The tables below list in detail the regularly occurring administrative tasks required by department administrators. Deadlines and documents are attached where required.

Quick Links: Frequency | July | August | September | October | November | December | January | February | March | April | May | June

Tasks to be done regularly

Frequency Task Description Website / Location Contact
Weekly,
Biweekly,
Monthly,
Quarterly,
Annually
Review relevant HR reports HR reports that are to be reviewed at the Unit/Departmental level. Self Service : Administration : HR Inquiry : Standard Report Frequency Recommendations Area HR Representative/ Coordinator
Weekly Send emails to appropriate audience from the DEO mailing Weekly email received from CLAS with announcements, reminders, due dates, policy implementation and changes. https://clas.uiowa.edu/deos Becca Tritten
rebecca-tritten@uiowa.edu
Monthly Review and Process TDRs Financial reports to be processed.   Area accountant
Monthly Staff Meetings      
Monthly One-one staff meetings      
Monthly Account/spending plans Meet with faculty & accountant to discuss accounts and spending plans.    
Monthly Account balances and projections Meet with accountant to review account balances and projections.   Area Accountant
Monthly Payroll Cutoff Typically 5 business days before the last day of the month, but can be earlier when there are holidays. See the Payroll calendar for specific dates. https://hr.uiowa.edu/pay/payroll-services/payroll-calendars  Payroll
payroll-web@uiowa.edu
Quarterly Harassment Prevention Training Quarterly training due be 3/31, 6/30, 9/30, 12/31.    CLAS HR
Quarterly Divest Foundation Funds Divest Foundation funds if there isn’t enough spendable cash https://www.uifoundation.org/finance/ (will need login & PW from foundation) Area Accountant

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July

Task Description Website / Location Contact Report/Resource
Fall TA Assignments Assign TAs to courses using the yearly TA allocation and requests as guidelines. https://clas.uiowa.edu/deos/aministrative-manual-eligibility-graduate-assistantships Department Admin or Delegate and Kristina Swanson
kristina-swanson@uiowa.edu
 
Process Graduate Assistant Reappointments Graduate Assistant Reappointment System closes August 13, 2021. Self Service : Administration : HR Online Update : Grad Asst Reappointments Department Admin or Delegate and Kristina Swanson
kristina-swanson@uiowa.edu
 
Faculty % time changes Initiate forms for faculty who are changing percent time for AY. Self Service : Administration : Systems : HR Transaction System Ryan Kirkey
ryan-kirkey@uiowa.edu 
 
LWOP and CDA forms Initiate forms for faculty who are going on LWOP. CDA forms are initiated by Allison Bierman. https://clas.uiowa.edu/human-resources/leave-absence-forms and

https://clas.uiowa.edu/research/career-development-awards
Alaina Hanson
alaina-hanson@uiowa.edu

Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
Submit Staff Appreciation Grant application To fund appreciation/recognition efforts. https://hr.uiowa.edu/recognition/staff-appreciation-grant University of Iowa Human Resources  
Spring course offering schedule Submit Spring 2022 course offerings in MAUI. Planner closes July 7, 2021. MAUI : Home : Registrar : Offerings Planner reg-maui-support@uiowa.edu Department Admin or Delegate  
Review To Be Paid Report Review that To Be Paid Report matches COS forms that were processed prior to July 1. Should review report monthly, but very important with start of the budget year. HRIS CLAS HR Rep  
Low enrolled courses Review courses for low enrollment and cancel if needed. CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report Department Admin or Delegate  
Fall 2020 textbook(s) to be listed in MAUI   All textbook and resource orders for fall 2020 should be finalized in MAUI by Early Registration (April 12, 2021), but in no event later than four weeks prior to the start of the semester (July 26, 2021) in which the textbook is to be used by students.   Registrar's Office Courses Textbook Report
Visitor and Adjunct Faculty forms Initiate forms for visitor and adjunct faculty. Self Service : Administration : Systems : HR Transaction System Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 

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August

Task Description Website / Location Contact Report/Resource
Professional Development Award (PDA) Applications  PDA proposals are due to DEO August 30, 2021 and with DEO approval, due to Dean September 6, 2021. https://clas.uiowa.edu/research/career-development-awards

https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-22-deadlines-faculty-development-programs-tenured-faculty
Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
Spring Development Leave Reports Due to DEO August 13, 2021 and with DEO approval, due to Dean August 20, 2021. https://clas.uiowa.edu/deos/mailing/july-22-2020/2020-21-deadlines-faculty-development-programs-tenured-faculty Alaina Hanson
alaina-hanson@uiowa.edu
 
P&T Workshop Offered by Dean’s office once in the fall and once in the spring.

Fall workshop: August 25, 2021, 2:30-4:30pm via Zoom
https://clas.uiowa.edu/faculty/faculty-appointments-review-promotion-and-tenure-review Alaina Hanson
alaina-hanson@uiowa.edu
 
Summer course offering schedule Summer 2022 course offering schedule due in MAUI. Offerings planner closes August 10, 2021.

Need to input faculty and TA salaries for summer. Refer to the summer session appointment process link here: https://clas.uiowa.edu/finance/other-financial-resources.
MAUI : Home : Registrar : Offerings Planner reg-maui-support@uiowa.edu   Department Admin or Delegate  
Spring/Summer funding requests Send out call to faculty and staff.   Department Admin or Delegate  
Food & Beverage and Recognition policies Review and update the Food & Beverage and Recognition policies. Send updated policies to Sherry Roe. https://policy.clas.uiowa.edu/clas-policies-and-procedures/administration/budget-and-finance/food-and-beverage Sherry Roe
sherry-roe@uiowa.edu  
 
Cash Handling policy Review and update departmental Cash Handling policy. Send updated policy to Sherry Roe. https://afr.fo.uiowa.edu/cash-handlling/cash-handling-deposits-policies-and-procedures Sherry Roe
sherry-roe@uiowa.edu  
 
I9s Complete forms with newly funded graduate students and faculty. https://hr.uiowa.edu/immigration/i-9-information CLAS HR Representative  
Low enrolled courses Review courses for low enrollment and cancel if needed. CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report Department Admin or Delegate  
Collect and post faculty and graduate teaching assistants office hours for the current/upcoming session Post office hours for faculty and teaching assistants on office doors and the website.   Department Admin or Delegate  
Collect syllabi for DEO review and approval Syllabi are due to the DEO two weeks prior to the start of classes for review and approval. https://clas.uiowa.edu/faculty/required-syllabus Department Admin or Delegate  
TA Expectations Send beginning of semester TA expectation forms to faculty, who are to meet with TAs during first week of semester, return signed forms to ASG for scanning/filing. https://hr.uiowa.edu/bargaining/cogs and
elr-help@uiowa.edu
Department Admin or Delegate and Employee Labor Relations  
ESPA/ELPT Request for Evaluation for TA Certification Forms If necessary for new fall TA, submit online Request for Evaluation form to ESL Office. Self Service : Administration : Forms : ESL TA Certification ESL Office  
Financial Sub-Certification due Financial Sub-Certification document due to CLAS.

