PLANNING CALENDARS FOR FY 19

PLANNING CALENDARS FOR FY 19

Contents ACADEMIC AFFAIRS ADMINISTRATIVE CALENDAR... 3 ACADEMIC CALENDAR... 8 PROMOTION RECOMMENDATIONS CALENDAR... 11 SABBATICAL LEAVE CALENDAR... 12 TENURE RECOMMENDATIONS CALENDAR... 13 TENTATIVE BUDGET PLANNING CALENDAR, ACADEMIC AFFAIRS*... 14 ACADEMIC AFFAIRS ACCREDITATION CALENDAR... 15 NOTIFICATION SCHEDULE FOR TENURE-TRACK FACULTY... 16 PROGRAM REVIEW CALENDAR... 17 PAYROLL SCHEDULE... 18 (Subject to Change without Notice) 2

ACADEMIC AFFAIRS ADMINISTRATIVE CALENDAR Fiscal Year 19 2018 May 15 July July 1 July 10 July 13 July 31 Aug.-Sept. Aug. 16 Aug. 16 Aug. 16 Aug. 21-23 Aug. 31 Aug. 31 Sept. 1 Sept. 1 Sept. 1 Sept. 5 Sept. 14 Last day to notify academic year appointed tenure-track faculty with more than two years of service of non-renewal. Program Reviews: External reviewers selected and contacted by the Office of Innovation and Effectiveness. Contracts for external reviewers drawn up, signed and processed. Fiscal Year begins. Planning budget becomes operating budget. Accreditation Reports, Program Reviews and Program Review Cycles due to VPAA. Board of Trustees meeting at Springfield (present Additions/Deletions Report and RAMP Planning documents to Board). Last day that papers affecting August payrolls may be received in the Office of the Provost. Program Reviews: Internal review teams interview students, faculty, key administrators. Alternate date for changeover of appointment from fiscal to academic or from academic to fiscal. Deadline for FY 18 expenditures. New Faculty Orientation Tenure Track Faculty Program Reviews: Training takes place for internal review teams. Self-studies submitted to internal review committees. Notification to Deans and Directors by the Provost of the sabbatical maxima, by unit, which are allowable for consideration. Last day that papers affecting September payrolls may be received in the Office of the Provost. Due date for annual report of non-university employment by full-time faculty. Program Reviews: Programs submit self-studies to the Office of Academic Innovation and Effectiveness. Last date for letters of intent to apply for sabbatical leave for subsequent academic year submitted by faculty to Deans. Program Reviews: Self-studies submitted to external reviewers. Board of Trustees meeting at School of Dental Medicine, Alton. (Subject to Change without Notice) 3

Sept. 15 Sept. 28 Early Oct. Oct. TBD Oct. 2 Oct. 21 Oct. 31 Oct. 31 Oct. 31 Nov. 1 Nov. 2 Nov. 19 Nov. 30 Early Dec. Dec. 1 Dec. (TBD) Dec. 3 Dec. 14 Dec. 15 Dec. 15 Dec. 16 Last day to notify academic year appointed tenure-track faculty in second year of service of non-renewal. Last day that papers affecting October payrolls may be received in the Office of the Provost. Budget Task Force meetings with Deans. Performance Reports due to President s Office. Four Year Dean Evaluation Committees formed by the Provost in collaboration with the Dean, Faculty Senate, Staff Senate, and Student Senate Presidents. Request to change/add/delete course specific fees (FY 20 fall start date) to Provost. Last day to notify fiscal year appointed tenure-track faculty in the second year of service of non-renewal. Sabbatical Reports due from Spring and Summer to Departments. Last day that papers affecting November payrolls may be received in the Office of the Provost. Sabbatical applications due in the Office of the Provost. Program Reviews: Drafts of internal review reports and external review reports due to Office of Academic Innovation and Effectiveness. Reports are distributed to programs for review and feedback. Tenure and Promotion recommendations to the Provost from Deans. Last day that papers affecting December payrolls may by received in the Office of the Provost. RAMP requests (FY 2020) by the Provost to the University Planning and Budget Council for its formal review and recommendations. FY 2020 non-ramp proposals (in priority order) due to the President s Office MWD Reports due to the President s Office (PREPARED BY CHAD MARTINEZ) Program Reviews: Final versions of internal and external review reports due to Office of Academic Innovation and Effectiveness. Reports are distributed to program Chair and Dean or review and response. Board of Trustees at Carbondale. Deans, chairs, and faculty members are notified of awards of sabbatical leaves by the Provost. Commencement. Sabbatical leave recommendations are forwarded to Human Resources for reporting to the (Subject to Change without Notice) 4

