This calendar is intended to provide DEOs and admins throughout CLAS guidance and information for regularly occurring tasks and deadlines established throughout the academic cycle.
This information is also available via a shared Outlook calendar: CLAS-AdminCalendar@uiowa.edu. Information on adding a shared calendar can be found here.
Refer to the University's Campus Awards site for annual award deadlines.
Refer to the International Programs Faculty Funding Opportunities site for annual award deadlines.
Refer to the CLAS Staff Council site for annual staff award deadlines.
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 | Laura Dunnum |
2026-2027 Monthly tasks
July
July
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Review Fall 2026 courses for low enrollment and cancel if needed. | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | |
| Ongoing | Review campus awards for the upcoming year and plan for faculty and staff award nominations. | ||
| Ongoing | Food and Beverage and Recognition Policies: The annual review of both the departmental food and beverage and recognition policies are due to Ryan Kirkey. Please look at both and, if no changes are needed, please initial and date the current policy form and resubmit it. If changes are required, please make any updates and submit the revised policy for approval through DocuSign. | Ryan Kirkey | |
| Ongoing | Cash Handling Compliance: Units must have updated/approved local cash handling procedures on file with AFR. At a minimum, these procedures should be reviewed annually to determine if any changes have occurred and if resubmission is necessary. Please verify that assignments for cash handling roles are current, and the individuals are compliant with training requirements. | https://afr.fo.uiowa.edu/cash-handling/cash-handling-deposits-policies-and-procedures#accordion-item-856-0 | Ryan Kirkey |
| May 28 - August 14 | Graduate Reappointment system is open for department to update fall TA/RA appointments | Erika Christian sen | |
| July 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 |
August
August
| 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 | Rachel Spengler |
| Ongoing | DEO reviews all Fall course syllabi for compliance | Syllabus Review | CLAS UP |
| Ongoing | Ensure faculty transactions are complete for fall semester. Includes new faculty, visitors, adjuncts, overloads, change of status percents (including course buyouts), faculty leaves, and terminations. | Department HR Rep | |
| Ongoing | Ensure new and returning graduate assistant appointments are processed. | Erika Christiansen | |
| Ongoing | Contact CLAS HR Hub to process I-9 forms for newly funded graduate students and new faculty. Form I-20 is also required for initial international student funded appointment. | CLAS HR: Administrative Resources: I-9 Processing | Department HR Rep |
| Ongoing | EPE/SPEC – English Placement Evaluation (EPE) is used for successful engagement in academic courses. SPEC is the Spoken Proficiency of English in the Classroom (SPEC) test | EPE: https://lllc.uiowa.edu/academic-areas/english-second-language/credit-program SPEC: https://lllc.uiowa.edu/academic-areas/english-second-language/teaching-assistant-preparation-english | Erika Christiansen |
| Ongoing | Promotion and tenure training (ICON course) completed by DEOs, ALT, and promotion committee chairs | Faculty Workshop Registration | Rachel Spengler |
| Ongoing | Financial Sub-certification: Departments will be required to complete the online financial sub-certification form for FY2026 in August. Please work closely with your area’s accountant to complete all questions and provide reasonable comments as needed. | An email with the link to the Universal Workflow form and instructions will be sent at the end of July. | Ryan Kirkey |
| Ongoing | Applications for Perry A. and Helen J. Bond Fund can be submitted at any time and will be considered on a rolling basis. | See the Perry A. and Helen J. Bond Fund Interdisciplinary Interaction webpage for more information. | Catherine Moore |
| August 1 | Exceptional Performance Award (funded by the department) quarterly deadline for staff exceptional performance nominations. | Flex Pay Awards Policy | |
| August 4 | Summer 2027 course offering schedule due in MAUI | MAUI : Home : Registrar : Offerings Planner | Department Admin or Delegate |
| May 28 - August 14 | Graduate Reappointment system is open for department to update fall TA/RA appointments | Erika Christiansen | |
| August 17 | CLAS New DEO Orientation | Rachel Spengler | |
| August 19 | CLAS New Faculty Orientation | Rachel Spengler | |
| August 20 | CLAS DEO Retreat for all DEOs and department administrators | Rachel Spengler | |
| August 24 | Reports for PDAs and other leaves completed during AY2025-26 are due to DEO | Professional Development Award (PDA) Recommendation & Approval | Catherine Moore |