Deadline: 5pm on August 27, 2021
Information on the process: https://controller.fo.uiowa.edu/financial-certification-and-financial-sub-certification

Questions to be answered in the sub-certification: https://controller.fo.uiowa.edu/questions-related-policies
Area Accountants  
Mary Jo Small professional development applications due The Mary Jo Small Staff Fellowship is an award that University of Iowa staff members may use to help defray costs associated with regional, national, or international meetings or workshops, as well as a variety of other non-academic professional development opportunities on and off-campus.

Applications submitted by the February 28 deadline will be reviewed and announced in March. Applications submitted by August 31 will be reviewed and announced in September.
https://hr.uiowa.edu/learn/mary-jo-small-staff-fellowship-award uilearndevelop@uiowa.edu  

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September

Task Description Website / Location Contact Report/Resource
Quarterly SHPE deadline All faculty and staff must complete the Sexual Harassment Prevention Education (SHPE) every three years.

Quarterly deadline: September 30
https://clas.uiowa.edu/human-resources/sexual-harassment-prevention-training EOD at 319-335-0705 or diversity@uiowa.edu   
Faculty Merit Raise Workshop Offered by Dean’s office on yearly basis.

September 15, 2021, 2:30-4:30pm, Zoom
https://clas.uiowa.edu/deos/workshop-registration  Becca Tritten
rebecca-tritten@uiowa.edu
 
Faculty search process workshop (sometimes late August) Offered by Dean’s office on yearly basis

(2021 workshop not announced)
https://clas.uiowa.edu/deos/deo-calendar Becca Tritten
rebecca-tritten@uiowa.edu
 
Funding requests Organize and send requests for funding to the Departmental Executive Committee      
Tenure Case materials Send materials to external reviewers General P&T information: https://clas.uiowa.edu/faculty/faculty-appointments-review-promotion-and-tenure-review   Alaina Hanson
alaina-hanson@uiowa.edu
 
Becca Tritten
rebecca-tritten@uiowa.edu
 
DCG meetings Schedule DCG meetings for tenure cases and promotion cases General P&T information: https://clas.uiowa.edu/faculty/faculty-appointments-review-promotion-and-tenure-review   Alaina Hanson
alaina-hanson@uiowa.edu


rebecca-tritten@uiowa.edu
 
PDA recommendations PDA recommendations approved by DEO must be submitted electronically to the Dean by September 6, 2021 https://clas.uiowa.edu/research/career-development-awards

https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-22-deadlines-faculty-development-programs-tenured-faculty  
Joshua Wiener
joshua-weiner@uiowa.edu

Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
Instructional equipment Instructional equipment and classroom improvement proposals due to CLAS.

Deadline: September 24, 2021
https://clas.uiowa.edu/deos/mailing/august-25-2021/instructional-equipment-proposals Eugene Buck
eugene-buck@uiowa.edu
 
GE Course proposals due GE CLAS Core proposals are due by September 3.

Spring proposals are due by January 16.

https://clas.uiowa.edu/faculty/proposing-course-ge-clas-core-status

https://clas.uiowa.edu/deos/mailing/july-28-2021/call-general-education-clas-core-proposals-sustainability 

Kathryn Hall
kathryn-hall@uiowa.edu
 
Instructional Facilities Governance Report Verify fall course data as required by Board of Regents.

Fall 2021 report due September 1, 2021.
https://registrar.uiowa.edu/instructional-facilities-governance-report Academic Departmental Administrator role in MAUI  
Special Comp Payments Process special compensation payments for faculty overload and staff adjuncts based on enrollments on census day. Self Service : Administration : Systems : HR Transaction System Jeff Donoghue
jeff-donoghue@uiowa.edu
 
Summer budget requests Request for summer budgeted items other than faculty/TA’s.

New process coming. Details TBA.
For example, staffing for any centers that will remain open during the summer    
Remind faculty to review spring and summer course schedule Faculty need to go into MyUI to review their spring and summer schedules for accuracy  before students are able to enroll in courses. Offerings planner open for changes Sept. 20 - Oct. 3, 2021. MyUI Course Browse is available to students Oct. 4, 2021. Schedule builder also opens.   Dept Admin or delegate  
PTEAP (post tenure effort allocation policy) PTEAP updates due to CLAS.

Review PTEAP filed in spring and report changes in faculty effort to CLAS.

Deadline: September 30, 2020
PTEAP - login with HawkID and password https://login.uiowa.edu/uip/login.page?service=http://apps.provost.uiowa.edu/apps/portal/logon.aspx?ReturnUrl=%2fapps%2fpteap%2fdefault.aspx Becca Tritten
rebecca-tritten@uiowa.edu
 
Faculty reviews Schedule for probationary, 3rd year, promotion/tenure, post-tenure (5 year peer review) and lecturers are found via Employee Self Service > Administration > Faculty Admin. Applications > Faculty Review Application.

Lists are no longer emailed from Dean's Office.
https://clas.uiowa.edu/faculty/faculty-appointments-review   Alaina Hanson
alaina-hanson@uiowa.edu
 
Staff Performance Reviews Begin the process for staff performance reviews (due through workflow 11/30/20). Self Service: Personal: Performance Review Unit HR Rep  

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October

Task Description Website / Location Contact Report/Resource
Course Fee Proposals Spring session course fee proposals due in MAUI by October 1. Information on course fees: https://registrar.uiowa.edu/course-fee-information   Office of the Registrar
registrar@uiowa.edu  
 
Spring Flex Load Reports due to CLAS A form will be sent to faculty who had a flex load assignment.

Due to Dean's Office October 4, 2021.
https://clas.uiowa.edu/deos/mailing/july-22-2020/2020-2021-deadlines-developmental-programs-not-yet-tenured-faculty

https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-2022-deadlines-developmental-programs-not-yet-tenured-faculty
Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
Flex load assignments applications due to CLAS Probationary faculty flex loads – Contact Gabbie for the form to be completed.

Due to DEO October 18, 2021 and the Dean with DEO approval October 25, 2021.
https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-2022-deadlines-developmental-programs-not-yet-tenured-faculty  Gabbie McDermott
gabriella-mcdermott@uiowa.edu 
 
Faculty Review Workshop Offered by Dean’s office each fall.

Oct. 26, 2021, 2:30-4:30 pm, Zoom
https://clas.uiowa.edu/deos/workshop-registration Alaina Hanson
alaina-hanson@uiowa.edu
 
Jumpstarting Tomorrow Seed Grant Program Applications to seed interdisciplinary and multidisciplinary research communities due.

