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Provost's Academic Calendar

Updated: 10/28/19

This calendar is provided as a convenient reference point for important Academic Affairs dates. This calendar is not all inclusive and it doesn’t supersede any written policy. When available and applicable official policy should always be referenced for timelines and due dates.

Most policies can be found at: https://www.oit.edu/faculty-staff/human-resources/policies/faculty-staff

Forms and additional information can be found at: https://www.oit.edu/faculty-staff/provost/faculty-resources

The Registrars official calendar can be found at: https://www.oit.edu/registrar/academic-info/calendars

If you find any errors or have suggestions for this calendar please email provostoffice@oit.edu

September 2019

9/2

Labor Day – Campus Closed

9/16

9-month faculty return.

9/16-27

Convocation activities.

9/23

Last day to submit fall term Adjunct Faculty Requests.

9/30

Fall term classes begin.

9/30-10/4

Indefinite Tenure Review:

Provost notifies department chairs to begin the review process of faculty who will undergo indefinite tenure review.

Department chairs notify faculty who will undergo indefinite tenure review to begin updating e-portfolios.

Post-Tenure Review:

Provost notifies deans of faculty scheduled for post-tenure review.

Deans notify department chairs of faculty who must undergo post-tenure review.

Department chairs notify faculty who must undergo post-tenure review to begin updating e-portfolios.

Promotion (ETM, HAS, LIB faculty):Provost notifies department chairs/library director of faculty eligible for promotion based on time in rank.


October 2019

10/4

Annual Tenure Reappointment (2+ year faculty):Provost notifies department chairs to begin the review process for faculty on annual tenure.

10/7-11

Promotion (ETM, HAS, LIB faculty): Department chairs/library directors notify faculty, in writing, when they have met the minimum eligibility requirements for promotion and to begin updating e-portfolios; and notify the dean and provost’s offices of faculty pursuing promotion.

10/25

Faculty Objective Plan (FOP) completed and forwarded to the department chair.

Movement to Annual Tenure: Provost notifies deans to begin the process of evaluating faculty within their college for movement to annual tenure effective AY 2019-20.


November 2019

11/1

Movement to Annual Tenure: Deans notify department chairs to begin the process of evaluating faculty for movement to annual tenure effective AY 2019-20.

11/4-8

Department chairs meet with faculty to discuss objectives in their FOP; both the faculty and department chair sign FOP.

11/11

Veteran’s Day Observance – campus is closed.

11/13

Annual Tenure Reappointment (2+ year faculty): Department chairs forward recommendations for annual tenure reappointments to the appropriate dean.

11/15

Post-Tenure Review:Department chairs form a departmental post-tenure review committee and convene a meeting within one week to select a chair. Names of committee members, chair, and the date and location of open comments meeting(s) are sent to the provost’s office by 12/13.

11/18-22

Indefinite Tenure Review:Department chairs form one departmental committee that will serve for indefinite tenure review and promotion review. Names of committee members, chair, date and location for comments meeting(s) are sent to the provost’s office. The TR committee will inform the Dean’s office of date & location of open comments meeting(s) by 12/13.

 

Promotion (LIB faculty):Library faculty submit to the library director the list of five potential external review members; library director appoints a departmental promotion review committee. Names of committee members, chair, date and location for comments meeting(s) sent to the provost’s office.

11/20

Annual Tenure Reappointment (2+ year faculty): Deans forward recommendations for annual tenure reappointments to the provost.

Annual Tenure Reappointment (new faculty):Provost notifies department chairs of new faculty eligible for annual tenure reappointment.

11/25

Summer Session – Registrar’s Office sends the First Look to department chairs for course review.

11/25-12/6

Student course evaluations are conducted (required for all faculty).

11/27-29

Thanksgiving vacation (begins at 1 pm on 11/27).


December 2019

12/2

Deadline to submit sabbatical applications for AY 2020-21.

Annual Tenure Reappointment (2+ year faculty):Provost recommends annual tenure reappointmentto the president.

12/6

Movement to Annual Tenure: Department chairs forward recommendations on faculty to be moved to annual tenure to the dean.

12/9

Winter term Adjunct Faculty Requests due to the deans.

12/9-12

Final exams week.

12/13

Fall term ends.

Indefinite Tenure Review:Deadline for TR committee chair to notify dean’s office of date & location of open comments meeting(s).