Board of Trustees (TBD by BOT). Dec. 21 Dec. 24-Jan. 1 Last day that papers affecting January payrolls may be received in the Office of the Provost. Holiday Break University closed. 2019 Jan. 1 Jan. 2 Jan. 7 Jan. 15 Jan. 31 Feb. (TBD) Feb. (TBD) New Year s Day University Closed. Annual Deans' evaluations to begin. Program Reviews: Chair Response Reports due to the Office of Academic Innovation and Effectiveness. Last day to notify academic year appointed tenure-track faculty in first year of service of non-renewal. Last day that papers affecting February payrolls may be received in the Office of the Provost. Board of Trustees meeting; ratification of sabbatical awards by the BOT. (Awaiting BOT approval of dates.) Notification to Deans, Chairs, and faculty members of awards of sabbatical leave as ratified by the Board of Trustees. (Awaiting BOT approval of dates.) Feb. 4 Feb. 4 Feb. 4 Program Reviews: Dean Response Reports due to the Office of Academic Innovation and Effectiveness Program Reviews: The Office of Academic Innovation and Effectiveness distributes selfstudies, internal review reports, external review reports, chair response reports and dean response reports of graduate and professional programs to Graduate Programs Committee. Program Reviews: The Office of Academic Innovation and Effectiveness distributes program self-studies, internal review reports, external review reports, chair response reports and dean response reports of undergraduate programs to the Faculty Senate Curriculum Council. Feb. 15 Feb. 15 Feb. 15 Feb. 28 Tenure and Promotion recommendations to the Chancellor from the Provost. Tenure and Promotion candidates, Deans, and Chairs notified of Provost s recommendations. Notification to individuals of denial of tenure. Last day to notify fiscal year appointed tenure-track faculty in the first year of service of nonrenewal. Feb. 28 Last day that papers affecting March payrolls may be received in the Office of the Provost. (Subject to Change without Notice) 5

Mar. TBD Mar. 6-10 Mar. 10 Mar. 13 Mar. 29 Mar. 29 Apr. 3 Apr. 8 Apr. 15 Apr. 15 Apr. 26 Potential Release of Contingency Funds. FY 2019 Planning Budget Meeting with Budget Officers. FY 2019 base budget received from the Budget Director Draft Planning Budget distributed to Academic Affairs units. Last date that papers affecting April payrolls may be received in the Office of the Provost. Due date for all summer contracts. Deans notified by Provost of approved stipend rates for graduate students. Final FY 19 date to place orders for goods and services that are above the bid limit. Midpoint evaluation of tenure-track faculty due to Provost. Program Reviews: Programs Committee and Curriculum Committee recommendations due to the Provost Office. Senior Assignment Showcase. Apr. 30 Final date to place remaining orders for goods and services for FY 19. Apr. 30 Apr. 30 Apr./May (TBD) Apr./May (TBD) Apr./May(TBD) May TBD May TBD May 10-11 May 8 May 15 May 15 Last day that papers affecting May payrolls may be received in the Office of the Provost. Suggested date for submission of changes from continuing to term appointment (as a result of denial of tenure) due in Human Resources. Board of Trustees meeting; ratification of tenure and promotion awards by the BOT. Notification to tenure and promotion candidates, Deans, and Chairs of awards as ratified by the Board of Trustees. Tenure and promotion recommendations forwarded to Human Resources for reporting to the Board of Trustees. (Awaiting BOT approval of dates.) BOT in Carbondale. Additions/Deletions Report transmitted to the President's Office. Commencement. Draft of RAMP 19 due to the Office of the Vice President for Academic Services. Fall Sabbatical reports due from the Deans to the Office of the Provost. Last date to notify academic year appointed tenure-track faculty with two or more years of service of non-renewal. (Subject to Change without Notice) 6

