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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
July
July
Deadline | Description | Website / Location | Contact |
---|---|---|---|
Ongoing | Review Fall 2025 courses for low enrollment and cancel if needed. | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | |
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 | Tiffany Schier |
Ongoing | DEO reviews all Fall course syllabi for compliance | Syllabus Review | CLAS UP |
August 5 | Summer 2026 course offering schedule due in MAUI. Offerings planner closed August 5, 2025. | MAUI : Home : Registrar : Offerings Planner | Department Admin or Delegate |
August 18 | CLAS New DEO Orientation: Monday, August 18, 2025 | Rachel Spengler | |
August 20 | CLAS New Faculty Orientation: Wednesday, August 20, 2025 | Rachel Spengler | |
August 21 | CLAS DEO Retreat for all DEOs and department administrators: Thursday, August 21, 2025 | Rachel Spengler | |
August 25 | Reports for PDAs and other leaves completed during AY2024-25 are due to DEO August 25; with DEO approval, due to Dean's Office September 3 | Professional Development Award (PDA) Recommendation & Approval | Catherine Moore |
TBA | Promotion and Tenure Workshop offered by Dean’s Office | Faculty Workshop Registration | Rachel Spengler |
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 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 3 | Proposals for Teaching in Higher Education Conference Awards due (for September – December 2025 conferences) | Teaching in Higher Education Conference Awards | |
September 3 | CLAS GE course proposals due | Proposing a Course for GE Status | Matt Shadle |
September 22 | CLAS Annual Faculty Meeting: September 22, 2025, 3:30-5:00pm | ||
September 29 (tentative) | 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 | 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 |
---|---|---|---|
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 | Office of the Registrar |
October 1 | Undergraduate curricular change proposals for fall 2026 due | Modifying Undergraduate Curriculum | Liz Lundberg |
October 4 (TENTATIVE) | May Brodbeck Humanities Fellowship Applications for 2026-27 are due to DEO October XX; with DEO approval, due to Dean’s Office October XX (Dates to be announced by Provost's Office) | Provost Application | |
October 6 | Flexible Load Applications for 2026-27 are due to DEO October 6; with DEO approval, due to Dean’s Office October 20. | CLAS Policy: Flexible Load Assignment | Catherine Moore |
October 14 | Deadline for Arts and Humanities Initiative (AHI) Program applications | AHI Program | |
October 22 | 2025-2026 President and Provost Award for Teaching Excellence nominations due | Jennifer Bertrand | |
TBA | Faculty Review Workshop offered by Dean’s office; held in person | CLAS Faculty Workshop Schedule | Rachel Spengler |
October 27 | Old Gold Summer Fellowship for Summer 2026 Applications due to DEO October 27, 2025; with DEO approval, due to Dean’s Office November 10, 2025. | CLAS Policy: Old Gold Fellowships | Catherine Moore |
October 27 | Faculty who received an Old Gold Fellowship the previous summer must submit a report. For fellowships completed summer 2025, report due to DEO October 27; with DEO approval, due to Dean's Office November 10. | CLAS Policy: Old Gold Fellowships | Catherine Moore |
October 27 - December 19 | Review and revision of General Catalog. Catalog editor open October 27 - December 19 | GE Catalog Dates | |
October 31 (TENTATIVE) | 5-Year Faculty Hiring Plans due to CLAS | Tiffany Schier |
November
November
Deadline | Description | Website / Location | Contact |
---|---|---|---|
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 3 | 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 3 | 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 | Rachel Spengler |
November 3 | 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 4 | Submit Fall 2026 course offerings in MAUI. Planner closed on November 4, 2025 | MAUI : Home : Registrar : Offerings Planner | |
November 10 - December 5 | Early Registration for Winter 2025 and Spring 2026 courses. Monitor low-enrolled courses | ||
November 14 (TENTATIVE) | 2026-27 Faculty Deployment Charts due to CLAS. Faculty hiring plans will not be considered unless a deployment chart is submitted. | Tiffany Schier | |
November 17 | Last day for students to drop individual semester-length courses without collegiate approval | Registrar Date by Session |
December
December
Deadline | Description | Website / Location | Contact |