Post-Tenure Review: Deadline for TR committee chair to notify provost’s office of names of committee members, chair, and the date and location of open comments meeting(s).

Annual Tenure Reappointment (2+ year faculty):President notifies faculty to be reappointed to annual tenure for AY 2019-20.

12/13

Movement to Annual Tenure: Deans forward recommendations on faculty to be moved to annual tenure to the provost.

12/16

Grades are due to the registrar’s office by noon.

Student course evaluation reports available for viewing by faculty.

12/16-1/3

Winter break.

12/25

Christmas day– campus closed.


January 2020

1/1

New Year’s day – campus closed.

1/6

Winter term classes begin.

1/6-10

Indefinite Tenure Review: Dean’s office advertise date and location of open comments meeting(s).

Faculty being reviewed for indefinite tenure submit e-portfolios to their departmental tenure review committee.

 

Promotion (LIB faculty):Library faculty undergoing promotion review submit e-portfolios to their promotion review committee.

1/10

Post-Tenure Review:Faculty undergoing post-tenure review submit e-portfolios to their departmental post-tenure review committee.

Provost’s office advertise date and location of open comments meeting(s).

1/13-17

Fourth-Year Department Chairs – Deans begin the review process for department. Chairs notify departments of upcoming chair vacancy.

1/13-24

Indefinite Tenure Review:Committees hold open comments meetings.

Post-Tenure Review:Committees hold open comments meetings.

1/15

Summer Session – Department chairs submit course revisions/updates to Registrar’s Office.

1/20

Martin Luther King, Jr. day – campus closed.

1/27

Indefinite Tenure and Post-Tenure: Deadline for candidate to request copies of documents from tenure review committee chairs to challenge questions of fact.

Summer Session – Registrar’s Office sends the Final Look to deans and department chairs for course approval.

1/27-31

Indefinite Tenure and Post-Tenure: Candidates may challenge questions of fact in documentation.


 

1/31

Deadline for tenure review committee chairs to provide copies of documentation to candidates who challenge questions of fact.

Promotion (LIB faculty):Promotion review committee reviews library faculty and prepares report. In the event of a positive recommendation, agreed-upon list of five external reviewers given to PRC chair.

Movement to Annual Tenure:Provost notifies faculty who are to be moved to annual tenure effective AY 2019-20.

Fixed-Term Reappointment:Provost notifies department chairs to begin review of fixed-term faculty.


February 2020

2/3

Summer Session – Schedule goes live via Registrar’s Office.

2/5

Promotion (LIB faculty):PRC chair contacts external reviewers; library director notifies candidate of PRC recommendation.

2/7

Annual Tenure Reappointment (new faculty): Department chairs forward recommendations for reappointment of new faculty hired Fall 2018, on annual tenure, to the appropriate dean.

2/10

Deans solicit departmental faculty input regarding department chairs, by collection of written comments, in order to complete the annual evaluation of the chair’s effectiveness.


2/14

Indefinite Tenure Review:ITR committees prepare and submit reports to department chairs.

Post-Tenure Review:PTR committees prepare and submit reports to department chairs.

Fixed-Term Reappointment: Department chairs forward recommendations on fixed-term reappointment to their dean.

Annual Tenure Reappointment (new faculty):Deans forward recommendations on annual tenure reappointment of new faculty to the provost.


2/17-21

Indefinite Tenure Review:Department chairs notify candidates in writing of the committee’s recommendation.

2/21

Indefinite Tenure Review:Department chair sends recommendations of committee and chair including supporting documentation to the dean.

Post-Tenure Review: Department chairs notify candidates in writing of the committee’s recommendation. Department chair sends recommendations of committee and chair including supporting documentation to their dean.

Annual Tenure Reappointment (new faculty):Provost forwards recommendations on annual tenure reappointment of new faculty to the president.

Fixed-Term Reappointment: Deans forward recommendations for fixed-term reappointment to the provost.

2/24-28

Indefinite Tenure Review:Deans review committee and chair recommendations and forward to provost with dean recommendation.

Promotion (ETM, HAS faculty):Each department chair shall appoint a five-member promotion review committee. For the sake of consistency in tenure and promotion recommendations, members of the departmental TRC will also serve on the PRC, if eligible. Names of committee members should be sent to the provost’s office. The department chair shall designate a member of the PRC to convene its first meeting; then, the PRC will select a chair from within its membership.

