Department Chair Actions by Month
Primary Function:
Timeframe
and/or Due
Date
Summer
July
August
September
September to
December
As part of the University’s shared governance system, the department chair is the leader of the department/unit and has
responsibility in areas of personnel, department administration, curriculum, and guiding the vision of the department in order
to assure that the department can contribute to the achievement of the university’s mission and goals. To meet these
responsibilities, the department chair will consult with the dean and members of the department/unit.
Action
-Contact Learning and Information
Technology for Image Now (electronic
processing of documents)
-Complete hiring and faculty assignments.
-Prepare fall faculty/staff load summary.
-Assign mentors for new faculty/staff.
-Orient new faculty/staff (summer
workshop, TLC, department policies,
etc.).
-Oversee Student Course Evaluations.
-Establish schedule of Department
meetings and curriculum review.
-Monitor fall enrollment and make final
decisions on fall course schedule,
add/delete sections as needed.
-Between May 1 and September 1, the
immediate supervisor and his/her
supervisor will review the performance
objectives of faculty members within the
department/unit.
-Between May 1 and September 1
Supervisor reviews Post Tenure Goals.
-Academic Staff appointments
-Develop Spring and Winterm Schedules
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Resources
Learning and Information Technology
Unclassified Handbook
Chapter IIIB Personnel Rules for Faculty Pg. 89
Employment Benefits: http://www.uwstout.edu/hr/benefits.cfm
Human Resources General Handbook
http://www.uwstout.edu/hr/upload/class_handbook.pdf
Supervisor Orientation Checklist
http://www.uwstout.edu/hr/newEmployee/upload/supv_orient_checklist.pdf
Planning, Assessment, Research and Quality Office
http://www.uwstout.edu/parq/index.cfm
Capital Planning http://www.uwstout.edu/physplant/services/capbudget.cfm
UW-System Legal Counsel http://www.uwsa.edu/gc-off/deskbook/
Timetable Change form
http://www.uwstout.edu/regrec/upload/Timetable_Change_Form.pdf
Registration and Records: http://www.uwstout.edu/regrec/
Course Revision: http://www.uwstout.edu/admin/provost/upload/Revcors-2.pdf
Instructions for submitting curriculum items
http://www.uwstout.edu/admin/provost/currhb/submittingtocic.cfm
Curriculum Records: http://www.uwstout.edu/admin/provost/currhb/currrecord.cfm
Communication of Curriculum Changes
http://www.uwstout.edu/admin/provost/currhb/communication.cfm
Academic Calendar
http://www.uwstout.edu/cals/index.cfm?customel_datapageid_286598=286636
September
Early September
September
September
Refer to FASLH
- Finalize Course Schedule for spring
semester
-Sabbatical Application Due according to
prearranged deadline, see Sabbatical
Appointment Application packet and
timeline for specific dates.
-Election of new Personnel Committee
members if applicable.
-Review the performance objectives of
each faculty in the department between
September 1 and October 15. In the event
the supervisor or Dean determines the
objectives are inadequate, a review of
performance objectives with that faculty
will occur to appraise her/him of the
weakness of those objectives. See the
Faculty Staff handbook for further
clarification of supervisor duties.
-Oversee initial meeting of Personnel
Committee and election of Chair.
-Review with PC, personnel actions, time
frame, and notification due dates, and
procedures.
-Written notice is given to all
probationary faculty
regarding date of departmental review for
Tenure
-Newly hired faculty performance
objectives are due within 30 calendar
days of start date. Supervisor reviews
performance objectives of newly hired
faculty within 15 days of receipt.
-Review goals from faculty participating
in Post-Tenure Review (Goals to be
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Scheduling Guidelines: http://www.uwstout.edu/parq/upload/14-75.pdf
Unclassified Handbook Pg. 77
Human Resources http://www.uwstout.edu/hr/
Sabbatical Application form
http://www.uwstout.edu/facultysenate/upload/SabbaticalApplicationCURRENT.pdf
Sabbatical Application Timeline https://www.uwstout.edu/facultysenate/upload/SabbaticalTimeline-2015-2016-for-2016-2017.pdf
Chapter IIIA - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 70
Chapter IIIB – http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 89
Application for Promotion (contact Human Resources)
Promotion timeline (contact Human Resources)
Personnel Rules for Promotion (Faculty) (contact Human Resources)
Human Resources Forms http://www.uwstout.edu/hr/forms.cfm
Chapter IIIC - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
2015-2016 Tenure Timeline for Spring Hires going for tenure in Fall 2015
http://www.uwstout.edu/facultysenate/upload/Tenure-Timeline-CURRENT.pdf
2016-17 Tenure Timeline http://www.uwstout.edu/facultysenate/upload/Tenure-Timeline2015-2016-for-16-17-FINAL.pdf
Chapter IV - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf [PDF]
Academic Freedom, Copyright, etc.. When questions occur, please consult the Faculty Staff
Handbook above for potential answers. If the issue remains unclear, contact the Dean of your
College.