May 31 May 31 June-August June 1 June 1 June 2 June 3 June 7 June 15 June 28 June 30 June 30 End of June Aug. 1 FY20 Planning Budget due to Budget Director. Last day that papers affecting June payrolls may be received in the Office of the Provost. Program Reviews: The Provost meets with programs to discuss program review issues, recommendations, and resources. Deans and Directors Annual Reports due to the Office of the Provost. Completion date for Annual and 4-Year Deans' Evaluations. SDM Commencement. Tentative due date for salary increase recommendations from fiscal officers to the Provost. Tentative salary increase recommendations to the Director of Human Resources from the Provost. Due date of annual sick leave and annual vacation reports to Human Resources. Last day that papers affecting July payrolls may be received in the Office of the Provost. Last day to notify fiscal year appointed tenure-track faculty with more than 2 years of service of non-renewal. Fiscal Year ends. Program Reviews: The Program Review report due to SIU Vice President Academic Affairs. Program Reviews: SIU Vice President of Academic Affairs submits program reviews to the Illinois Board of Higher Education. (Subject to Change without Notice) 7

ACADEMIC CALENDAR FALL 2018 August 20 August 25 September 3 November 19-25 December 10-14 December 15 Fall classes begin Weekend classes begin Labor Day Holiday Thanksgiving Break Holiday Final Exams Commencement Note: No weekend classes September 1-2 and November 24-25. Final exams for weekend classes are December 8 following the last class session. SPRING 2019 December 17 January 6 January 14 January 19 January 21 March 11-17 May 6-10 May 10 & 11 Winter Session begins Winter Session ends Spring classes begin Weekend classes begin Martin Luther King, Jr. Holiday Break week Final Exams Commencement Note: No weekend classes March 16-17 and April 20-21. Final exams for weekend classes are May 4 following the last class session. SUMMER 2019 May 13 May 31 May 27 June 3 June 8 July 4 August 10 May Session begins May Session ends Memorial Day Holiday Summer Term begins Weekend classes begin Independence Day Holiday Summer Term ends (Subject to Change without Notice) 8

FALL 2019 August 19 August 24 September 2 November 25- December 1 December 9-13 December 14 Fall classes begin Weekend classes begin Labor Day Holiday Thanksgiving Break Holiday Final Exams Commencement Note: No weekend classes August 30-Sepetember 1 and November 30-December 1. Final exams for weekend classes are December 7 following the last class session. SPRING 2020 December 16 January 5 January 13 January 18 January 20 March 9-15 May 4-8 May 8 & 9 Winter Session begins Winter Session ends Spring classes begin Weekend classes begin Martin Luther King, Jr. Holiday Break week Final Exams Commencement Note: No weekend classes March 14-15 and April 11-12. Final Exams for weekend classes are May 2 following the last class session. SUMMER 2020 May 11 May 25 May 29 June 1 June 6 July 3 August 8 May Session begins Memorial Day Holiday May Session ends Summer Term begins Weekend classes begin Independence Day Holiday Summer Term ends Note: No weekend classes July 4-5. (Subject to Change without Notice) 9

FALL 2020 August 24 August 29 September 7 November 23-29 December 14-18 December 19 Fall classes begin Weekend classes begin Labor Day Holiday Thanksgiving Break Holiday Final Exams Commencement Note: No weekend classes September 5-6 and November 28-29. Final exams for weekend classes are December 12 following the last class session. SPRING 2021 December 21 January 10 January 11 January 16 January 18 March 8-14 May 3-7 May 7 & 8 Winter Session begins Winter Session ends Spring classes begin Weekend classes begin Martin Luther King, Jr. Holiday Break week Final Exams Commencement Note: No weekend classes March 13-14 and April 3-4. Final Exams for weekend classes are May 1 following the last class session. (Subject to Change without Notice) 10

