The tables below list in detail the regularly occurring tasks required by DEOs. Deadlines and documents are attached where required. Additional deadlines will be posted as announced.
This information is also available via a shared Outlook calendar: CLAS-AdminCalendar@uiowa.edu. Information on adding a shared calendar can be found here.
Tasks to be done regularly
| Frequency | Task | Description | Website / Location | Contact |
|---|---|---|---|---|
| Weekly | Review & act on CLAS Business Updates | Weekly email received from CLAS with announcements, reminders, due dates, policy implementation and changes. | CLAS Business Updates | Rachel Spengler |
Monthly tasks
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Review Fall 2024 courses for low enrollment and cancel if needed. | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | |
| July 9 | Submit Spring 2025 course offerings in MAUI. Planner closed on July 9, 2024. | MAUI : Home : Registrar : Offerings Planner |
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Work with faculty working toward promotion to ensure they have their promotion dossier submitted to DEO by September 1 deadline | Timeline for Promotion and Tenure | Tiffany Schier |
| Ongoing | DEO reviews all Fall course syllabi for compliance | Syllabus Review | CLAS UP |
| August 6 | Summer 2025 course offering schedule due in MAUI. Offerings planner closed August 6, 2024. | MAUI : Home : Registrar : Offerings Planner | Department Admin or Delegate |
| August 19 | CLAS New DEO Orientation: Monday, August 19, 2024 | Rachel Spengler | |
| August 21 | CLAS New Faculty Orientation: Wednesday, August 21, 2024 | Rachel Spengler | |
| August 22 | CLAS DEO Retreat for all DEOs: Thursday, August 22, 2024 | Rachel Spengler | |
| August 26 | Reports for PDAs and other leaves completed during AY2023-24 are due to DEO August 26; with DEO approval, due to Dean's Office September 2 | Professional Development Award (PDA) Recommendation & Approval | Catherine Moore |
| August 27 | Promotion and Tenure Workshop offered by Dean’s Office in person, August 27, 2024: 2:00-3:30pm | Faculty Workshop Registration | Rachel Spengler |
| August 30 | Mary Jo Small Staff Fellowship Award applications due | Mary Jo Small Staff Fellowship Award |
| DEADLINE | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Ensure DCG meeting(s) for promotion candidates are scheduled for early November | Promotion Review Process | Tiffany Schier |
| Ongoing | Plan faculty reviews for the year. Ensure classroom observations are scheduled during the fall for any faculty that will be on leave in the spring semester | Faculty Review Schedule | Tiffany Schier |
| September 1 | Promotion dossiers to be submitted to DEO by September 1 collegiate deadline | Promotion Review Process | Tiffany Schier |
| September 3 | Proposals for Teaching in Higher Education Conference Awards due (for September – December 2024 conferences) | Teaching in Higher Education Conference Awards | |
| September 4 | CLAS GE course proposals due | Proposing a Course for GE Status | Matt Shadle |
| September 16 | CLAS Annual Faculty Meeting: September 16, 2024: 3:30-5:00pm | ||
| September 20 | The National Science Foundation is calling for nominations for the highly prestigious Alan T. Waterman Award. The award recognizes outstanding young researchers in any field of science and engineering. Awardees receive a grant of $1M over a five-year period. | Alan T. Waterman Award | Mara Cheney |
| September 24 | Newly Tenured Workshop offered by Dean’s Office; held in person, 2:00-3:00pm | CLAS Faculty Workshop Registration | Tiffany Schier |
| September 30 | Instructional equipment proposals due to CLAS | CLAS Policy: Instructional Equipment Funding | Maggie Vogel |
| September 30 | DEO concludes process of soliciting external evaluations for P&T cases | Promotion Review Process | Tiffany Schier |
| September 30 | Effort Certification/Personal Activity Reports (PARs) are due for faculty, Post-docs, and P&S staff | CLAS Policy: Effort Reporting/Personnel Activity Report (PAR) |
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| October 1 | Newly Promoted to Associate Professor of Instruction Workshop offered by Dean’s Office; held in person, 2:30-3:30pm | CLAS Faculty Workshop Registration | Tiffany Schier |
