Last updated 10/14/2021

Within the College of Engineering and Applied Science, there is a recommended timeline for all processes involving human resources:

Monthly

Regent and Provost personnel action approvals received from Faculty Affairs

College HR Director sends reports to HR Liaison email list

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

January

  • January 1: Faculty annual performance evaluation cycle begins
  • January 15: Faculty AY & Fall sabbatical applications due to CEAS HR
  • January 31: University Staff Performance Evaluation Cycle Ends
  • Welcome and onboard all new faculty hires
  • Set-up all new faculty appointments tenured, tenure-track, instructional, adjuncts, etc.
  • Set-up all new student, TA, etc. appointments
  • Ensure directory/website is updated with new employees
  • Quarterly ensure required trainings completed for unit: Discrimination & Sexual Misconduct, Community Equity & Effective Bystander Intervention Training, COVID-19 Safety & Awareness Training, Information Security & Privacy Awareness, Fiscal Code of Ethics, Active Harmer Training
  • Faculty retention offer season starts
  • Prepare for University staff performance evaluations (the cycle is February 1 to January 31)
  • Approve MyLeave timesheets by the 10th of the month for staff and research
  • Approve MyLeave timesheets bi-weekly for student and temporary roles
  • CEAS HR notifies units of faculty eligible for a sabbatical in the AY one year in advance  
  • CEAS HR sends reminders about post-tenure reviews due May 1st
  • CEAS HR informs units of staff milestone anniversaries for semester
  • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month

February

    • February 1: Online submission of Faculty Report of Professional Activities (FRPA) due
    • February 1: Teaching Professor nominations due to Associate Dean of Faculty Advancement
    • February 1: Promotion to Full Professors due to Faculty Affairs
    • February 20: Solicit nominations for Dean’s Faculty Fellowships for AY 2021-2022, due March 20
    • Third Friday in February: University Staff evaluations due to Dean's Office Assistant HR Director
    • February 28: Faculty reappointment of Instructors/Scholars-in-Residence due to CEAS HR
    • University Staff annual performance evaluation cycle begins (February 1 to January 31)
    • College HR sends out reminder that sabbatical leave reports are due April 1 
    • College HR sends out reminder to new staff for CEAS New Employee Orientation
    • College HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
    • Approve MyLeave timesheets by the 10th of the month for staff and research
    • Approve MyLeave timesheets bi-weekly for student and temporary roles

    March

        • Early March: CEAS HR hosts CEAS New Employee Orientation for staff employees
        • March 15: Faculty Performance Ratings due to Associate Dean of Faculty Advancement
        • March 15: Chairs report names of people receiving a rating of "below expectations" or “unsatisfactory” to Associate Dean of Faculty Advancement
        • March 20: Nominations for Dean’s Faculty Fellowship awards due to ADFA
        • March 20: CEAS to forward Faculty Affairs solicitation and eligibility list for  Provost’s Faculty Achievement Awards to Chairs and Directors, due to CEAS ADFA by May 1, due to Provost by June 1
        • March 31: End of the classified staff evaluation period
        • Prepare for Classified staff performance evaluations (the cycle is April 1to March 31)
        • College HR sends reminder regarding Classified evaluation deadlines
        • Requests for tenure track recruiting needs for next AY due to Dean
        • College HR sends out reminder that the classified staff performance cycle ends in March, send out evaluation timeline and process communication
        • CEAS HR sends out reminder that sabbatical leave reports are due April 1st  
        • CEAS HR notifies Dean of expiring named positions, chair/director, associate chair/faculty director letters of offer for upcoming Fiscal Year/Academic Year
        • CEAS HR sends a PTR report reminder (due May 1)
        • CEAS HR sends out summer adjunct/lecturer template and term dates
        • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
        • Approve MyLeave timesheets by the 10th of the month for staff and research
        • Approve MyLeave timesheets bi-weekly for student and temporary roles

        April

            • April 1: Sabbatical Leave Reports due for previous fall semester sabbaticals & CY to CEAS HR
            • April 15: Summer adjunct/lecturer & faculty additional job offer letters due to CEAS HR
            • April 15: Hire with tenure dossiers due to CEAS HR
            • Third Friday in April: Classified Staff evaluations due to Dean's Office Assistant HR Director
            • Classified staff annual performance evaluation cycle begins (April 1 - March 31)
            • First batch of sabbatical applications that have been approved by Board of Regents it sent to units as part of the April Regent Report of Personnel Actions (not all sabbaticals approved during this batch)
            • Quarterly ensure required Discrimination & Harassment training completed for unit
            • Faculty Merit Evaluation Forms will be returned from the college. Have Chair sign and distribute via DocuSign.
            • Departments should be completing all retention offers, if applicable
            • CEAS to send reminder regarding Classified evaluation deadlines
            • CEAS HR sends a PTR report reminder (due May 1)
            • CEAS ensures all instructor reappointment contracts have been completed
            • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
            • Approve MyLeave timesheets by the 10th of the month for staff and research
            • Approve MyLeave timesheets bi-weekly for student and temporary roles

