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Calendar of Important Dates

The faculty and chairs of departments should take notice of several administrative dates during the academic year.  Included are due dates for annual reports, leave reports, materials for extension, review, reappointment, and promotion.  All reviews require a series of materials be delivered to the dean of the faculty, department chair, or committees. The Faculty Handbook details the appropriate information due for each review.

General Information 2016/17

*Note: If date falls on a weekend or holiday, the last previous working day applies.

Date Description

Aug. 29

Fall semester classes begin.

Sept. 1

REVIEW FOR TENURE:  The dean of the faculty notifies those faculty being reviewed for tenure to submit to the Office of the Dean of the Faculty by October 1 the names of six outside evaluators of their research.  (See October 1 below.)


PROMOTION TO FULL PROFESSOR: Faculty being reviewed for promotion to full professor  submit electronically:

  • c.v. and statement for outside evaluators
  • personal statement / research statement
  • teaching portfolio
  • publications, manuscript materials or other documentary evidence

Materials should be submitted to facultyreviews@vassar.edu and copied to the department chair.

Candidates will receive additional instructions on how to submit materials in advance of the review.

*NOTE: Those being reviewed by an ad hoc committee should deliver an additional copy of their material to the chair of the ad hoc committee.


Faculty applying for early review for reappointment or tenure should make application in writing to the chair of their department and to the dean of the faculty.  It is understood that in applying for early review the faculty member will have consulted with the chair.


POST TENURE REVIEW: For faculty undergoing post-tenure review, submit electronically:

  • c.v.
  • personal statement
  • activity reports (if not previously handed in)

Materials should be submitted to facultyreviews@vassar.edu and copied to the department chair.


Annual activities reports for tenured faculty are submitted to the Dean of the Faculty Office, with a copy to their department chair.

Sept. 4

COURSE CHANGES (b semester, 2016-17): Departments and programs propose to the Committee on Curricular Policies any changes in second semester offerings.

Sept. 5

Labor Day - No Classes 

Sept.

Fall Convocation at 3:30 p.m., Chapel

Sept. 10

The dean of the faculty notifies chairs of all faculty members scheduled for review in this academic year.


Chairs, within the next two weeks, discuss the review with faculty on the review schedule.


Faculty, whose review requires the formation of an ad hoc committee, submits suggestions for the committee to the dean of the faculty.  The department chair or program director should also submit a list.


Faculty being reviewed for tenure, reappointment, or extension of contract who would like a multidisciplinary program review must submit a request in writing to the program director with a copy to the dDean of the faculty and the chair of the home department.

Oct. 1

Chairs and faculty submit to the dean names of at least six outside evaluators of the scholarship or artistic activity for each member of the department who is to be reviewed for tenure. The names shall be ranked in order of preference; such ranking will be among the factors considered by FASC and the dean of the faculty in the selection of evaluators. Indication must be given of the individual's qualifications to undertake this assignment, based on biographical entries from the Directory of American Scholars, other professional directories, or websites. Full titles, mailing and email addresses, and a brief biographical statement must be included.

Full titles and addresses must be included.  The dean of the faculty and FASC in conference will make the selection of outside evaluators from the names proposed by the faculty members and the chairs.  (Amended by the faculty April 1, 2008.)


POST-TENURE REVIEW:  Chairs or directors submit one signed copy of the department recommendations for those undergoing post-tenure review to the Office of the Dean of the Faculty.  A copy of this recommendation must be sent to the member under review.


STAFFING PLANS for (2017-18): Chairs and program directors submit to the dean of the faculty staffing plans for the next year, taking into account faculty on leave.  Chairs will have already begun consultation with the dean for authorization of new and substitute staff.  Programs and departments will also have conferred together on sharing staff and courses.

Oct. 10

RESEARCH LEAVES REPORTS: Chairs and directors remind faculty who have returned from research leaves that they are required to submit a brief written report on the use of their leaves to the dean of the faculty with a copy to the president.  A copy should also be sent to the chair.

Oct. 17-21

October break, no classes.