Post Tenure Review http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Pg 113
Chapter II Governance http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Pg. 10
Personnel Rules for Faculty – http://www.uwstout.edu/hr/upload/Unclassified-Handbook-
October
submitted in May).
-Elections of Promotion Committees (see
Promotion timetable on Human
Resources website).
-Update Unit Personnel Profile based on
programmatic and curricular needs,
discuss with Dean.
-Submit final revision of Winterm and
Spring course Schedule
-Develop recommendations for
search/screen.
-If applicable, participate in development
of timeframe for PRC review or any other
external/internal review processes.
-Determine need and oversee selection of
unit representatives on Department,
College and University committees.
-Submit Access to Learning Proposals
-Level I Promo Review/Recommend
Teaching Obs. AS and 1st yr. faculty
-Coordinate development of Unit Annual
Strategic Plan aligned to CEHHS
Strategic Plan, discuss with Dean
-Lab Mod Proposal due to Dean by Mid
October
-Oversee textbook decisions and ordering
for Winterm & Spring
November
-Post Tenure Review by Nov. 1st to Dean
and Nov. 15th to Provost and to Human
Resources by Dec. 1.
-Teaching Obs. Continue
-Submit Access to Learning support
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Master.pdf Pg. 89
Academic Staff http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg.
154
Promotion Application and Timetable: See Human Resources forms page for application and
time table. http://www.uwstout.edu/hr/forms.cfm
UW-Stout General Handbook from Human Resources:
Classified Handbook http://www.uwstout.edu/hr/upload/class_handbook.pdf
Unclassified Handbook http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Student Handbook http://www.uwstout.edu/onestop/index.cfm
Human Resources forms page, http://www.uwstout.edu/hr/forms.cfm
Affirmative Action Office: http://www.uwstout.edu/hr/eeoaa/eeoaa-policy.cfm
Planning and Review Committee http://www.uwstout.edu/admin/provost/prc.cfm
Employment Benefits: http://www.uwstout.edu/hr/benefits.cfm
Complaints: http://www.uwstout.edu/hr/eeoaa/complaint-process.cfm
Faculty Senate http://www.uwstout.edu/facultysenate/index.cfm
Chapter IIIA – Pg. 53
Promotion Application: (contact Human Resources) See Human Resources forms page for
Promotion Application and time table. http://www.uwstout.edu/hr/forms.cfm
Chapter IIIB – Pg. 89
Instructional Resource Services http://www.uwstout.edu/lib/irs/#electronic
Chapter IIIC – Pg. 154
University Strategic Plan http://www.uwstout.edu/admin/stratplans.cfm
Access to Learning Lab evaluation report requires Intranet login, then search by Lab name to
find report.
Instructional Resource Services http://www.uwstout.edu/lib/irs/#electronic
Chapter IIIB - Pg 89
Chapter IIIA – Pg. 53
Chapter IIIC – Pg. 154
Curriculum Handbook, Provost Office: http://www.uwstout.edu/curr/handbook/
December
January
proposals
-Develop Summer Schedule – through
Feb.
-Special Course Fee Due December 15
Equal Opportunity/Affirmative Action http://www.uwstout.edu/hr/eeoaa/eeoaapolicy.cfm
Special Course fee:
https://www.uwstout.edu/curr/handbook/forms/upload/coursefee.pdf
-Prob Fac Year 2 Renewal
-Prob Fac Year 2 Performance Review
- Written notice is given to all
probationary faculty
regarding date of departmental review for
Tenure (see Human Resources for Tenure
Timeline for specific dates each year).
-Oversee Student Course Observations
-Monitor spring enrollment and make
final decisions on spring course schedule,
add/delete sections as needed
Chapter IIIA Renewal – Pg. 126
Chapter IIIB – Pg. 89
Registration and Records http://www.uwstout.edu/regrec/
Timetable Change Form http://www.uwstout.edu/regrec/upload/Timetable_Change_Formpdf.pdf
Tenure timeline http://www.uwstout.edu/facultysenate/upload/Tenure-TimelineCURRENT.pdf
Academic Calendar
http://www.uwstout.edu/cals/index.cfm?customel_datapageid_286598=286636
University administration (University; Division;
College/School; Department/Unit) is charged with
providing faculty members by the specified time
with a copy of both short term (1-2 year future
plan period) and intermediate term (3-5 year
future plan period) goals/thrusts.
• University Short/Intermediate Term
Goals/Thrusts Deadline: January 1
Faculty Staff Handbook http://www.uwstout.edu/hr/upload/Unclassified-HandbookMaster.pdf Pg. 89
Instructions for submitting curriculum items
http://www.uwstout.edu/admin/provost/currhb/submittingtocic.cfm
Curriculum Records http://www.uwstout.edu/admin/provost/currhb/currrecord.cfm
Communication of Curriculum Changes
http://www.uwstout.edu/admin/provost/currhb/communication.cfm
Department Chair http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg.