| October 1 | Proposals from faculty requesting to move all or part of their budgeted appointment to a different department of appointment, or for jointly appointed faculty to alter the percentage appointment in each department due to CLAS. | CLAS Policy: Request to Change Appointment | Tiffany Schier |
| October 1 | Proposals for new course fees effective Winter or Spring due in MAUI | Office of the Registrar: Course Fee Information Information | Office of the Registrar |
| October 3 | 2025-26 National Humanities Center Residential Fellowships applications due | CLAS Business Update | |
| October 4 | May Brodbeck Humanities Fellowship Applications for 2025-26 are due to DEO October 4; with DEO approval, due to Dean’s Office October 21 | Provost Application | |
| October 7 | Flexible Load Applications for 2025-26 are due to DEO October 7; with DEO approval, due to Dean’s Office October 21. | CLAS Policy: Flexible Load Assignment | Catherine Moore |
| October 15 | Exceptional Performance Award (funded by the department) deadline for staff exceptional performance. | Flex Pay Awards Policy | |
| October 23 | 2024-2025 President and Provost Award for Teaching Excellence nominations due | CLAS Business Update | Jennifer Bertrand |
| October 24 | Faculty Review Workshop offered by Dean’s office; held in person, 2-3:30pm | CLAS Faculty Workshop Schedule | Tiffany Schier |
| October 28 | Old Gold Summer Fellowship for Summer 2025 Applications due to DEO; with DEO approval, due to Dean’s Office November 11. | CLAS Policy: Old Gold Fellowships | Catherine Moore |
| October 28 | Faculty who received an Old Gold Fellowship the previous summer must submit a report. For fellowships completed summer 2024, report due to DEO October 28; with DEO approval, due to Dean's Office November 11. | CLAS Policy: Old Gold Fellowships | Catherine Moore |
| Date TBA | Deadline for Arts and Humanities Initiative (AHI) Program applications | AHI Program |
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| November 1 | 5-Year Faculty Hiring Plans due to CLAS | CLAS Business Update | Tiffany Schier |
| November 1 | By the first working day of November, the Departmental Promotion Committee report is due, utilizing CLAS template. Within 5 working days of the submission of the reports, the DEO places the reports in the Promotion Record and transmits a copy of each to the candidate. | Promotion Review Process | Tiffany Schier |
| November 1 | After P&T Committee Report has been added to the Promotion Record, admin submits bookmarked PDF to CLAS for preliminary review. | Promotion Record Submission Process | Tiffany Schier |
| November 1 | Reappointed Graduate Assistants must receive their reappointment letters for spring semester no later than November 1 | CLAS Graduate Assistant Appointment Policy | Catherine Moore |
| November 1 | DEO letter evaluating request from faculty to change their budgeted appointment (faculty line shift) due to CLAS | CLAS Policy: Request to Change Appointment | Tiffany Schier |
| November 1 | Improving Our Workplace Award (IOWA) nominations due November 1. Award recognizes someone who is making a positive difference in the results your workplace is achieving. | UI HR: Improving Our Workplace Award (I.O.W.A.) | UI Learning and Development |
| November 4 - January 17 | Review and revision of General Catalog. Catalog editor open November 4 - January 17. | GE Catalog Dates | |
| November 5 | Submit Fall 2025 course offerings in MAUI. Planner closed on November 5 | MAUI : Home : Registrar : Offerings Planner | |
| November 11 - December 6 | Early Registration for Winter 2024 and Spring 2025 courses. Monitor low-enrolled courses | ||
| November 13 | Proposals for Teaching in Higher Education Conference Awards due (for January – May 2025 conferences) | Teaching in Higher Education Conference Awards | |
| November 15 | 2025-26 Faculty Deployment Charts due to CLAS. Faculty hiring plans will not be considered unless a deployment chart is submitted. | CLAS Business Update | Tiffany Schier |
| November 18 | Last day for students to drop individual semester-length courses without collegiate approval | Registrar Date by Session | |