---|---|---|---|
December 1 - January 16 (tentative) | Graduate Reappointment system is open for department to update spring TA/RA appointments | ||
December 3 | 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 |
December 5 (TENTATIVE) | 2026-2027 Visitor and Adjunct Requests due in CLAS MAX by December 5 | CLAS MAX | Jeff Donoghue |
December 19 | Review and revision of General Catalog. Catalog pages must be initiated in workflow by December 19, 2025. | GE Catalog Dates | |
December 24 | Fall 2025 final grades must be in "Approved" status | MAUI |
January
January
Deadline | Description | Website / Location | Contact |
---|---|---|---|
Ongoing | DEO reviews all Spring course syllabi for compliance | Syllabus Review | CLAS UP |
January 1 | Reports for DSHB Humanities Scholar Awards granted Fall 2023 due to DEO and Dean’s Office January 1 | DHSB Humanities Scholar Award | |
January 16 | Review and revision of General Catalog: Department reviewer deadline; catalog editing closes January 16, 2026. | GE Catalog Dates | |
December 1 - January 16 (tentative) | Graduate Reappointment system is open for department to update spring TA/RA appointments | ||
January 26 - February 8 | Fall 2026 offerings planner open for department review January 26 to February 8 | MAUI : Home : Registrar : Offerings Planner | |
January 28 | 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 |
January 31 (TENTATIVE) | Ida Beam Distinguished Visiting Professor Applications due to DEO January XX; with DEO approval, due to Dean's Office February XX (Dates to be announced by Provost's Office) | 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 |
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 | |
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 | Exceptional Performance Award (funded by the department) quarterly deadline for staff exceptional performance nominations. | Flex Pay Awards Policy | |
February 7 (tentative) | Student Technology Fee proposals due to CLAS. | Student Technology Fee Awards | Jonna Higgins Freese |
February 4 | 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 | Nominations for Collegiate Teaching Award due | CLAS Policy: Collegiate Teaching Award | Catherine Moore |
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 25 | Nominations for Outstanding Teaching Assistant Award due | Outstanding Teaching Assistant Award | |
TBA | Preparing for Promotion Workshops offered by Dean’s Office | Faculty Workshop Registration | Rachel Spengler |
March
March
Deadline | Description | Website / Location | Contact |
---|---|---|---|
March 4 | DEO Self Assessment and CV due to CLAS | Upload via File Cabinet App | Rachel Spengler |
March 4 | Faculty reviews due to CLAS: -Instructional track reappointment reviews -Clinical track reappointment reviews | Faculty Review Schedule | Rachel Spengler |
March 9- 13 | Early registration for Summer 2026 courses. Monitor low enrollments through the registration period. | ||
March 13 | 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 (TENTATIVE) | Professional Development Award Applications for 2026-2027 due to DEO March XX; with DEO approval, due to Dean's Office on April XX (Dates to be announced by Provost's Office) | PDA Policy | Catherine Moore |
March 23 (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 |
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 13 - May 1 | Early registration for Fall 2026 courses. Monitor low enrollments through the registration period. | MAUI | |
April 10 (TENTATIVE) | CLAS Leads applications due to CLAS | Rachel Spengler | |
April 10 | Faculty reviews due to CLAS: -Annual reviews of tenured faculty -5-year peer review of tenured faculty | Faculty Review Schedule | Rachel Spengler |
April 13 | 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 15 | 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 20 | Last day for students to drop individual semester-length courses without collegiate approval. | Registrar's Office | |
April 24 | Faculty reviews due to CLAS: -Visiting 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 |
---|---|---|---|
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 20 | Spring 2025 final grades must be in "Approved" status by May 20 | MAUI | |
May 29 | Faculty reviews due to CLAS: -Adjunct faculty reviews | Faculty Review Schedule | Rachel Spengler |
June
June
DEADLINE | Description | Website / Location | Contact |
---|---|---|---|
June 22 | Submit Spring 2027 course offerings in MAUI. Planner closed on June 23, 2026. | MAUI : Home : Registrar : Offerings Planner |