Yearly Timeline

Yearly Timeline of Recurring Administrative and Academic Events

View Timeline by Category

August | September | October | November | December | January

February | March | April | May | June | July

Related Links

August

Back to Top

Student/Classes

• 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

Faculty

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

• 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

• 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

Back to Top

Faculty

• 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

Employment and Recruitment

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

Budgets and Accounting

• Reconcile/Certify Accounts

October

Back to Top

Students/Classes

• 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

Faculty

• 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
• Signature Course Proposals

Employment and Recruiting

• Hearts of Texas Campaign

 Budgets and Accounting

•  Reconcile/Certify Accounts

November

Back to Top

Students/Classes

• 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

Faculty

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

• Update Faculty Recruitment Database

Budgets and Accounting

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

December

Back to Top

Students/Classes

• 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

Faculty

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

Employment and Recruitment

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

Budgets and Accounting

•  Reconcile/Certify Accounts

January

Back to Top

Students/Classes

• 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

Faculty

• 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

Employment and Recruitment

• 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

Budgets and Accounting

• 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

Back to Top

Students/Classes

• 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

Faculty

• 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 chairs of holder's option to pay out salary in summer-funds

Employment and Recruitment

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

Budgets and Accounting

• 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

Back to Top

Students/Classes

• Review Graduate Applications
• Receive Graduate Recruitment Funds

Faculty

• 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

Budgets and Accounting

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

Purchasing/Office

• Submit Electronic Inventory Report

April

Back to Top

Students/Classes

• 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

Faculty

• 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

Budgets and Accounting

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

May

Back to Top

Students/Classes

• 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

Faculty

• 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

Employment and Recruitment

• 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 Assistantss, Assistant Instructors, and others

Budgets and Accounting

• 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

Back to Top

Students/Classes

• 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

Employment and Recruitment

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

Purchasing/Office

• Prepare purchasing priorities with chair/director

July

Back to Top

Students/Classes

• 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

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

Employment and Recruitment

• Annual Enrollment for benefits

Budgets and Accounting

• Prepare estimated budgets for professorships and chairs
• Reconcile/Certify Accounts

Purchasing/Office

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

Related Links

• Academic Calendar
• Administrative Calendar
• Financial Calendar