PROMOTION RECOMMENDATIONS CALENDAR Fiscal Year 2019 2018 November 19 Promotion recommendations to the Provost from Deans. 2019 February 15 February 15 February 15 April/May (TBD) April/May July 1 Promotion recommendations to the Chancellor from the Provost. Promotion candidates notified of Provost's recommendations. Notification to Deans from the Provost of recommendations forwarded to the Chancellor. Ratification of promotion by the Board of Trustees. Notifications of promotion to faculty members by the Chancellor. Implementation date for promotions (to be effective the first contract month of AY 2019/20). (Subject to Change without Notice) 11

SABBATICAL LEAVE CALENDAR Fiscal Year 2019 2018 August 31 September 1 October 31 November 1 December 15 December 15 December 16 Notification to Deans by the Provost of sabbatical maxima, by unit, which are allowable for consideration. Last day for letters of intent to apply for sabbatical leave for subsequent academic year submitted by faculty. Sabbatical reports from Spring and Summer are due to department. Sabbatical applications due in the Office of the Provost. Deans, Chairs, and faculty members are notified of awards of sabbatical leaves. Sabbatical reports from Spring and Summer are due from Deans to Provost. Sabbatical Leave recommendations are forwarded to Human Resources for reporting to the Board of Trustees. 2019 TBD TBD March 30 May 15 Ratification of sabbatical awards by the Board of Trustees. Notification to Deans and faculty members of awards of sabbatical leave as ratified by the Board of Trustees. Sabbatical reports from Fall are due to departments. Sabbatical reports from fall are due from the Deans to the Office of the Provost. (Subject to Change without Notice) 12

TENURE RECOMMENDATIONS CALENDAR Fiscal Year 2019 2018 Aug 21 Aug 25 November 20 Preliminary discussion of candidates for tenure between Deans and the Provost and Vice Chancellor for Academic Affairs. Tenure recommendations from Deans to the Provost. 2019 February 15 February 15 February 15 Apr./May April 30 Apr./May (TBD) Apr./May (TBD) Tenure recommendations to the Chancellor from the Provost. Tenure candidates, Deans, and Chairs notified of Provost's recommendations. Notification to individuals of denial of tenure. Tenure recommendations forwarded to Human Resources for reporting to the Board of Trustees. Suggested date for submission of changes of assignment from continuing to term appointment (as a result of denial of tenure) due in Human Resources. Ratification of awards of tenure by the Board of Trustees. Notification to tenure candidates, Deans, and Chairs of awards of tenure as ratified by the Board of Trustees. (Subject to Change without Notice) 13

TENTATIVE BUDGET PLANNING CALENDAR, ACADEMIC AFFAIRS* Fiscal Year 2019 2018 July 1 Aug. 16 Early Oct. Early Oct. Oct. 21 Dec. Fiscal Year begins. Planning budget becomes Operating Budget. Deadline for FY 18 expenditures. Budget task force meeting with Deans. Summer budgets to Schools/College. Requests to change/add/delete course specific fees (FY 20 Fall start date) to Provost. Initial UPBC budget presentation. 2019 Jan. 30 Feb. Mar. 6-10 Mar. TBD Mar. 10 Mar. 13 Apr. 3 Apr. 8 ISL s Due to Budget Office. Second UPBC budget presentation. FY 2019 Planning Budget meetings with Budget Officers. Potential release of contingency funds. FY 2019 base budget received from the Budget Director. Draft Planning Budget distributed to Academic Affairs Units. Deans notified by Provost of approved stipend rates for GA s. Final FY 19 date to place orders for goods and services that are above the bid limits. Apr. 30 Final date to place remaining orders for goods and services for FY 2019. May 1 May 31 June 30 RAMP Request for President s Office. FY19 Planning Budget due to Budget Director. Fiscal year ends. *The internal operating budget timetable is heavily dependent upon the Illinois Board of Higher Education, legislative, and executive schedules; action is, therefore, subject to substantial modification. (Subject to Change without Notice) 14