| August 31 | Reports for PDAs and other leaves completed during AY2025-26 are due from DEO to Dean's Office | Professional Development Award (PDA) Recommendation & Approval | Catherine Moore |
| August 31 | Mary Jo Small Staff Fellowship Award applications due | Mary Jo Small Staff Fellowship Award |
September
September
| DEADLINE | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Ensure DCG meeting(s) for promotion candidates are scheduled for early November | Promotion Review Process | Rachel Spengler |
| Ongoing | Plan faculty reviews for the year. Ensure classroom observations are scheduled during the fall for instructional and clinical track faculty reappointment reviews and for any faculty that will be on leave in the spring semester | Faculty Review Schedule | Rachel Spengler |
| September 1 | Promotion dossiers to be submitted to DEO by September 1 collegiate deadline | Promotion Review Process | Rachel Spengler |
| September 2 | Proposals for Teaching in Higher Education Conference Awards due (for September – December conferences) | Teaching in Higher Education Conference Awards | |
| September 2 | CLAS GE course proposals due | Proposing a Course for GE Status | Matt Shadle |
| Date TBA | Instructional equipment proposals due to CLAS | CLAS Policy: Instructional Equipment Funding | Maggie Vogel |
| Date TBA | Faculty Review Workshop offered by Dean’s office; held in person | CLAS Faculty Workshop Schedule | Rachel Spengler |
| September 30 | DEO concludes process of soliciting external evaluations for P&T cases | Promotion Review Process | Rachel Spengler |
| 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) |
October
October
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Teaching Assistant Observation due by 8th week of the semester. | CLAS Policy: Evaluation of Teaching Assistants | Erika Christiansen |
| 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 due for new course fees effective Winter or Spring due in MAUI | Office of the Registrar: Course Fee Information | Office of the Registrar |
| October 1 | Undergraduate curricular change proposals for fall 2027 due | Modifying Undergraduate Curriculum | Liz Lundberg |
| Dates TBA | May Brodbeck Humanities Fellowship applications for 2027-28 are due to DEO October XX; with DEO approval, due to Dean’s Office October XX | Provost Application | |
| October 6 | Flexible Load Applications for 2027-28 due to DEO October 6; with DEO approval, due to Dean’s Office October 20. | CLAS Policy: Flexible Load Assignment | Catherine Moore |
| October 13 | Deadline for Arts and Humanities Initiative (AHI) Program applications | AHI Program | |
| October 16 | Instructional resource allocation charts due to CLAS | ||
| October 19 | Flexible Load Applications for 2027-28 due from DEO to Dean’s Office | CLAS Policy: Flexible Load Assignment | Catherine Moore |
| Date TBA | 2026-27 President and Provost Award for Teaching Excellence nominations due | Jennifer Bertrand | |
| Date TBA | Old Gold Summer Fellowship for Summer 2027 applications due to DEO | CLAS Policy: Old Gold Fellowships | Catherine Moore |
| Date TBA | Faculty who received an Old Gold Fellowship the previous summer must submit a report. For fellowships completed summer 2025, report due to DEO October XX; with DEO approval, due to Dean's Office November XX. | CLAS Policy: Old Gold Fellowships | Catherine Moore |
| October 26 - December 31 | Review and revision of General Catalog. Catalog editor open October 26 - December 31 | GE Catalog Dates | |
| October 30 | Faculty reviews due to CLAS: -Instructional track reappointment reviews -Clinical track reappointment reviews | Faculty Review Schedule | Rachel Spengler |
| October 30 | 5-year faculty hiring plans due to CLAS | Tiffany Schier |
November
November
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Send departmental TA evaluation forms to faculty to complete for each TA by the last week of the semester. | CLAS Policy: Evaluation of Teaching Assistants | Erika Christiansen |
| Ongoing | Fall Break Office Hours/Closing: Departments, as business needs allow, may determine whether to “close” their offices for in-person operations. Options may include allowing employees in remote-capable positions to work from home. Employees who choose not to work on these days will need to use vacation time. Please note that certain roles may still require in-person presence based on operational needs. DEOs, supervisors, and administrators should review these options together to ensure any necessary arrangements—such as signage, coverage schedules, and updated contact information—are in place if additional flexibility is offered. | Neda Barrett | |
| November 1 | Reappointed Graduate Assistants must receive their reappointment letters for spring semester no later than November 1 | CLAS Graduate Assistant Appointment Policy | Erika Christiansen |