20
Department Bylaws http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg.
20
Develop Course Schedule for following
academic year and summer session
February
Acad. Staff Performance Review
Finalize Course Schedule for summer
Finalize Course Schedule for fall semester
Classified Staff Performance Review
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Scheduling Guidelines: http://www.uwstout.edu/parq/upload/14-75.pdf
Faculty Staff Handbook http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Pg 154
Chapter IIIB - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 89
Prob Fac Year 1 Renewal
Prob Fac Year 1 Performance Review
Prob Fac Year 6 Performance Review
Prob Fac Year 6 Tenure Recommendation
Dahlgren Professorship App due to Chair
-Newly hired faculty goals are due within
30 calendar days of start date.
Chapter IIIA Pg. 53
Chapter IIIC – Pg. 154
Chapter II Governance http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Pg. 10
Faculty Senate http://www.uwstout.edu/facultysenate/index.cfm
Dahlgren Professorship application http://www.uwstout.edu/facultysenate/upload/FS-607Dahlgren-Professorship-Description.pdf
• College/School Short/Intermediate Term
Goals/Thrusts Deadline: February
March
Professorship Recommendation by
Governance Committee
Professorship Recommendation to
University Committee
Finalization of Red Book budget
Summer and Fall Textbook orders are
generally due at midpoint of semester.
Anticipate deadline for Department
short/intermediate term goals/thrusts due
April 1st.
-Oversee and coordinate textbook
decisions and ordering
Faculty Staff Handbook Chapter IIIA - http://www.uwstout.edu/hr/upload/UnclassifiedHandbook-Master.pdf
Chapter IIIB - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Chapter IIIC - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
PARQ Office, login into the Information Portal and search for ESURC reports
Chapter II Governance http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Pg. 10
Instructional Resource Services http://www.uwstout.edu/lib/irs/#electronic
April
-Prob Fac Year 2-5 Renewal
-Prob Fac Year 2-5 Performance Review
-Acad Staff Rolling Horizon Renewal
Faculty Staff Handbook http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Chapter IIIB - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 89
Chapter IIIC - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 154
- Department Short/Intermediate Term
Goals/Thrusts Deadline: April 1
May
-Probationary faculty goals are due to
Supervisor by May 1
Remind tenured faculty that Post Tenure
Goals are due May 1.
Oversee Student Course Observations
-Post-Tenure Review Goals due to Chair
-Probationary Fac. Annual Goals Due.
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Chapter II Governance http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Pg.10
Faculty Staff Handbook http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Chapter IIIB - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 89
Chapter IIIC - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 154
Monthly and
As-Needed
-Monitor fall enrollment and make final
decisions on summer course schedule,
add/delete sections as needed
-General Education Course assessments
are due.
-Review course offerings for old outdated
courses and remove from Active Course
Inventory
Registration and Records http://www.uwstout.edu/regrec/
Timetable Change Form http://www.uwstout.edu/regrec/upload/Timetable_Change_Form-pdf.pdf
General Education Assessment http://www.uwstout.edu/admin/provost/genedassessment.cfm
Meet with budget coordinator to review
account status
Oversee management of unit budget
Meet with Search committees and oversee
search process
Oversee curriculum, in collaboration with
PD’s and the faculty determine need for
revision, new courses, elimination of
courses
Oversee process for student complaints,
faculty concerns, etc.
Encouraging/nominating individuals for
Department, College, and University
committees
Faculty Staff Handbook http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf
Chapter IIIB – http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 89
Chapter IIIC - http://www.uwstout.edu/hr/upload/Unclassified-Handbook-Master.pdf Pg. 153
List/Descriptions of All University
Committees
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Academic Calendar http://www.uwstout.edu/cals/index.cfm?customel_datapageid_286598=286636
Instructions for submitting curriculum items
http://www.uwstout.edu/admin/provost/currhb/submittingtocic.cfm
Curriculum Records http://www.uwstout.edu/admin/provost/currhb/currrecord.cfm
Communication of Curriculum Changes
http://www.uwstout.edu/admin/provost/currhb/communication.cfm
Academic Calendar
http://www.uwstout.edu/cals/index.cfm?customel_datapageid_286598=286636
Curriculum Handbook, Provost Office: http://www.uwstout.edu/curr/handbook/
Registration and Records http://www.uwstout.edu/regrec/
Timetable Change Form http://www.uwstout.edu/regrec/upload/Timetable_Change_Formpdf.pdf
Instructions for submitting curriculum items
http://www.uwstout.edu/admin/provost/currhb/submittingtocic.cfm
Curriculum Records http://www.uwstout.edu/admin/provost/currhb/currrecord.cfm
Communication of Curriculum Changes
http://www.uwstout.edu/admin/provost/currhb/communication.cfm
http://www.uwstout.edu/acadstaffsenate/upload/University-Committees-Descriptionswebsite.pdf