| November 20, 21 | Faculty peer review teaching evaluation trainings. Collegiate expectation is that at least one member of all five-year peer review of tenured faculty review committees attends one of these trainings. Other faculty are welcome to attend, as are staff involved in the review process. | CLAS Business Update | Tiffany Schier |
| November 24 | Applications for Spring 2025 Investment in Strategic Priorities funding due to Area Associate Dean | CLAS Business Update | Area Associate Dean |
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Review and revision of General Catalog. Catalog pages must be initiated in workflow by January 17, 2025. | GE Catalog Dates | |
| December 2 | The DEO submits Promotion Record to the Dean's Office with the DEO's letter of recommendation for candidates seeking tenure, promotion in the instructional track, and/or promotion in the clinical track | Promotion Review Process | Tiffany Schier |
| December 2 - January 17 | Graduate Reappointment system is open for department to update spring TA/RA appointments | CLAS Business Briefs | |
| December 6 | 2025-2026 Visitor and Adjunct Requests due in CLAS MAX by December 6 | Jeff Donoghue | |
| December 9 | The DEO submits Promotion Record for tenured candidates seeking promotion to the Dean's Office with the DEO's letter of recommendation | Promotion Review Process | Tiffany Schier |
| December 27 | Fall 2024 final grades must be in "Approved" status | MAUI |
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | DEO reviews all Spring course syllabi for compliance | Syllabus Review | CLAS UP |
| January 17 | Review and revision of General Catalog. Catalog editor opens November 4. January 17: Catalog initiator deadline (catalog pages must be initiated in workflow by this date) | GE Catalog Dates | |
| January 20 - February 2 | Fall 2025 offerings planner open for department review January 20 to February 2 | MAUI : Home : Registrar : Offerings Planner | |
| January 27 | Reports for DSHB Humanities Scholar Award during 2023-24 due to DEO and Dean’s Office January 27 | DHSB Humanities Scholar Award | |
| January 29 | GE CLAS Core proposals for spring semester are due. | Proposing a Course for GE CLAS Core | Matt Shadle |
| January 31 | Distinguished Alumni Award nominations due. Nominations for the 2025 awards may be submitted at any time, but should be postmarked no later than January 31 | UICA: The University of Iowa Distinguished Alumni Awards | Nici Bontrager |
| January 31 | Ida Beam Distinguished Visiting Professor Applications due to DEO January 31; with DEO approval, due to Dean's Office February 14 | Ida Cordelia Beam Distinguished Visiting Professorships Program | Associate Provost for Faculty |
| January 31 (tentative) | First Year Seminar Proposals are due to CLAS. Date will be announced during fall semester | CLAS Policy: First-Year Seminar |
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Begin the process for staff performance reviews | CLAS Policy: Staff Performance Reviews | Unit HR Rep |
| Ongoing | Discuss with faculty whether they plan to go up for promotion. By April 1, a candidate for voluntary review requests review, in a letter to the DEO | Promotion Review Process | |
| February 1 | Summer and Fall session course fee proposals due in MAUI by February 1. | CLAS Policy: Course Fee Calculation, Submission, and Approval | |
| February 1 | Student Technology Fee proposals due to CLAS. | CLAS Policy: Student Technology Fee Awards | Jonna Higgins Freese |
| February 3 | Nominations for the Hubbard-Walder Award for Excellence in Teaching due | Hubbard-Walder Award | |
| February 3 | General Catalog editing closes | General Catalog Dates | |
| February 11 | Preparing for Promotion to Full Professor Workshop offered by Dean’s Office in person, 2:00-3:00pm | Faculty Workshop Registration | Rachel Spengler |
| February 12 | Nominations for Collegiate Teaching Award due | CLAS Policy: Collegiate Teaching Award | Catherine Moore |
| February 20 | Preparing for Promotion to Associate Professor Workshop offered by Dean’s Office in person, 2:00-3:00pm | Faculty Workshop Registration | Rachel Spengler |
| February 25 | Preparing for Promotion in the Instructional Track Workshop offered by Dean’s Office in person, 2:00-3:00pm | Faculty Workshop Registration | Rachel Spengler |
| February 26 | Nominations for Outstanding Teaching Assistant Award due | Outstanding Teaching Assistant Award |