            May

                • May 1: Post Tenure Review reports due to CEAS HR
                • May 15: Faculty hires with tenure dossiers due to Faculty Affairs
                • May 15: Spring & CY sabbatical applications due to CEAS HR
                • Third Friday in May: Classified staff performance plans due to CEAS Assistant HR Director
                • Ensure all Scholars-in-Residence are put on SWB for summer if not on 9 Pay 12
                • Units inform Service Center of faculty retirements, resignations, leaves, etc.
                • Units inform Service Center of student terminations, end of semester appointments, short work breaks, etc.  
                • Units drafts Associate Chair offer letters and submits to CEAS HR
                • Units finalize workload spreadsheet, summer salary
                • CEAS HR processes named positions, endowments, and leadership letters starting July 1
                • CEAS HR sends out reminder to new staff for CEAS New Employee Orientation
                • CEAS informs units of staff milestone anniversaries for semester
                • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
                • Approve MyLeave timesheets by the 10th of the month for staff and research
                • Approve MyLeave timesheets bi-weekly for student and temporary roles

                June

                    • June 1: CEAS nominations and Dean’s letters for Provost’s Faculty Achievement Awards due to Provost.
                    • Early June: CEAS HR hosts CEAS New Employee Orientation for staff employees
                    • Faculty 9 pay 12 election forms due to HRSC if applicable
                    • Second batch of sabbatical applications that have been approved by Board of Regents is sent to units as part of the April Regent Report of Personnel Actions (all remaining sabbaticals approved during this batch)
                    • Search Committees need to close AY faculty recruitment job postings and instructional postings
                    • Units need to submit Associate Chair appointments to HRSC
                    • CEAS Finance Team works with HRSC to enter all Chair / Director/ Endowed Chair Pay
                    • CEAS HR sends out fall adjunct/lecturer template and term dates
                    • CEAS HR submits Faculty Annual recruitment report due to the Provost (due June 30)
                    • CEAS HR sends hiring proposals to Provost (due June 30)
                    • CEAS submits Post Tenure Review report to OFA (due June 30)
                    • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
                    • Approve MyLeave timesheets by the 10th of the month for staff and research
                    • Approve MyLeave timesheets bi-weekly for student and temporary roles

                    July

                        • July 1: All chair/director Fiscal Year appointments begin
                        • July 1: Faculty & staff employee merit roster increases are effective if applicable
                        • July 15: Fall adjunct/lecturer & faculty additional job appointment letters due to CEAS HR
                        • CEAS HR processes change in supervisor addendum letters for applicable staff reporting to new chair/director
                        • University Staff 6 month performance cycle marker - review goals/coaching session
                        • Prepare New Faculty Orientation materials if new faculty start in the fall
                        • Unit to send HRSC list of faculty on fall sabbatical or leaves for entry
                        • Quarterly ensure required Discrimination & Harassment training completed for unit
                        • Dean & Associate Dean of Faculty Advancement select FLRC members
                        • Faculty BE & U letters sent out by Associate Dean of Faculty Advancement
                        • Research faculty annual performance evaluation cycle info will be sent out from Campus HR
                        • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
                        • Approve MyLeave timesheets by the 10th of the month for staff and research
                        • Approve MyLeave timesheets bi-weekly for student and temporary roles

                        August

                            • August 1: Fall temporary offer letters should completed
                            • Third Week: New Faculty Orientation Week
                            • Units set-up all new faculty appointments tenured, tenure-track, instructional, adjuncts, etc.
                            • Units set-up all new student, TA, etc. appointments
                            • Units work with HRSC to ensure faculty promotions are entered into HCM
                            • Ensure directory/website is updated with new employees
                            • Finalize New Faculty Orientation materials for new faculty starting in fall
                            • Welcome and onboard all new faculty
                            • Ensure directory/website updated with new employees
                            • Research faculty annual performance evaluations due to Campus HR
                            • Ensure all Scholar-in-Residence salaries are entered into HCM (i.e., EMP 1400 job code - appointed on multi-year contracts like instructors) with the HRSC
                            • Hiring plans and reporting approved by Provost in early August
                            • Units notified by CEAS HR to start faculty recruitment for next Academic Year, search plan checklist and ad due by Septebmber 15
                            • CEAS hosts search committee training (Avature, Implicit Bias)
                            • CEAS completed Recruitment Authorization Forms
                            • CEAS HR notifies Chairs of comprehensive reappointment dossiers due October 9
                            • CEAS HR notifies Chairs of Promotion & Tenure dossiers due November 10
                            • CEAS to coordinate FLRC training, meetings and logistics w/ Chair of FLRC Committee
                            • CEAS informs units of staff milestone anniversaries for semester
                            • Approve MyLeave timesheets by the 10th of the month for staff and research
                            • Approve MyLeave timesheets bi-weekly for student and temporary roles

