due dates
Certify degree candidates for the fall semester
Commencement

June

Prepare 4th class day FaSET materials
Enter and submit Final Exam Report
Enter and submit Course Instructor Survey report
Orientation session for Fall Freshmen and transfer students

July

Under Graduate catalog
materials due in Dean's Office (odd-numbered years)
Receive chair proof for spring course schedule and edit as necessary
Orientation session for Fall Freshmen and transfer students
Prepare 4th class day FaSET materials
Enter and submit Final Exam Report
Enter and submit Course Instructor Survey report
Orientation session for Fall Freshmen and transfer students





FACULTY

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August

Remind Faculty of FRA/SRA opportunities and application deadlines in early September
New Faculty Teaching, Learning and Orientation Seminar
Distribute faculty annual reports

September

Send completed SRA/FRA requests to Associate Dean's Office by specified deadline and with the correct number of signed copies
Submit Promotion & Tenure materials to Dean's Office
Prepare and gather Post-Tenure Review materials for appropriate faculty
Submit Faculty Annual Reports to Dean’s Office and EVPP before September 30
Remind Faculty, Departments, Chairs of early November Dean’s Office deadline for submission of Faculty Request for Leave Forms for Spring to the Provost’s Office

October


Request preference for Summer and upcoming Academic Year teaching opportunities
Order Commencement Regalia from UT Co-op
Prepare and submit AA/EEO report to EOS Office

November

Deadline for submission of Faculty Request for Leave Forms for Spring to the Provost’s Office

December

Pick up commencement regalia from UT Co-op and deliver to appropriate faculty/return after ceremony
Submit College Research Fellowship Nominations(DOC) for next academic year to the Dean’s Office

January

Submit Preemptive Fellowship(PDF) materials
Deadline for faculty to submit procedural review requests to the Committee of Counsel on Academic Freedom and Responsibility is January 30th
Deadline for faculty member to submit final arguments for promotion to the rank of Associate Professor to EVPP is January 31st
Submit Endowed Faculty Positions (Holders and Fellows) nominations for upcoming FY to Dean's office

February

Prepare and submit Research Grant Applications (over $500) to VP for Research
Deadline for submitting post tenure review results to EVPP is February 28th
Submit Summer Research Assignments to Dean's Office
Remind faculty with professorships or chair titles of holder's option to pay out salary in summer-funds

March

Submit names of all faculty undergoing Promotion and Tenure, Post-Tenure Review, and Third-Year Review in the following year to the Dean’s Office
Notify all Tenured Faculty members who are to undergo the Post-Tenure Review in the fall of the following academic year - must be given individual notice of at least 6 months of intent to evaluate
Check LAITS on computers incoming faculty
Make sure Dean’s Office has copies of all faculty resignations/retirements/acceptances to include in budget

April

Deadline to submit Faculty Emeritus Recommendations to EVPP to be included in commencement program is April 15
Order commencement regalia from UT Co-op
Prepare and mail promotion referee letters
Prepare transfer documents for holders of professorships or chairs for summer appointments
Submit Third-Year Reviews to the Dean’s Office

May

Receive approval from Dean's Office to make Summer Research Assignments
Pick up Commencement regalia from UT Co-op and deliver to appropriate faculty/return after ceremony
Submit Endowed Faculty Positions (Holders and Fellows) nominations for current summer session
Deadline for qualifying tenure track faculty to submit notices and/or requests to EVPP for extension of the probationary period for the next academic year

June

Prepare and send out memorandum of appointment letters for temporary faculty as soon as the soft money budget request is approved

July

Faculty Request for Leave forms for Fall and Academic Year to the Provost’s Office



Employment & Recruitment

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August

Submit Automatic Reappointment Docs (ARI) for continuing TAs and AIs; if deadline is missed, create new appointment docs (ANI)
Submit Automatic Reappointment Docs (ARF) for temporary faculty being reappointed; create ANF document if deadline is missed
Submit all new faculty appointments and all appointment changes for approved faculty leaves
Prepare fall reappointment docs for classified staff

Confirm Teaching Assistants selection for fall/spring
Prepare College Work Study request for Fall
Annual Enrollment
Ensure submission of I-9's, Employee Biographical Information, Background Check Authorization (Form EM150A), Official Transcript Authorization, and Paycheck Profile, as required

September


Submit approved faculty recruitment ad(s) to appropriate journal(s) and UT Fac Web

October


Hearts of Texas Campaign

November

Update Faculty Recruitment Database

December

Prepare Performance Evaluations for classified staff
Confirm Teaching Assistant selection and assignment for spring
Update Faculty Recruitment Database
Arrange faculty candidate interviews

January

Submit Automatic Reappointment Docs (ARI) for continuing TAs and AIs, if deadline is missed, create new appointment docs (ANI)
Submit Automatic Reappointment Docs (ARF) for temporary faculty being reappointed create ANF document if deadline is missed
Submit all new faculty appointments and all appointment changes for approved faculty leaves

Arrange faculty candidate interviews on campus and publish departmental schedule
Prepare PARs as needed for new faculty hires, visiting faculty and modified service hires

February

Arrange faculty candidate interviews on campus and publish departmental schedule
Prepare PARs as necessary for New Tenured and Tenure Track Faculty Hires

May

Recruitment deadline for tenured and tenure-track faculty candidates holding positions at other institutions of higher education is May 1st
Confirm Teaching Assistant selection and assignment for summer
Prepare classified performance evaluations for submission to Dean's Office as requested
Confirm summer appointments for faculty and their Research Assistants
Prepare and submit summer appointment documents for faculty, Teaching Assistants, Assistant Instructors, and others

June

Prepare and send out memorandum of appointment letters for temporary faculty as soon as the soft money budget request is approved

July

Annual Enrollment for benefits


Budgets and Accounting

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August

Make necessary changes to next year's budget
Prepare transfer documents as necessary
Check and verify released printed budget for the upcoming year
Reconcile/Certify Accounts

September

Reconcile/Certify Accounts

October

Reconcile/Certify Accounts

November

Begin collecting and entering data for PBIS (soft-money funding) request
Reconcile/Certify Accounts

December

Reconcile/Certify Accounts


January

Submit PBIS report (timing changes dependent upon notification from Dean's Office)
Review accounts and project needed funds until year end
Reconcile/Certify Accounts

February

Attend campus-wide budget instructional meetings
Status quo budget preparation in legislative years (odd numbered years)
Submit Post-Tenure Reviews to the Dean’s Office
Reconcile/Certify Accounts

March

Submit PBIS (soft-money funding) as requested.
Final budget preparation in non-legislative years (even numbered years)
Reconcile/Certify Accounts

April

Submit PBIS (soft-money) request to Dean's Office as requested
Reconcile/Certify Accounts

May

Review soft money budget for faculty and TA/AI summer appointments
Re-evaluate review of forecasted funds from January and transfer funds as necessary
Final Budget preparations in legislative years (odd numbered years)
Reconcile/Certify Accounts

June


Reconcile/Certify Accounts


July

Prepare estimated budgets for professorships and chairs
Reconcile/Certify Accounts



Purchasing & Office

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April

Submit Electronic Inventory Report

June

Prepare purchasing priorities with chair/director

July

Prepare and submit facilities/room inventory to the Office of Inventory Services

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