ACADEMIC AFFAIRS ACCREDITATION CALENDAR All Fiscal Years General Note: Southern Illinois University Guidelines on Educational Accreditation specify that the President's Office is to be involved in the formation of plans for accreditation or re-accreditation. This includes review of drafts of all materials submitted to accrediting agencies and participation in entrance and exit interviews. To comply with this policy, it is essential that the Provost be informed of impending accreditation activities as soon as they are anticipated. This includes the filing of interim or annual reports, whether or not in conjunction with a site visit. The following schedule should be followed: Not less than six months prior to the report submission date: Chair, Director (if different), and Dean meet with the Provost and the Assistant Provost to discuss accreditation requirements, required reports, and the program's plans for compliance. At this time, anticipated problem areas should be thoroughly described. Not less than four weeks prior to the report submission date: Dean forwards draft report to the Office of the Provost, for review by the Provost and the Vice Chancellor for Academic Affairs. (Subject to Change without Notice) 15

NOTIFICATION SCHEDULE FOR TENURE-TRACK FACULTY Fiscal Year 2019 2018 May 15 Sept. 15 Oct. 31 Last day to notify academic year appointed tenure-track with more than two years of service of non-renewal. Last day to notify academic year appointed tenure-track faculty in second year of service of non-renewal. Last day to notify fiscal year appointed tenure-track faculty in the second year of service of non-renewal. 2019 Jan. 15 Feb. 28 May 15 Last day to notify academic year appointed tenure-track faculty in first year of service of non-renewal. Last day to notify fiscal year appointed tenure-track faculty in the first year of service of nonrenewal. Last day to notify academic year appointed tenure-track faculty with two or more years of service of non-renewal. (Subject to Change without Notice) 16

PROGRAM REVIEW CALENDAR 2018-2019 Fall 2018 Semester Aug. Training takes place for internal review teams. 20-24 Self-studies submitted to internal review committees. Aug.- early Oct. Nov. 2 Dec. 3 Internal review teams interview students, faculty, and key administrators (Chair, Program Director, Dean). Drafts of internal review reports and external review reports due to Office of Academic Innovation and Effectiveness. Reports are distributed to programs for review and feedback. Final versions of internal and external review reports due to Office of Academic Innovation and Effectiveness. Reports are distributed to program Chair and Dean for review and response. Spring 2019 Semester Jan. 7 Feb. 4 Feb. 4 Feb. 4 April 15 Chair Response Reports due to the Office of Academic Innovation and Effectiveness. Dean Response Reports due to the Office of Academic Innovation and Effectiveness. The Office of Academic Innovation and Effectiveness distributes self-studies, internal review reports, external review reports, chair response reports and dean response reports of graduate and professional programs to Graduate Programs Committee. The Office of Academic Innovation and Effectiveness distributes program self-studies, internal review reports, external review reports, chair response reports and dean response reports of undergraduate programs to the Faculty Senate Curriculum Council. Programs Committee and Curriculum Council Committee recommendations due to the Provost Office. Summer 2018 June End of June Aug. 1 Provost meets with programs to discuss program review issues, recommendations, and resources. Program review report due to SIU Vice President for Academic Affairs. SIU Vice President for Academic Affairs submits program reviews to Illinois Board of Higher Education. (Subject to Change without Notice) 17

Payroll Schedule 2018 July 31 Last day that papers affecting August payrolls may be received in the Provost's Office Aug. 31 Last day that papers affecting September payrolls may be received in the Provost's Office Sept. 28 Last day that papers affecting October payrolls may be received in the Provost's Office Oct. 31 Last day that papers affecting November payrolls may be received in the Provost's Office Nov. 30 Last day that papers affecting December payrolls may be received in the Provost's Office Dec. 21 Last day that papers affecting January payrolls may be received in the Provost's Office 2019 Jan. 31 Last day that papers affecting February payrolls may be received in the Provost's Office Feb. 28 Last day that papers affecting March payrolls may be received in the Provost's Office March 29 Last day that papers affecting April payrolls may be received in the Provost's Office April 30 Last day that papers affecting May payrolls may be received in the Provost's Office May 31 Last day that papers affecting June payrolls may be received in the Provost's Office June 28 Last day that papers affecting July payrolls may be received in the Provost's Office (Subject to Change without Notice) 18