LOI due October 1, 2021
https://research.uiowa.edu/jumpstarting-tomorrow-seed-grant-program Josh Weiner
joshua-weiner@uiowa.edu
 
Teaching Assistant Observation due by 8th week of the semester CLAS requires faculty who supervise TA instructors to observe and evaluate them by the 8th week of the semester (new). https://clas.uiowa.edu/deos/mailing/june-28-2017/ta-orientation Christine Getz
christine-getz@uiowa.edu
 
TA Allocation Requests Proposals for TA allocations for next academic year are due to CLAS by October 25, 2019. Email letter from Christine Getz Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
TA Allocation requests and TA lines Evaluate program TA allocation requests and award TA lines to programs for spring. https://clas.uiowa.edu/deos/administrative-manual-graduate-appointments Kristina Swanson
kristina-swanson@uiowa.edu
 
ESPA/ELPT Request for Evaluation for TA Certification Forms If necessary for new spring TA, submit online Request for Evaluation form to ESL Office.

TAPE fees assessed and billed.
Self Service : Administration : Forms : ESL TA Certification ESL Office  
Initiate COS forms – Faculty Ensure faculty are on correct MFKs for November 1 university snapshot (the official FTE headcount the University reports for the year, also reported based on funding source).

Departments should have all hires, appointment changes, termination/retirement/phased retirement, research/course releases, grant releases completed through workflow in time for the Nov. 1 snapshot.
Self Service : Administration : Systems : HR Transaction System Ryan Kirkey, ryan-kirkey@uiowa.edu   
Capital Asset Management Inventory Due Department led inventory completion deadline: October 15, 2021. https://hris.uiowa.edu/security/imfosec/ LeAnn Meeks and Chad Ortgiesen
cam@uiowa.edu 
 
Fall course offering schedule Submit Fall 2022 course offerings in MAUI. Planner closes October 26, 2021. MAUI Offerings Planner    
Spring scholarships Process Spring scholarships in MAUI. MAUI : Home : Scholarships & Grants Workflow – click on “recipient form”    
Developmental Sciences Hybridoma Bank award application The Developmental Sciences Hybridoma Bank (DSHB) Awards provide support to tenured CLAS faculty for an approved research project within the humanities. The award is expected to result in at least one project for publication, or a national/ international presentation.

Due to DEO October 18 and due to Dean with DEO approval November 1, 2021.
https://clas.uiowa.edu/faculty/clas-dshb-faculty-scholar-award Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
Effort Certification/Personal Activity Reports (PARs) PARS are due for faculty, Post-docs, and P&S staff by October 31, 2021 https://clas.uiowa.edu/finance/pars-clas-helpful-guide-effort-reporting Bob Le Sage (Grant Accounting), 335-0102 Department Admin Faculty  
Obermann Graduate Institute Applications Due Intensive week-long interdisciplinary seminar for graduate students (new).

Graduate Institute on Engagement and the Academy. Application deadline: Oct. 13, 2020.
https://obermann.uiowa.edu/programs/graduateinstitute Jennifer New
jennifer-new@uiowa.edu
 
Innovation in Teaching with Technology Award Award provides funding for innovative and results-oriented learning technology projects that raise the level of teaching and learning at UI and have the potential to directly impact student success and retention.

Proposals deadline: Due to COVID-19, the call for proposals will be delayed until January 2021 and funding decisions will be made during the spring 2021 semester. 
https://teach.its.uiowa.edu/initiatives/itta Steve Silva
stephen-silva@uiowa.edu
 
Global Research Partnership Award Proposals due The Global Research Partnership Award (GRPA) is intended to help initiate new or expand existing international partnerships and/or to build an institutional relationship to facilitate future joint research projects.

Deadline: October 15
https://international.uiowa.edu/faculty/ip-funding/global-research-partnership-award Kelly Kadera
kelly-kadera@uiowa.edu
 
May Brodbeck Humanities & Van Allen Natural Sciences Fellowship nominations Eligible faculty members apply.

Due to DEO October 15, 2021 and to Dean with DEO approval October 22, 2021.
https://provost.uiowa.edu/faculty-resources/ui-faculty-awards/faculty-development-awards-program/faculty-fellowships-brodbeck Provost Office
provost-office@uiowa.edu
 
Outstanding Faculty Mentor Award nominations due Award recognizes exemplary mentoring of doctoral students by members of the UI graduate faculty.

Deadline: October 21, 2019
https://www.grad.uiowa.edu/faculty-staff/awards/outstanding-mentor Kathy Klein Gerling
kathy-klein@uiowa.edu
 
CLAS Dissertation Writing Fellowship Fellowship funding to complete PhD dissertation.

Deadline: October 19, 2021
https://clas.uiowa.edu/deos/mailing/september-01-2021/clas-dissertation-writing-fellowships-due-october-19 Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 

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November

Task Description Website / Location Contact Report/Resource
P&S Salary Worksheets Complete staff budget worksheet for department. .

Deadline: Noon on November 1, 2019
(Not Completing for 2020)
Email from Jeff Donoghue Julie Rothbardt 
julie-rothbardt@uiowa.edu

Tom Koeppel
thomas-koeppel@uiowa.edu

Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 
Visitor/Adjunct Requests  Submit spring requests for visitors and adjunct appointments in CLAS MAX 2.0. CLAS Max 2.0: https://apps.clas.uiowa.edu/MAX   Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 
TA Requests for Spring Submit requests for additional TA’s for Spring in MAX 2.0.

New process coming. Details TBA.
https://apps.clas.uiowa.edu/MAX - click on “create new allocation request”.

Training Guide for TA Appointments can be found here.
TA: Christine Getz
christine-getz@uiowa.edu

Faculty: Alaina Hanson
alaina-hanson@uiowa.edu
 
Overload/adjunct offer letters Complete overload and adjunct offer letters for Spring, send for review and signatures.   Adjunct information: https://clas.uiowa.edu/deos/administrative-manual-adjunct-faculty-appointments
Offer letters available in CLAS shared drive
Alaina Hanson
alaina-hanson@uiowa.edu
 
New TA offer letters Complete new TA offer letters for Spring, send for review and signatures. https://clas.uiowa.edu/deos/administrative-manual-graduate-appointments Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
Staff Performance Reviews (see also in September) Continue the process for staff performance reviews (due through workflow 11/30/20). Self Service: Personal: Performance Review Unit HR Rep  
Old Gold Summer Fellowship Reports Faculty who received an Old Gold Fellowship the previous summer must submit a report to the DEO for approval and signature and then submit to the Dean’s Office with DEO signature by November 1, 2021. https://clas.uiowa.edu/deos/mailing/july-22-2020/2020-2021-deadlines-developmental-programs-not-yet-tenured-faculty

https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-2022-deadlines-developmental-programs-not-yet-tenured-faculty 
Gabbie McDermott
gabriella-mcdermott@uiowa.edu 
 
Old Gold Summer Fellowship nominations due Probationary faculty submits application to DEO by November 29, 2021 and to Dean with DEO approval by December 6, 2021. https://clas.uiowa.edu/research/old-gold-summer-fellowships

https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-2022-deadlines-developmental-programs-not-yet-tenured-faculty
Gabbie McDermott
gabriella-mcdermott@uiowa.edu 
 
Departmental Classroom Improvement Proposals due Funding available for departmental classroom improvement projects.