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| March 5 | Faculty reviews due to CLAS:
| Faculty Review Schedule | Tiffany Schier |
| March 10 - 14 | Early registration for Summer 2025 courses. Monitor low enrollments through the registration period. | ||
| March 14 | Faculty reviews due to CLAS:
| Faculty Review Schedule | Tiffany Schier |
| March 15 | Improving Our Workplace Award (I.O.W.A.) nominations due. | UI HR Website: Improving Our Workplace Award (I.O.W.A.) | UI Learning and Development |
| March 15 | Exceptional Performance Awards for P&S Staff Due (funded by the department) | Flex Pay Awards Policy | |
| March 24 | Professional Development Award Applications for 2026-2027 due to DEO March 24; with DEO approval, due to Dean's Office on April 8 | PDA Policy | Catherine Moore |
| March 24 (tentative) | Faculty ranking spreadsheets sent to DEOs for merit salary process | ||
| March 31 | Annual staff performance reviews due to CLAS. | CLAS Policy: Staff Performance Reviews | Unit HR Rep |
| DEADLINE | Description | Website / Location | Contact |
|---|---|---|---|
| Early April (tentative) | Salary App opens for DEOs and Admins to submit staff and postdoc merit salary increase requests. | More information forthcoming | |
| April 1 | By April 1, candidate informs DEO of intent to pursue promotion. | Promotion Review Process | Tiffany Schier |
| April 5 | PTEAP (Post-Tenure Allocation Effort) due; Faculty need to complete the PTEAP, but Admins can enter information for them. | CLAS Policy: Post-tenure Effort Allocation Policy (Faculty) Provost Website: PTEAP (login with HawkID and password) | Tiffany Schier |
| April 7 - 25 | Early registration for Fall 2025 courses. Monitor low enrollments through the registration period. | MAUI | |
| April 11 | CLAS Leads applications due to CLAS | Rachel Spengler | |
| April 11 | Faculty reviews due to CLAS:
| Faculty Review Schedule | Tiffany Schier |
| April 14 (tentative) | Faculty ranking spreadsheets due from DEOs for merit salary process | ||
| April 15 | Reappointed Graduate Assistants must receive their reappointment letters for fall semester no later than April 15 | Graduate Assistant Appointment Policy | |
| April 15 | DEO forwards to the Dean's Office names of all faculty undergoing promotion and tenure review in next academic year, with a copy of the CV for those requesting voluntary review | Promotion Review Process | Tiffany Schier |
| April 15 | DEO informs candidates for promotion and/or tenure review of the materials to be submitted for the promotion dossier and the deadline for submission | Promotion Review Process | Tiffany Schier |
| April 16 | Proposals for Teaching in Higher Education Conference Awards due (for June – August 2025 conferences) | Teaching in Higher Education Conference Awards | |
| April 21 | Last day for students to drop individual semester-length courses without collegiate approval. | Registrar's Office | |
| April 25 | Faculty reviews due to CLAS:
| Faculty Review Schedule | Tiffany Schier |
| Mid/Late April (tentative) | Salary App closes for DEOs and Admins to submit staff and postdoc merit salary increases. DEO submits faculty ranking spreadsheets to CLAS. | ||
| April 30 | Faculty eCOI disclosure due April 30, 2024. | Conflicts of Commitment and Interest Policies | Jan Waterhouse |
| DEADLINE | Description | Website / Location | Contact |
|---|---|---|---|
| May 1 | DEO begins process of selecting external evaluators and soliciting external evaluations of scholarly/creative record for promotion cases | Promotion Review Process | Tiffany Schier |
| May 21 | Spring 2025 final grades must be in "Approved" status by May 21 | MAUI | |
| May 30 | Submit annual strategic plan progress reports on department/division strategic plans to CLAS. | CLAS File Cabinet | Tiffany Schier |
| May 30 | Faculty reviews due to CLAS:
| Faculty Review Schedule | Tiffany Schier |
| DEADLINE | Description | Website / Location | Contact |
|---|---|---|---|
| June 1 | Global Curriculum Development Award nominations due. Award is given to faculty creating a new undergraduate course, or substantially revising an existing course, in order to integrate international or global perspectives into an undergraduate major. | Global Curriculum Development Award | Amy Welter |