Monday after Fall break

COURSE CHANGES (for 2017-18): Departments and programs propose to the Committee on Curricular Policies any changes in course offerings, including major requirements, course descriptions, etc. Chairs and directors should remember to consult with their majors committees about proposed curriculum changes well in advance of this date.

Nov. 7

PROMOTIONS:  Chairs of departments submit to the dean of the faculty one signed copy of the final and fully documented recommendations for associate professors being reviewed for promotion.  Partial review letters should also be submitted on this day. 

NOTE: all eligible members of the department must sign all departmental recommendations.  

At the time the recommendation is submitted to the dean of the faculty, the candidate will be provided with a copy of the full recommendation modified so as to indicate the numerical vote but not the votes of the individual voting members.  If a separate minority report is submitted, this minority report will also be provided to the candidate with the names of those signing it deleted. The chair shall also meet with the candidate to discuss this report and the remainder of the review process.

Mid-November

Registrar opens 2017/18 Catalogue for departments/programs to review and update. Departments coordinate changes with Registrar’s Office.

Nov. 15

Lectures - Priority deadline for lectures supported by the dean of the faculty for the spring semester. 

Dec. 7

First semester classes end.

Dec. 10

The dean notifies chairs of any questions or objections raised concerning department recommendations for promotions to full professor in order to allow for consultation with the president prior to the final recommendation to the Board of Trustees. 

Dec. 15-19

First semester examinations.

Dec. 21

The president notifies faculty members under consideration for promotion to full professor of the final recommendation to the Board of Trustees.

SPRING SEMESTER

Jan. 9

2017/18 Catalogue for departments/programs to review and update. Departments coordinate changes with Registrar’s Office.

Jan. 13

REVIEW FOR TENURE Faculty being reviewed for promotion with indeterminate tenure submit electronically:

  • c.v. and statement for outside evaluators
  • personal statement / research statement
  • teaching portfolio
  • publications, manuscript materials or other documentary evidence

Materials should be submitted to facultyreviews@vassar.edu and copied to the department chair.

Candidates will receive additional instructions on how to submit materials in advance of the review.

*NOTE: Those being reviewed by an ad hoc committee should deliver an additional copy of their material to the chair of the ad hoc committee.


REAPPOINTMENT Faculty being reviewed for reappointment submit electronically:

  • c.v. and statement for outside evaluators
  • personal statement / research statement
  • teaching portfolio
  • publications, manuscript materials or other documentary evidence

Materials should be submitted to facultyreviews@vassar.edu and copied to the department chair.

Mid-January

2017-18 Catalogue updates for departments/programs completed.

Jan. 25

Second semester classes begin.


By this day, the dean of the faculty shall have sent a copy of the fall semester CEQ reports to the campus mailbox of each faculty member under consideration for extension, reappointment or tenure, with a second copy sent directly to the member's corresponding department or program chair. (Approved by the Faculty February 5, 2003.)

Late-January

Departments first proof of 2017-18 Catalogue copy online. Departments coordinate changes with Registrar’s office.

Feb. 1

Extension of Contract Faculty being reviewed  for extension of contract submit electronically:

  • c.v.
  • personal statement
  • teaching portfolio

Materials should be sent to facultyreviews@vassar.edu with a copy to the department chair.

If the teaching portfolio cannot be submitted electronically a hard copy may be submitted. Two hard copies should be made and one should be delivered to the Office of the Dean of the Faculty and the other to the department chair.


Lecturers and visiting and adjunct faculty under review shall submit his or her c.v. and personal statement to facultyreviews@vassar.edu with a copy to the home department or program. (See Faculty Handbook for new language.)


Annual activities reports for untenured faculty are submitted to the Office of the Dean of the Faculty. Faculty members should also give a copy to their department chair. 

Mid-February

Departments final proof of 2017/18 Catalog copy online. Departments coordinate changes with Registrar’s Office

Mar. 1

ANNUAL FACULTY PERFORMANCE APPRAISALS: Departments submit a signed copy of performance appraisals to the Office of the Dean of the Faculty. A copy of the recommendation must also be sent to the faculty member under review. (See Section VII of the Faculty Handbook.)