Deadline: November 6, 2020.
https://clas.uiowa.edu/deos/mailing/october-14-2020/departmental-classroom-improvement-proposals Eugene Buck
eugene-buck@uiowa.edu 
 
Begin monitoring low enrollments during Early Registration Period for Spring Session Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses.

Spring 2022 early registration: Nov. 8 - Nov. 19, 2021
MyUI – Browse by Course Prefix Department Admin or Delegate Instructional Capacity – Matching Section Offerings to Demand
Spring 2021 textbook(s) to be listed in MAUI   All textbook and resource orders for spring 2020 should be finalized in MAUI by Early Registration (Nov. 8, 2021), but in no event later than four weeks prior to the start of the semester in which the textbook is to be used by students.   Registrar's Office Courses Textbook Report
Update Departmental Disaster Preparedness Plan Typically receive email from HR to initiate updates.

Review annually to ensure contacts are up to date.
https://hr.uiowa.edu/policies/disaster-preparedness Julie Rothbardt 
julie-rothbardt@uiowa.edu
 
TA Evaluation forms Send departmental TA evaluation forms to faculty to complete for each TA by the last week of the semester. https://clas.uiowa.edu/deos/administrative-manual-evaluation-teaching-assistants      
End of semester potluck Normally, plan end of semester potluck (if you have one). Consider virtual event for 2020.      
Thanksgiving Break office hours/closing   Notify Dean's office if you modify Thanksgiving Break office hours. Include primary contact on days that are not standard University Holidays.   Becca Tritten
rebecca-tritten@uiowa.edu
 
Staff Salary Notifications After receiving approved salary notifications from Finance/HR, initiate staff salary letters.

Faculty letters will be sent by CLAS.
  Tom Koeppel, thomas-koeppel@uiowa.edu

Julie Rothbardt 
julie-rothbardt@uiowa.edu 
 
(IOWA) Improving Our Workplace Award nominations due   To recognize someone who is making a positive difference in the results your workplace is achieving.

Deadline: Nov. 1, 2021
https://hr.uiowa.edu/recognition/iowa-award UI Learning and Development
uilearndevelop@uiowa.edu
 
Herman J. and Eileen S. Schmidt Chair nominations due Chair honors CLAS faculty for excellence and sustained leadership in the education of undergraduates.

Deadline: Nov. 5, 2020
https://clas.uiowa.edu/deos/mailing/september-30-2020/nominations-herman-j-and-eileen-s-schmidt-chair Becca Tritten
rebecca-tritten@uiowa.edu
 
Mary Louise Kelly Award Nominations due Award to support CLAS staff with job-related continuing education and professional activity.

Application deadline: November 6, 2020
https://clas.uiowa.edu/human-resources/mary-louise-kelley-professional-development-award

https://clas.uiowa.edu/deos/mailing/october-14-2020/mary-louise-kelley-professional-development-awards-staff
Melia Pieper
melia-pieper@uiowa.edu  
 
International Programs' Major Projects Award International Programs' Major Projects Award promotes important contributions to scholarly debates and exchanges on international topics, issues, discoveries, and arts.

Deadline: November 20 of the academic year prior to the one in which funding programming would take place
https://clas.uiowa.edu/deos/mailing/september-25-2019/international-programs-funding-initiatives Kelly Kadera
kelly-kadera@uiowa.edu
 
President & Provost Teaching Excellence nominations due Recognizing faculty deserving of the President and Provost Office recognition. Nominated by CLAS.

Deadline: Noon on Nov. 24, 2021
https://uiowa.edu/cot/president-provost-award-teaching-excellence Center for Teaching, teaching@uiowa.edu  
Regents Award for Faculty Excellence due to CLAS   Nominations of outstanding faculty members.

Deadline: November 30, 2020
https://clas.uiowa.edu/deos/mailing/october-07-2020/call-nominations-regents-award-faculty-excellence Becca Tritten
rebecca-tritten@uiowa.edu
 
Exceptional Performance Awards for P&S Staff due Award (funded by the department) for staff exceptional performance.

Deadline: November 30, 2021
https://clas.uiowa.edu/human-resources/exceptional-performance-flexible-pay-awards Julie Rothbardt 
julie-rothbardt@uiowa.edu 
 

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December

Task Description Website / Location Contact Report/Resource
TA Teaching Evaluation Meet with TAs to review teaching evaluation forms.      
Graduate student appointments/ reappointments Process graduate student appointments and reappointments (only open for a limited time, usually mid-December until the Friday before classes begin for the Spring semester). Consult Business Brief for annual date range.

Dates Grad Reappointment system open:  December 7, 2020 - January 15, 2021
New: Self Service : Administration : Systems : HR Transaction System

Reappointment: Self Service : Administration : HR Online Update : Grad Asst Reappointments
Kristina Swanson
kristina-swanson@uiowa.edu
 
P&T cases Tenure and Instructional Track Promotion cases due to CLAS December 6, 2021.

Promotion to Full Professor cases due to CLAS December 13, 2021.
https://clas.uiowa.edu/faculty/faculty-appointments-review   Becca Tritten
rebecca-tritten@uiowa.edu
 
Fall Terminations Process Fall terminations for TA/RA, adjunct, faculty and staff. Self Service : Administration : Systems : HR Transaction System TA and RA: Kristina Swanson
kristina-swanson@uiowa.edu

Staff and Adjunct: Jeff Donoghue
jeffrey-donoghue@uiowa.edu

Faculty: Ryan Kirkey, ryan-kirkey@uiowa.edu 
 
Spring TA Assignments Assign spring TA’s to sections in MAUI.      
Staff holiday lunch Plan staff holiday lunch/virtual celebration.      
Winter Break office hours/closing Notify Dean's office if you modify Winter Break office hours. Include primary contact on days that are not standard University Holidays.   Becca Tritten
rebecca-tritten@uiowa.edu
 
CLAS Excellence & Innovation Funds proposals due CLAS Excellence & Innovation funds are nonrenewable awards for research and graduate training.

Proposal deadline: Dec 1 and May 1 each year
https://clas.uiowa.edu/faculty/clas-excellence-innovation-funds   Becca Tritten
rebecca-tritten@uiowa.edu
 
Perry A. and Helen J. Bond Fund for Interdisciplinary Interaction proposals due Bond funds are intended to promote interdisciplinary events (new).

Deadline: Dec 1 and May 1 each year
https://clas.uiowa.edu/faculty/perry-and-helen-j-bond-fund-interdisciplinary-interaction Becca Tritten
rebecca-tritten@uiowa.edu
 
Collegiate Teaching Award nominations due Recognizing faculty for teaching excellence over a three-year period.