| November 1 | Exceptional Performance Award (funded by the department) quarterly deadline for staff exceptional performance nominations. | Flex Pay Awards Policy | |
| 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 2 | 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 | Rachel Spengler |
| November 2 | After Promotion Committee Report has been added to the Promotion Record, admin submits bookmarked PDF to CLAS (email to clas-pt@uiowa.edu) for preliminary review | Rachel Spengler | |
| November 2 | 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 2 | Submit Fall 2027 course offerings in MAUI by November 2 | MAUI : Home : Registrar : Offerings Planner | |
| Date TBA | Old Gold Summer Fellowship for Summer 2027 applications due from DEO to Dean’s Office | CLAS Policy: Old Gold Fellowships | Catherine Moore |
| November 9 - December 4 | Early Registration for Winter 2026 and Spring 2027 courses. Monitor low-enrolled courses | ||
| November 16 | Last day for students to drop individual semester-length courses without collegiate approval | Registrar Date by Session |
December
December
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Process winter faculty and TA appointments | ||
| Ongoing | Process necessary graduate appointment terminations | Erika Christian sen | |
| Ongoing | Winter Break Office Hours/Closing: Departments, as business needs allow, may determine whether to “close” their offices for in-person operations. Options may include allowing employees in remote-capable positions to work from home. Employees who choose not to work on these days will need to use vacation time. Please note that certain roles may still require in-person presence based on operational needs. DEOs, supervisors, and administrators should review these options together to ensure any necessary arrangements—such as signage, coverage schedules, and updated contact information—are in place if additional flexibility is offered. | Neda Barrett | |
| Dates TBA | Graduate Reappointment system is open for department to update spring TA/RA appointments | Erika Christian sen | |
| December 8 | The DEO submits Promotion Record to the Dean's Office with the DEO's letter of recommendation for candidates seeking tenure and/or promotion | Promotion Review Process | Rachel Spengler |
| Date TBA | The Developmental Studies Hybridoma Bank (DSHB) Humanities Scholar Award provides support to tenure-track CLAS faculty for an approved research project within the humanities, including the digital humanities. Applications are due with DEO signature to the Assistant to the Associate Dean for Research and Infrastructure by Monday, December 8, 2025. | DSHB Humanities Scholar Award | Catherine Moore |
| December 23 | Fall 2026 final grades must be in "Approved" status | MAUI | |
| December 31 | Review and revision of General Catalog. Catalog pages must be initiated in workflow by this date | GE Catalog Dates |
January
January
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | DEO reviews all Spring course syllabi for compliance | Syllabus Review | CLAS UP |
| Ongoing | Ensure faculty transactions are complete for spring semester. Includes new faculty, visitors, adjuncts, overloads, change of status percents (including course buyouts), faculty leaves, and terminations. | Department HR Rep | |
| Ongoing | Graduate admissions process occurring in departments | Erika Christiansen | |
| Ongoing | EPE/SPEC – English Placement Evaluation (EPE) is used for successful engagement in academic courses. SPEC is the Spoken Proficiency of English in the Classroom (SPEC) test | EPE: https://lllc.uiowa.edu/academic-areas/english-second-language/credit-program SPEC: https://lllc.uiowa.edu/academic-areas/english-second-language/teaching-assistant-preparation-english | Erika Christiansen |
| Ongoing | Ensure new and returning graduate assistant appointments are processed | Erika Christiansen | |
| January 31 | Reports for DSHB Humanities Scholar Awards granted AY23-24 due to DEO and Dean’s Office | DHSB Humanities Scholar Award | Catherine Moore |
| Dates TBA | Graduate Reappointment system is open for department to update spring TA/RA appointments | Erika Christiansen | |
| January 22 | Review and revision of General Catalog: Department reviewer deadline; catalog editing closes January 22, 2027. | GE Catalog Dates | |
| January 25 - February 7 | Fall 2027 offerings planner open for department review | MAUI : Home : Registrar : Offerings Planner | |
| Date TBA | CLAS GE course proposals due | Proposing a Course for GE Status | Matt Shadle |
| January 31 | Distinguished Alumni Award nominations due. Nominations for the 2026 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 |
| Date TBA | Ida Beam Distinguished Visiting Professor Applications due to DEO DATE; with DEO approval, due to Dean's Office DATE | Ida Cordelia Beam Distinguished Visiting Professorships Program | Associate Provost for Faculty |
