Useful Links

Key Tips

  • Make sure you have access to (permissions for) course rosters in your departments, job applicants (ROCS), and SIRS (contact the Office of Teaching Evaluation and Assessment Research OTEAR – ex-CTAAR ); departmental mailing list permissions; access to Box folders for department
  • Make sure that you are on Faculty Affairs notification list for chairs (Email Maria Buckley for access)
  • Check your Schedule of Classes carefully for errors (Get your colleagues to check, as well)!
  • Check CSS and/or Infosilem to assure caps for enrollment are correct
  • Also be sure you are on the mailing list for the Ad Hoc Chairs and Directors group (Contact Ken Elliott and Ty Hoffman)
  • For faculty unpaid leaves of absence and/or family medical leaveComplete form to notify Faculty

Duties Checklist 

Deadline

Items

AY MONTHLY

  • Attend scheduled meetings with deans and other chairs/directors
  • Hold department faculty meetings, include updates from faculty serving on FASC Senate, Faculty Council, as well as college, campus, and university committees

SEPTEMBER

OCTOBER

  • October 1: Must notify tenured faculty that they will have a post-tenure 5 year review
  • All Spring PTL information should be entered on the PTL Worksheet
  • CSS review of Spring Schedule
  • All Spring PTL information should be entered on the PTL Worksheet
  • Mid October: CSS opens for Summer scheduling
  • By October 31:
    • NO FURTHER CHANGES TO INSTRUCTOR’S TEACHING ASSIGNMENT. All PTLs must be identified for SPRING appointments (to ensure all new hire requirements can be met and Faculty Affairs has enough time to notify, assist and process payroll.)
    • Must notify TA/GAs of reappointment for spring semester
LATE FALL
  • Begin working on promotion packets with NTTs coming up for promotion [See forms, details and timetables]
  • Confirm with dept. colleagues details of teaching schedule for the following semester, including preferences about teaching times and classroom needs.
  • Solicit requests from colleagues regarding their teaching in the following year, make decisions about who will teach what during both semesters; solicit preferences with regard to teaching times
  • Draft a teaching schedule for the following fall. (Perform the same operations regarding the following year’s spring course schedule in May/June of the current AY.)
  • Meet with possible promotion and tenure candidates to discuss process and possible outside reviewers [See forms, details and timetables]
  • Registration starts for Spring (timing dependent on Thanksgiving holiday)
DECEMBER
  • Departmental graduate reviews due for January Grads – application closes 12/19. Conferral date is MLK day
  • Mid-December: Infosilem open for fall scheduling- remind faculty
JANUARY Early January: January 28:
  • Fall semester evaluations due for all PTLs [DocuSign Form]
  • Review SIRS for each PTL; meet with the PTL if there are concerns.*All PTLs who are in their first semester teaching as a PTL at Rutgers University must receive a class observation*
  • Next year’s tenure and promotion cycle begins
FEBRUARY
  • Work with Associate dean to identify external reviewers for tenure and promotion cases
  • Begin entering potential external reviewer info into the External Reviewer Approval Request System [See forms, details and timetables]
  • CSS Review – Finalize and correct timing and list of next Fall course offerings – Schedule is live mid-March.
  • Registration opens for Summer scheduling
  • Identify faculty for shared governance service (Faculty Senate – Rules of Procedure committee)
  • It’s especially important to encourage senior faculty to serve on the various A&P Committees.*
MARCH
  • Departmental graduate reviews due for May grads – application closes 3/1. Conferral date is Sunday after Final Exams
  • Mid March: Registration opens for fall scheduling (dependent on holiday schedule, may push to end of April)
  • Late March:
APRIL
MAY
  • Send formal solicitation letters to external referees along with promotion packet materials
  • Attend Commencement; chairs are usually seated on stage to congratulate graduates. Encourage your faculty to attend Commencement as well.
  • Congratulate yourself, staff, and colleagues for a job well done.
  • Early May: All FALL PTL information should be on the PTL worksheet [See these resources]
  • Late May:
    • Spring semester evaluations due for all PTLs [DocuSign Form]
    • Review SIRS for each PTL; meet with the PTL if there are concerns.
    • *All PTLs who are in their first semester teaching as a PTL at Rutgers University must receive a class observation*
JUNE
  • Update swipe card access to classrooms and labs (add/remove students in the course (NOTE: Not all department departments use swipe access entry).
  • June 30: Provide Dean’s office with all post-tenure reviews completed during the AY
JULY
  • Take a deep breath and plan for start of academic year
  • July 15: NO FUTHER CHANGES TO INSTRUCTOR’S TEACHING ASSIGNMENT.
    All PTLs must be identified for FALL appointments (to ensure all new hire requirements can be met and Faculty Affairs has enough time to notify, assist and process by first week of August in time for the first payroll.)
AUGUST
  • Last date for chairs to notify Faculty Affairs of any NTT going up for promotion
  • Departmental graduate reviews due for August and October grads. – application closes 8/15. Conferral dates end of August and first week of October
  • Schedule department meetings for the semester (or year)
  • Schedule meetings of TT faculty to manage T & P cases
  • Analyze course schedule for general education designations/enrollments, etc.
  • This should include making sure faculty/instructors are meeting the “FASC Teaching Responsibilities Policy” and your department guidelines for teaching evaluation