Deadline: December 2, 2019
https://clas.uiowa.edu/deos/mailing/september-25-2019/2019-2020-collegiate-teaching-awards Peter Hubbard
peter-hubbard@uiowa.edu
 
Marcus Bach Fellowship nominations due to CLAS Fellowship for graduate students in the Humanities.

Deadline: December 1, 2021
https://clas.uiowa.edu/students/marcus-bach-graduate-fellowships

https://clas.uiowa.edu/deos/mailing/september-23-2020/marcus-bach-fellowships-due-december-1
Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 

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January

Task Description Website / Location Contact Report/Resource
Special Comp Payments Process special compensation payments for faculty overload and staff adjuncts based on enrollments on census day (10th business day of semester). Self Service : Administration : Systems : HR Transaction System Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 
TA Expectations Send beginning of semester TA expectation forms to faculty, who are to meet with TAs during first week of semester, return signed forms to ASG for scanning/filing.      
I9s Complete forms with newly funded graduate students and faculty; also update section 3 with new start date if there has been ANY break in service. Adjunct technically breaks every semester. Need to update each semester. https://www.i9express.com/ Department HR Rep  
Low enrolled courses Review courses for low enrollment and cancel if needed (also good to check after early registration is complete in December). CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report Department Admin or Delegate  
GE Course proposals due   GE CLAS Core proposals are due by January 16. https://clas.uiowa.edu/faculty/proposing-course-ge-clas-core-status Kathryn Hall
kathryn-hall@uiowa.edu
 
Collect and post faculty and graduate teaching assistants office hours for the spring semester Post office hours for faculty and teaching assistants on office doors and the website. Departments are encouraged to use the term "walk in hours" rather than "office hours".      
Collect syllabi for DEO review and approval Syllabi are due to the DEO two weeks prior to the start of classes for review and approval.      
COS Forms – Faculty Initiate COS forms to bring faculty back to budgeted salary, effective July 1, 20XX. Self Service : Administration : Systems : HR Transaction System Ryan Kirkey, ryan-kirkey@uiowa.edu   
Termination Forms – Faculty Initiate termination forms for faculty retiring/resigning at end of academic year. Self Service : Administration : Systems : HR Transaction System Alaina Hanson
alaina-hanson@uiowa.edu
 
Fall flex load assignment reports due to CLAS A form will be sent to faculty who had a flex load assignment.

Deadline: January 24, 2022
https://clas.uiowa.edu/deos/mailing/july-07-2021/2021-2022-deadlines-developmental-programs-not-yet-tenured-faculty Gabbie McDermott
gabriella-mcdermott@uiowa.edu 
 
Graduate student appointments/ reappointments (see also in December) Process graduate student appointments and reappointments (only open for a limited time, usually mid-December until the Friday before classes begin for the Spring semester). Consult Business Brief for annual date range.

Dates Grad Reappointment system open:  December 7, 2020 - January 15, 2021 
New: Self Service : Administration : Systems : HR Transaction System

Reappointment: Self Service : Administration : HR Online Update : Grad Asst Reappointments
Kristina Swanson kristina-swanson@uiowa.edu  
F&A reports due to CLAS Planned usage of F&A funds returned to departments from CLAS (from Grant related funding).

Report deadline: January 21, 2020
  Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
General Catalog updates General Catalog updates due in February.

Catalog open for edits: December 2020 - February 8, 2021
http://nextcatalog.registrar.uiowa.edu

https://clas.uiowa.edu/deos/mailing/december-11-2019/2020-2021-edition-general-catalog-important-deadlines-and-other
Jan Brunstein
jan-brunstein@uiowa.edu
 
Review bi-weekly student employment Terminate employees that are no longer working in department or are not registered for spring 2021.   HR Rep  
Alumni Award nominations due   Distinguished Alumni recognizes individuals for outstanding achievement or service.

Nominations for the 2020 awards may be submitted at any time, but should be postmarked no later than January 31, 2021.
https://www.foriowa.org/daa/ Becky Scott
becky-scott@uiowa.edu
 
Susan C. Buckley Distinguished Achievement Award for Staff nominations due Award recognizes staff that serve as mentors/role models for women/girls and contributions of significant impact through leadership, innovation, and/or subject matter expertise.

Deadline: January 31, 2020 (This event has been postponed to Wednesday, April 7th, 2021)
Susan C. Buckley Distinguished Achievement Award for Staff

https://celebrationofexcellence.sites.uiowa.edu/distinguished-achievement-award 
Jionting Hu
jiongting-hu@uiowa.edu
 
May Brodbeck Distinguished Achievement Award for Faculty Award recognizes faculty that serve as mentors/role models for women/girls and contributions of significant impact through leadership, innovation, and/or subject matter expertise.

Deadline: January 31, 2020 (This event has been postponed to Wednesday, April 7th, 2021)
May Brodbeck Distinguished Achievement Award for Faculty Jionting Hu
jiongting-hu@uiowa.edu
 

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February

Task Description Website / Location Contact Report/Resource
Course Fee Proposals Summer and Fall session course fee proposals due in MAUI by February 1. MAUI: Home: Course Fee Requests https://registrar.uiowa.edu/course-fees Kathy Hall
kathy-hall@uiowa.edu
 
Fall Career Development leave reports due to CLAS Faculty report on productivity during career development leave of absences.

Due to DEOs February 1, 2021; Due to Deans February 8, 2021
https://clas.uiowa.edu/deos/mailing/june-20-2018/2018-19-deadlines-faculty-development-programs-tenured-faculty Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
MAUI Offerings Planner Open for Fall Review Fall 2022 offerings planner open for department review 1/17/22 through 1/30/22.  MAUI : Home : Registrar : Offerings Planner  
reg-maui-support@uiowa.edu
Dept Admin or delegate  
Student Technology Fees Proposals are due to CLAS.

Deadline: February 10, 2021
https://clas.uiowa.edu/it-group/student-technology-fees

https://clas.uiowa.edu/deos/mailing/december-16-2020/call-annual-cycle-student-technology-fee-proposals-due-february-10
Lance Bolton
lance-bolton@uiowa.edu 
 
First-year seminar Proposals are due to CLAS.

Deadline: February 1, 2021
https://clas.uiowa.edu/faculty/academic-programs-first-year-seminars

https://clas.uiowa.edu/deos/mailing/january-13-2021/call-first-year-seminar-proposals-fall-2021
Angela Lamb
angela-lamb@uiowa.edu
 
Nominations for CLAS Staff Council The Staff Council Ad Hoc Committee is seeking nominations for CLAS Staff Council.