| Date TBA | First Year Seminar Proposals due. | First Year Seminar Proposals | |
| Date TBA | Hancher-Finkbine Award Nominations due (faculty, staff, student awards available) | The Hancher-Finkbine Award | vp-student-life@uiowa.edu |
February
February
| 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 | |
| Ongoing | Call for CLAS Staff Council nomination occur in early February, annually | CLAS Staff Council Elections | clas-staff-council@uiowa.edu |
| February 1 | Summer and Fall session course fee proposals due in MAUI by February 1 | Registrar Website | |
| February 1 | Exceptional Performance Award (funded by the department) quarterly deadline for staff exceptional performance nominations. | Flex Pay Awards Policy | |
| Date TBA | Student Technology Fee proposals due to CLAS. | Student Technology Fee Awards | Jonna Higgins Freese |
| February 3 | Nominations for the Hubbard-Walder Award for Excellence in Teaching due | Hubbard-Walder Award | |
| February 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 |
| February 24 | Nominations for Outstanding Teaching Assistant Award due | Outstanding Teaching Assistant Award |
March
March
| Deadline | Description | Website / Location | Contact |
|---|---|---|---|
| March 3 | DEO Self Assessment and CV due to CLAS | Upload via File Cabinet App | Rachel Spengler |
| Date TBA | Nominations for Collegiate Teaching Award due | Collegiate Teaching Award | Jennifer Bertrand |
| March 8-12 | Early registration for Summer 2027 courses. Monitor low enrollments through the registration period. | ||
| March 12 | Faculty reviews due to CLAS: -Third-year probationary faculty reviews -Annual reviews of probationary faculty -Instructional track annual reviews -Clinical track annual reviews | Faculty Review Schedule | Rachel Spengler |
| March 15 | Exceptional Performance Awards for P&S Staff Due (funded by the department) | Flex Pay Awards Policy | |
| March 23 | Professional Development Award applications for 2028-29 due to DEO | PDA Policy | Catherine Moore |
| March 22 (TENTATIVE) | Faculty ranking spreadsheets sent to DEOs for merit salary process | ||
| March 31 | UICA funds must be divested by end of the month. Collaborate with area accountant on funds that apply to this rule. | Forms for transfers and divestments found in UICA Finance Portal | Ryan Kirkey |
| March 31 | Annual staff performance reviews due to CLAS. | CLAS Policy: Staff Performance Reviews | Unit HR Rep |
April
April
| 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 | Rachel Spengler |
| April 6 | Professional Development Award applications for 2028-29 due from DEO to Dean's Office | PDA Policy | Catherine Moore |
| April 12-30 | Early registration for Fall 2027 courses. Monitor low enrollments through the registration period. | MAUI | |
| April 9 (TENTATIVE) | CLAS Leads applications due to CLAS | Rachel Spengler | |
| April 9 | Faculty reviews due to CLAS: -Annual reviews of tenured faculty -5-year peer review of tenured faculty | Faculty Review Schedule | Rachel Spengler |
| April 12 | 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 | Erika Christiansen |
| 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 | Rachel Spengler |
| 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 | Rachel Spengler |
| April 16 | 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 19 | Last day for students to drop individual semester-length courses without collegiate approval. | Registrar's Office | |
| April 23 | Faculty reviews due to CLAS: -Visiting faculty reviews -Fixed-term faculty reviews | Faculty Review Schedule | Rachel Spengler |
| 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. |
May
May
| DEADLINE | Description | Website / Location | Contact |
|---|---|---|---|
| Ongoing | Process summer appointments, including teaching faculty, research faculty summer salary, and TA/RAs | ||
| Ongoing | Process necessary graduate appointment terminations | Erika Christiansen | |
| May 1 | DEO begins process of selecting external evaluators and soliciting external evaluations of scholarly/creative record for promotion cases | Promotion Review Process | Rachel Spengler |
| May 1 | Exceptional Performance Award (funded by the department) quarterly deadline for staff exceptional performance nominations. | Flex Pay Awards Policy | |
| May 19 | Spring 2026 final grades must be in "Approved" status | MAUI | |
| May 28 | Faculty reviews due to CLAS: -Adjunct faculty reviews | Faculty Review Schedule | Rachel Spengler |
June
June
| DEADLINE | Description | Website / Location | Contact |
|---|---|---|---|
| Dates TBA | Graduate Reappointment system is open for department to update fall TA/RA appointments | Erika Christiansen | |
| June 21 | Submit Spring 2028 course offerings in MAUI. Planner closed on June 22, 2027 | MAUI : Home : Registrar : Offerings Planner |