                            September

                                • September 15:– Faculty Salary Equity Appeals due to Department Chair
                                • September 15: Aim to have postings live for faculty recruitments
                                • September 20: Development Plans due from faculty needing an extensive review
                                • September 30: Professional Improvement Plans due for those faculty receiving a rating of below expectations
                                • Classified staff 6 month performance cycle marker - review goals/coaching session
                                • CEAS HR to remind chairs of due dates for Reappointment, Promotion & Tenure cases
                                • CEAS HR sends out reminder to new staff for CEAS New Employee Orientation
                                • CEAS HR hosts search committee diversity training
                                • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
                                • Approve MyLeave timesheets by the 10th of the month for staff and research
                                • Approve MyLeave timesheets bi-weekly for student and temporary roles

                                October

                                    • October 1: Research faculty annual performance evaluation cycle begins (October 1 to September 30)
                                    • October 1: Research faculty employee merit increases are effective
                                    • October 1: Call for nominations for CEAS awards: Charles A. Hutchinson Memorial Teaching Award, Max S. Peters Faculty Service Award, CEAS Faculty Research Award, CEAS Outstanding Staff Award, and Textbook Recognition Award, due November 1.
                                    • Early October: CEAS HR hosts CEAS New Employee Orientation for staff employees
                                    • October 9: Faculty comprehensive review dossiers due to CEAS HR
                                    • October 30: Faculty Conflict of Interest reports due
                                    • October 30: Faculty Professional Improvement Plans due if rating of "below expectations" was appealed
                                    • Call for Distinguished Professor nominations from Provost’s office
                                    • Call for Teaching Professor nominations from Associate Dean Faculty Advancement (due February 1)
                                    • Quarterly ensure required Discrimination & Harassment training completed for unit
                                    • CEAS HR sends out spring adjunct/lecturer template and term dates
                                    • CEAS HR to remind units of faculty sabbatical reports due at the end of the semester (due November 1)
                                    • CEAS HR to notify primary units about which Instructors/SIR faculty will need to be reappointed
                                    • CEAS HR to notify primary units about which faculty will have a Post Tenure Review this AY (due May 1)
                                    • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
                                    • Approve MyLeave timesheets by the 10th of the month for staff and research
                                    • Approve MyLeave timesheets bi-weekly for student and temporary roles

                                    November

                                        • November 1: Sabbatical Leave Reports due for previous spring semester or AY sabbaticals
                                        • November 1: Nominations for CEAS Faculty, Staff, and Textbook awards due to ADFA
                                        • November 10: Faculty promotion to associate professor & tenure dossiers due to CEAS HR
                                        • November 15: CEAS HR submits faculty annual college sabbatical report due to the Provost
                                        • Faculty Evaluation of salary equity due from units to Dean
                                        • Units inform HRSC of faculty retirements, resignations, leaves, sabbaticals, etc. for entry  
                                        • CEAS HR sends out reminder to new staff for CEAS New Employee Orientation
                                        • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
                                        • Approve MyLeave timesheets by the 10th of the month for staff and research
                                        • Approve MyLeave timesheets bi-weekly for student and temporary roles

                                        December

                                            • December 1: Spring temporary offer letters should completed
                                            • December 1: Last day to submit spring staff promotions, must be completed by January 15
                                            • December 10: Spring adjunct/lecturer & faculty additional job appointment letters due to CEAS HR
                                            • December 10:  Promotion to full dossiers due to CEAS HR
                                            • Mid-December: CEAS HR hosts CEAS New Employee Orientation for staff employees
                                            • December 31: Faculty annual performance evaluation cycle ends
                                            • Units inform Service Center of student terminations, end of semester appointments  
                                            • Prepare New Faculty Orientation materials if new faculty start in the spring
                                            • By the end of the semester instructor reappointments should be completed ideally; February 28th is absolute deadline
                                            • CEAS sends reminder that the university staff performance cycle ends in January, send out evaluation timeline and process communication
                                            • CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
                                            • Approve MyLeave timesheets by the 10th of the month for staff and research
                                            • Approve MyLeave timesheets bi-weekly for student and temporary roles