Nomination form open February 3 - 10, 2021
https://staffcouncil.clas.uiowa.edu/

https://clas.uiowa.edu/deos/mailing/january-27-2021/2021-clas-faculty-governance-and-clas-staff-council-elections
Lisa Gray
lisa-gray@uiowa.edu 
 
Report on outside professional activities due (eCOI) The Conflict of Interest in the Workplace policy requires that all University of Iowa employees disclose any potential or actual conflicts of interest in the workplace in advance of initiating an activity or when the employee, in the exercise of reasonable diligence, first becomes aware of the conflict or the potential for conflict. https://provost.uiowa.edu/conflicts-commitment-and-interest-policies-university-iowa Office of the Provost
faculty@uiowa.edu

University Human Resources
HR-Help@uiowa.edu
 
Visitor/Adjunct Requests Submit spring requests for visitors and adjunct appointments in CLAS MAX 2.0.

Preferred date is by 2/22/21. Include "airline seating chart" when submitting requests.
CLAS Max 2.0: https://apps.clas.uiowa.edu/MAX Jeff Donoghue
jeff-donoghue@uiowa.edu
 
Faculty APR Updates due CLAS faculty must have their APR up to date to be considered for a merit raise. APR must be updated and electronically signed.

Deadline: February 28, 2019 (Deadline has not been announced for 2021 since current APR system is being retired).
Can be monitored via Self Service : Academic & Professional Record (choose faculty member and General Information : CLAS Annual Review) Becca Tritten
rebecca-tritten@uiowa.edu
 
Departmental Strategic Plans Due Final Strategic Plans due to Deans Office by February 15, 2021. https://clas.uiowa.edu/deos/mailing/october-21-2020/strategic-planning     
CQI Continuous quality improvement project for Regents (CQUI) due (usually excel spreadsheet - focuses on large capacity courses). Sent by Kathy Hall Kathy Hall
kathryn-hall@uiowa.edu
 
Summer DEO forms Initiate the summer DEO forms. Self Service: Administration: HR Transaction System: Summer Support Form Ryan Kirkey, ryan-kirkey@uiowa.edu   
International Engagement Teaching Award Nominations due to CLAS CLAS/International Programs award.

Deadline: February 3, 2021
https://clas.uiowa.edu/faculty/faculty-awards-memorials Peter Hubbard
peter-hubbard@uiowa.edu
 
Collegiate Teaching Award nominations due to CLAS Nominations for faculty deserving of recognition in CLAS for outstanding teaching.

Deadline: February 3, 2021
https://clas.uiowa.edu/faculty/faculty-awards-memorials Peter Hubbard
peter-hubbard@uiowa.edu
 
Ida Beam applications The Ida Beam distinguished professor applications due to CLAS.

Due to DEOs February 1, 2021; Due to Deans February 8, 2021
https://provost.uiowa.edu/faculty-resources/ui-faculty-awards/ida-cordelia-beam-distinguished-visiting-professorships-program Associate Provost for Faculty at 319-335-0256  
Discovery and Innovation Awards nominations due Awards to recognize faculty, staff and student research, laboratory safety, and mentorship in the areas of discovery, innovation, and leadership development.

Deadline: February 2, 2021
https://clas.uiowa.edu/deos/mailing/january-27-2021/discovery-and-innovation-awards-nominations-due-february-2    
Distinguished Research Administrator Award nominations due Award is given annually to recognize staff members who performed exceptional service in support of research at the University of Iowa by exploring funding opportunities, assisting in grant proposal preparation, submission, post-award administration, and operational support.

Deadline: February 2, 2021
https://research.uiowa.edu/distinguished-research-administrator-award Cheryl Ridgeway
cheryl-a-ridgeway@uiowa.edu
 
OVPR Faculty, Staff, and Student Recognition Awards due To recognize research and innovation excellence.

Deadline: February 2, 2021
https://research.uiowa.edu/office-research-economic-development/recognizing-research-and-innovation-excellence Cheryl Ridgeway
cheryl-a-ridgeway@uiowa.edu or

Marta Gomez
marta-gomez@uiowa.edu
 
Mary Louise Kelly and Staff Excellence Awards Nominations are due to CLAS.

Deadline: February 12, 2021
https://clas.uiowa.edu/human-resources/mary-louise-kelley-staff-excellence-awards

https://clas.uiowa.edu/deos/mailing/january-08-2020/mary-louise-kelley-staff-excellence-award-and-clas-leadership-award
Julie Rothbardt 
julie-rothbardt@uiowa.edu
 
Nominations for Officers of Faculty Assembly due The Faculty Assembly Nominating Committee is seeking nominations for Faculty Assembly officers for 2019-2020.

Nominations due Feb. 10, 2021
https://clas.uiowa.edu/faculty/faculty-assembl

https://clas.uiowa.edu/deos/mailing/january-27-2021/2021-clas-faculty-governance-and-clas-staff-council-elections (see DEO Mailing link)
Lisa Gray
lisa-gray@uiowa.edu 
 
CLAS Alumni Fellows nominations due to CLAS To recognize former undergraduate and graduate students for their contributions to society, their professions, CLAS, and UI.

Deadline: February 14, 2020
https://clas.uiowa.edu/alumni/alumni-fellows

https://clas.uiowa.edu/deos/mailing/january-15-2020/call-2020-clas-alumni-fellows-nominations-due-february-14
Lisa Gray
lisa-gray@uiowa.edu
 
Hancher-Finkbine CLAS Faculty & Staff Medallion nominations due Award to recognize a faculty member whose hard work has made a significant contribution to the UI Community, specifically surrounding Learning - Leadership - Loyalty.

Deadline: February 24, 2021
https://awards.studentlife.uiowa.edu/awards/hancher-finkbine-awards/ Bret Gothe
bret-gothe@uiowa.edu
 
Jean Y. Jew Women’s Rights nominations due   Candidates who have demonstrated outstanding effort/achievement in improving the status of women at the University.

Deadline: February 21, 2020
https://wrac.uiowa.edu/programs-and-services/scholarships/  Laurie Haag
laurie-haag@uiowa.edu
 
Mary Jo Small Professional Development applications due The Mary Jo Small Staff Fellowship is an award that University of Iowa staff members may use to help defray costs associated with regional, national, or international meetings or workshops, as well as a variety of other non-academic professional development opportunities on and off-campus.

Applications submitted by February 28 will be reviewed and announced in March.
https://hr.uiowa.edu/learn/mary-jo-small-staff-fellowship-award uilearndevelop@uiowa.edu  
The Lola Lopes Award for Undergraduate Student Advocacy To honor a University of Iowa administrator, staff member, or faculty member (in a non-teaching role) who supports undergraduate education and who serves as a strong, effective advocate for undergraduate students.

Deadline: February 26, 2021
https://provost.uiowa.edu/lola-lopes-award-undergraduate-student-advocacy Angie Cochran
angie-cochran@uiowa.edu
 

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March

Task Description Website / Location Contact Report/Resource
Probationary faculty third-year reviews Third year reviews of probationary faculty due to CLAS.

Deadline: March 5, 2021
https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-reviews

https://provost.uiowa.edu/temporary-changes-faculty-policies-spring-2020
Alaina Hanson
alaina-hanson@uiowa.edu
 
Proposals for Instructional-Track Faculty Lines Proposals for new instructional-track faculty searches for 2020-21 are due to the College by March 25, 2020.