The chair must meet with tenure-track faculty members at the time of their first recommendation to make sure they are familiar with, and understand, the procedures of review and the criteria employed in both salary and contract reviews, as stated in the Governance and the Faculty Handbook.


The dean of the faculty notifies faculty members when first eligible for promotion from associate professor to full professor in the next academic year with a copy to their departments.


RESEARCH LEAVES REPORTS:  Chairs and directors remind faculty who have returned from research leaves that they are required to submit a written report of the use of their leaves to the dean of the faculty with a copy to the president. A copy should also be sent to the chair.

March 6

The president informs those concerned of the actions taken by the Board of Trustees on recommendations regarding promotion to full professor.

March 13-24

Spring break

Mar. 30

The online 2017/18 catalogue goes live.

March 31

EXTENSION: Chairs of departments submit to the dean of the faculty a signed copy of fully documented recommendations of members of their departments who are being reviewed for extension of contract.


REAPPOINTMENT AND TENURE: Chairs of departments submit to the dean of the faculty a signed copy of fully documented recommendations of members of their departments who are being reviewed for indeterminate tenure or reappointment at the rank of assistant professor. Partial review letters should also be submitted by this day.

NOTE: All departmental recommendations must be signed by all eligible members of the department. (See Faculty Handbook: “Procedures for Review of Faculty Members.”)

At the time the recommendation is submitted to the dean of the faculty, the candidate is provided with a copy of the full recommendation modified to indicate the numerical vote but not the votes of the individual voting members. If a separate minority report is submitted, this minority report will also be provided to the candidate with the names of those signing it deleted. The chair shall also meet with the candidate to discuss this report and the remainder of the review process.

April 1

LEAVES OF ABSENCE: The dean of the faculty notifies all members of the faculty eligible for a leave of absence in 2015-16. Chairs receive a list of all eligible members of their departments and chairs provide leave information on their staffing plan for the next year.


PROMOTIONS: Faculty members eligible for promotion from associate to full professor in the next academic year must by this time notify the dean of the faculty of their intention to be reviewed or not for promotion, with a copy to their department chair.


Faculty being reviewed for promotion from associate to full professor who would like a multidisciplinary program review must submit a request in writing to the program director with a copy to the Dean of the Faculty and the chair of the home department.


AD HOC COMMITTEES: Faculty, whose review for promotion from associate to full professor requires the formation of an ad hoc committee, submit suggestions for the committee to the dean of the faculty.  The department chair, or senior full professor, should also submit a list.


NEW BUDGETS for (2017-18): Departments submit to the dean of the faculty proposals for next year’s operating, capital, and personnel budgets.  

May 1

Chairs and faculty submit to the dean names of six outside faculty evaluators of the research of each member of the department who is to be reviewed for promotion to full professor. The names shall be ranked in order of preference; such ranking will be among the factors considered by FASC and the dean of the faculty in the selection of evaluators. Indication must be given of the individual's qualifications to undertake this assignment, based on biographical entries from the Directory of American Scholars, other professional directories, or websites. Full titles, mailing and email addresses, and a brief biographical statement must be included.Amended by the faculty, April 1, 2008.

May 5

The dean of the faculty notifies chairs of any questions or objections addressed to department recommendations of faculty being reviewed for extension, reappointment, or promotion to tenure in order to permit, if requested, consultation with the president prior to final recommendations.  Chairs may bring other appropriate senior members of their departments to this consultation, which will normally include FASC and the dean.

May 10

The dean of the faculty notifies faculty members that they are scheduled for post-tenure review in the fall of the next academic year.  A copy is sent to chairs when appropriate.


Second semester classes end.

May 18-24

Second semester examinations.

May 31

The president informs those concerned of the actions taken by the Board of Trustees on recommendations regarding reappointment and promotion with indeterminate tenure.  

The dean of the faculty informs those concerned of the action taken by the Board of Trustees on recommendations regarding extension of contract.

May 31

153rd  Commencement

June 15

ANNUAL REPORTS: Department chairs and program directors, after consultation with the other members of the department or program, submit their annual reports to the Office of the Dean of the Faculty (deansoffice@vassar.edu) with a copy to the Office of the President (presidentsoffice@vassar.edu).