Promotion (LIB faculty):Deadline for receipt of candidate’s portfolio by external reviewers.

Fourth-Year Department Chairs – Deadline for dean to complete chair review with departmental recommendation, and forward recommendation for reappointment/non-reappointment to the provost.


March 2020

3/2

Fixed-Term Reappointment:Provost forwards recommendations for fixed-term reappointment to the president.

3/2-13

Student course evaluations are conducted (required for all non-tenured faculty; tenured faculty may opt out of evaluation).

3/2-6

Indefinite Tenure Review:Provost forwards indefinite tenure recommendations to the president.

Annual Tenure Reappointment (new faculty):President notifies new faculty to be reappointed to annual tenure for AY 2019-20.

3/6

Post-Tenure Review: Dean submits recommendation, departmental report, and chair’s letter to the provost.

3/16

Fixed-Term Reappointment:President notifies fixed-term faculty of reappointment.

Spring term Adjunct Faculty Requests due to the deans.

3/16-19

Final exams week.

3/16-20

Department recommendations for chair selection due to the dean.

3/20

Winter term ends.

Indefinite Tenure Review:President notifies candidates of final tenure decisions.

Post-Tenure Review:Provost notifies faculty of post-tenure status.

3/23

Grades are due to the registrar’s office by noon.

Student course evaluation reports available for viewing by faculty.

3/23-3/27

Spring Break

3/30

Spring term classes begin.

3/30-4/3

Deans complete annual evaluation of department chairs.


April 2020

4/1

Faculty begin to prepare and/or update APE forms.

4/3

Promotion (ETM, HAS faculty):Applicants submit e-portfolios to their departmental promotion review committee.

4/10

Faculty complete APE forms and provide a copy to their department chair.

4/13-24

Department chairs meet with faculty to discuss APE. Department chair completes the APE and submits it to the faculty member for concurrence or non-concurrence and comments, if any.

4/17

Promotion (ETM, HAS faculty):Departmental PRC reviews faculty, and reports recommendation to the department chair.

4/20-22

Deadline for administrative appointment of new department chairs.

Promotion (LIB faculty):External reviewers submit letters to the PRC chair for inclusion in the candidate’s portfolio.

4/22

Promotion (ETM, HAS faculty): The department chair will notify applicants, in writing, of the departmental PRC’s recommendation. The department chair reports the recommendation to the dean.

4/24

Promotion (LIB faculty):PRC and external review recommendation forwarded to PAC and the library director.

4/27-5/8

Promotion (ETM, HAS faculty):School promotion committees review applicants for promotion and report recommendations to the promotion advisory committee (PAC).


May 2020

5/1

Faculty member signs his/her APE form and returns it to the department chair.

5/8

Department chairs forward completed APE forms to the deans.

5/13

Promotion (ETM, HAS faculty): Deans notify applicants of the school promotion committee’s recommendation.

5/15

Provost notifies faculty of commencement events.

5/22

Promotion (LIB faculty):PAC and library director submit recommendations to the provost.

5/25

Memorial Day – campus closed.

5/27 - 6/5

Student course evaluations conducted (required for all faculty).


June 2020

6/5

Promotion (ETM, HAS faculty):PAC reviews applicant e-portfolios for promotion and reports recommendations to the provost.

6/8-11

Final exams week.

6/12

Spring term ends.

Fall term Adjunct Faculty Requests due to the deans.

Promotion (ETM, HAS faculty):Provost notifies faculty of promotion decisions in writing and makes announcement.

Promotion (LIB faculty):Provost notifies faculty, in writing, of the promotion decision.

6/13

Commencement – Klamath Falls Campus, 10:00 am

6/14

Commencement – Portland-Metro Campus, 1:00 pm

6/15

Student course evaluation reports available for viewing by faculty.

Grades are due to the registrar’s office by noon.

6/16

Commencement – Seattle (Boeing) Campus, 5:00 pm

6/22

Summer Session classes begin.


July 2020

7/4

Independence day – campus closed.

7/17

First 4-week session ends.

7/20

Second 4-week session begins.


August 2020

8/14

Second 4-week session ends.

End of Summer term.

8/17

Grades are due to the registrar’s office by noon.


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