(No information for 2021)
https://clas.uiowa.edu/deos/mailing/february-05-2020/proposals-instructional-track-faculty-lines Becca Tritten
rebecca-tritten@uiowa.edu
 
Proposals for Tenure-Track/Clinical-Track Faculty Lines Proposals for new faculty searches (tenure-track and clinical-track) for 2020-21 are due to the College by March 25, 2020.

(No information for 2021)
https://clas.uiowa.edu/deos/mailing/february-05-2020/proposals-tenure-trackclinical-track-faculty-lines Becca Tritten
rebecca-tritten@uiowa.edu
 
Lecturer line renewal requests CLAS will notify departments annually of lines up for renewal, usually in the Spring. https://clas.uiowa.edu/deos/mailing/february-13-2019/academic-and-professional-record-apr-annual-probationary-contract Becca Tritten
rebecca-tritten@uiowa.edu
 
Divestiture of UI Center for Advancement funds UI Center for Advancement (UI Foundation) funds must be divested by end of month. Forms for transfers and divestments found in Foundation folder Area accountant  
Annual reviews of probationary faculty Annual reviews of probationary faculty due to CLAS.

Deadline: March 22, 2021
https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-reviews

https://provost.uiowa.edu/temporary-changes-faculty-policies-spring-2020
Alaina Hanson
alaina-hanson@uiowa.edu
 
MyUI Course Browse available for Fall Remind faculty to review fall course schedule before students register.

Faculty need to go into MyUI to review their fall schedules for accuracy.

Fall 2021 course browse available in MyUI March 1, 2021. Schedule Builder open to students.
https://myui.uiowa.edu Department Admin or Delegate  
Begin monitoring low enrollments during Early Registration Period for Summer Session Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses.

Summer 2020 early registration: Mar. 8-12, 2021
MyUI – Browse by Course Prefix Department Admin or Delegate Instructional Capacity – Matching Section Offerings to Demand
Outstanding Teaching Assistant Awards due Teaching assistants from all academic units may be nominated for these awards.

Deadline: March 5, 2021
https://uiowa.edu/cot/outstanding-teaching-awards Council on Teaching  
Diversity Catalyst Award nominations due Honor those engaged in diversity initiatives during the previous academic.

Deadline: March 8, 2021
https://diversity.uiowa.edu/programs/scholarships-awards-and-grants Equal Opportunity and Diversity
diversity@uiowa.edu
 
Dean's Achievement Award nominations due Nominated students must be graduating and eligible for services from Center for Diversity and Enrichment (CDE).

Nominations due Mar. 27, 2020
https://diversity.uiowa.edu/programs/scholarships-awards-and-grants Sarah Lambert
sarah-lambert@uiowa.edu
 
Michael J. Brody Award for Excellence in Service nominations due Faculty deserving of service excellence recognition from the President and Provost Office.

Deadline: March 5, 2021
https://uiowa.edu/facultysenate/michael-j-brody-award Laura Zaper
laura-zaper@uiowa.edu
 
Staff Nominations for University Charter and Non-Charter Committees due The University of Iowa Staff Council Committee on Committees solicits applications to fill staff vacancies on University Charter and Non-Charter committees.

Deadline: March 19, 2021
https://uiowa.qualtrics.com/jfe/form/SV_6nZxgybUpEFLpX0 
https://faculty-senate.uiowa.edu/committees/university-charter-and-non-charter-committees  Staff Council Committee on Committees  
(IOWA) Improving Our Workplace Award nominations due To recognize someone who is making a positive difference in the results your workplace is achieving.

Deadline: March 15, 2021
https://hr.uiowa.edu/recognition/iowa-award UI Learning and Development
uilearndevelop@uiowa.edu
 
CLAS Outreach and Public Engagement Award nominations due To honor a CLAS faculty member who has engaged in activities that bring the University to broader communities in significant and sustained ways.

Deadline: March 15, 2021
https://clas.uiowa.edu/deos/mailing/january-27-2021/clas-outreach-and-public-engagement-award-nominations-due-prior-march  Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 

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April

Task Description Website / Location Contact Report/Resource
Promotion & Tenure By April 1, candidate informs DEO of intent.

DEO informs candidate of promotion process for review and, by April 15, forwards names of faculty who have requested promotion for upcoming year.

This process is same for promotion for the Instructional Track.
https://clas.uiowa.edu/faculty/faculty-appointments-review-department-level-procedures Alaina Hanson
alaina-hanson@uiowa.edu
 
Promotion and Tenure Process Workshop  Offered by Dean’s office once in the fall and once in the spring. April 8, 2021 from 8:30-10:30am via Zoom. https://clas.uiowa.edu/deos/deo-calendar Becca Tritten
rebecca-tritten@uiowa.edu
 
Notice of Intent to Apply for PDA due DEO's must notify the Dean's Office of all faculty in their departments who intend to apply for a 2022-23 PDA (previously CDA).

Deadline: Apr. 1, 2021
https://clas.uiowa.edu/research/professional-development-awards  Gabbie McDermott
gabriella-mcdermott@uiowa.edu
 
Annual Staff Recognition Event Mary Louise Kelly Staff Excellence, Leadership Award winners, Volunteer award winners and Years of Service employees are recognized.

Virtual event April 15, 2021
Virtual celebration Julie Rothbardt 
julie-rothbardt@uiowa.edu
 
Begin monitoring low enrollments during Early Registration Period for Fall Session Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses.

Fall 2021 early registration: April 12-23, 2021
MyUI – Browse by Course Prefix Department Admin or Delegate Instructional Capacity – Matching Section Offerings to Demand Proview Course Org Low Enrollment
Fall 2021 textbook(s) to be listed in MAUI All textbook and resource orders for fall 2021 should be finalized in MAUI by Early Registration (April 12, 2021), but in no event later than four weeks prior to the start of the semester (July 26, 2021) in which the textbook is to be used by students.   Registrar's Office Courses Textbook Report
PTEAP (Post Tenure Allocation Effort)   PTEAP is due; Faculty need to complete the PTEAP, but Admins can enter information for them.  Faculty have to electronically sign.

Deadline: April 9, 2021
https://apps.provost.uiowa.edu/apps/pteap/

https://clas.uiowa.edu/deos/mailing/february-10-2021/pteap-2021-2022-deadline-april-9-2021 
Becca Tritten
rebecca-tritten@uiowa.edu
Proview Departmental Instruction Summary with PTEAP
Offer Letters Complete summer faculty, adjunct and TA offer letters. https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-recruitment (Faculty offer letters)

https://clas.uiowa.edu/deos/administrative-manual-graduate-appointments (TA Offer letters)
Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 
Instructional Track, Clinical Track, Visitors Reviews Due Instructional Track, Clinical Track, Visitors reviews are due to CLAS.

Deadline: April 9, 2021
Forms located on CLAS website https://clas.uiowa.edu/faculty/faculty-appointments-review-schedule-and-procedures

https://provost.uiowa.edu/temporary-changes-faculty-policies-spring-2020
Alaina Hanson
alaina-hanson@uiowa.edu
 
Summer Research Faculty Forms Workflow forms. Self Service: Administration: HR Transaction System: Summer Support Form Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 
Annual Disclosure of Outside Professional Activities and Interests due Faculty eCOI disclosure due April 30, 2021. https://clas.uiowa.edu/deos/mailing/march-04-2020/2020-annual-disclosure-outside-professional-activities-and-interests-due Diane Finnerty
faculty@uiowa.edu or
 
Becca Tritten
rebecca-tritten@uiowa.edu
 
Spring Terminations   Process Spring terminations for TA/RA, adjunct, faculty and staff. Self Service : Administration : Systems : HR Transaction System TA and RA: Kristina Swanson
kristina-swanson@uiowa.edu

Staff and Adjunct: Jeff Donoghue
jeffrey-donoghue@uiowa.edu

Faculty: Ryan Kirkey, ryan-kirkey@uiowa.edu 
 
Extend end dates for lecturers & 0% appointments Process yearly COS forms to extend the end dates for lecturers and 0% appointments. Self Service : Administration : Systems : HR Transaction System Department Admin or Delegate  
Graduate Learning Outcomes & Assessments Due The Graduate College requests each graduate program fill out and return the Learning Outcomes Assessment Template by April 2, 2021.   Steve Varga
steven-varga@uiowa.edu 
 
Funding Proposals for Provost's Global Forum The Provost’s Global Forum is the premier annual event on campus focused on international and global issues. The forum brings together experts from the faculty and leading voices from a variety of areas to raise awareness about and contribute to debate on the foremost issues in globalization that face us today.

Proposal deadline: April 1 of the academic year prior to the one in which funding programming would take place
https://international.uiowa.edu/faculty/ip-funding/provosts-global-forum Kelly Kadera
kelly-kadera@uiowa.edu
 
Exceptional Performance Awards for P&S Staff due Award (funded by the department) for staff exceptional performance.

Deadline: April 30, 2021
https://clas.uiowa.edu/human-resources/exceptional-performance-flexible-pay-awards Julie Rothbardt 
julie-rothbardt@uiowa.edu 
 

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May

Task Description Website / Location Contact Report/Resource
Teaching Salaries (summer) Process faculty, adjunct and TA summer teaching salaries. Self Service : Administration : Systems : HR Transaction System https://clas.uiowa.edu/finance/other-financial-resources Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 
Faculty other source summer funding Process faculty other source summer funding in workflow. Self Service : Administration : Systems : HR Transaction System Ryan Kirkey, ryan-kirkey@uiowa.edu   
Tenured faculty annual reviews Annual review of tenured faculty due to CLAS by May 7, 2021. https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-reviews Alaina Hanson
alaina-hanson@uiowa.edu
 
Spring/Summer teaching schedules Request the spring/summer teaching schedules from faculty and the adjunct spring/summer teaching schedules from area heads. Department Specific Department Specific  
Departmental Budgets Due Departmental budgets due May 10, 2021.

Use iPlan sheets & directions sent by Sherry Roe.
  Tom Koeppel, thomas-koeppel@uiowa.edu  
Department Carryover Requests Submit all carryover requests in the CLAS MAX system by May 20, 2021. CLAS Business Briefs https://clas.uiowa.edu/finance/business-briefs Kristen Wolf
kristen-wolf@uiowa.edu
 
TA Tuition Estimates TA Tuition estimates for 2021-22 due to Kristina Swanson by May 3, 2021.  Email from Allison Bierman, 3/30/21 Kristina Swanson
kristina-swanson@uiowa.edu 
 
Graduate student appointments/ reappointments Process graduate student appointments and reappointments.

Graduate Reappointment System open May 28 - August 13, 2021 (tentative dates).

New: Self Service : Administration : Systems : HR Transaction System

Reappointment: Self Service : Administration : HR Online Update : Grad Asst Reappointments

Department Admin or Delegate  
Fall scholarships Process fall scholarships in MAUI. MAUI : Home : Scholarships & Grants Workflow Area Accountants or Department Specific  
If not done in April: Extend end dates for lecturers & 0% appointments Process yearly COS forms to extend the end dates for lecturers and 0% appointments. Self Service : Administration : Systems : HR Transaction System Department Admin or  Delegate  
Summer Faculty Forms Policies and procedures governing summer employment of faculty. https://clas.uiowa.edu/human-resources/forms and

https://provost.uiowa.edu/human-resources-administration/faculty-hr-administration/faculty-appointment
Jeff Donoghue
jeffrey-donoghue@uiowa.edu
 
Undergraduate Independent Study Enrollment Report   The Undergraduate Independent Study Enrollment Report due to CLAS.

Submit for AY 20-21 by end of May.
https://clas.uiowa.edu/teaching-policies-resources-undergraduate-independent-study-report Helena Dettmer
helena-dettmer@uiowea.edu
 
NOTE: Do not process forms that affect pay for July 1 Process all HR forms prior to June 1 or in mid-July. This will avoid overriding changes made in the budget system.      
Nominations for Outstanding Staff Award, Board of Regents Staff Excellence Award, and David J. Skorton Staff Excellence Award in Service to The University of Iowa due To recognize staff for outstanding accomplishments and contributions that significantly benefited or brought honor or recognition to the University.

Deadline: May 5, 2021  
https://staff-council.uiowa.edu/about/staff-council-awards Staff Awards Committee
staffawards@uiowa.edu
 

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June

Task Description Website / Location Contact Report/Resource
Staff Performance Reviews Begin the process for staff performance reviews (due 9/30). Self Service: Personal: Performance Review Unit HR Rep  
Adjunct faculty reviews Review of adjunct faculty due to CLAS June 4, 2021. https://clas.uiowa.edu/faculty/faculty-appointments-review-adjunct-faculty Alaina Hanson
alaina-hanson@uiowa.edu
 
Winter course offering schedule Winter 2021 course offerings due in MAUI. Planner closes June 12, 2021. MAUI : Home : Registrar : Offerings Planner
reg-maui-support@uiowa.edu
Department Admin or Delegate  
Fall teaching schedules Request the fall teaching schedules from faculty and the adjunct fall teaching schedules from area heads.   Department Admin or Delegate  
Space assignments Assign space for next academic year.   Department Admin or Delegate  
Office moves Organize office moves for the next academic year. https://www.facilities.uiowa.edu/services/fmyourservice Department Admin or Delegate  
Academic year picnic Plan beginning of academic year picnic.   Department Specific  
Budget application Yearly budget application. https://fmb.fo.uiowa.edu/university-budget Tom Koeppel, thomas-koeppel@uiowa.edu  
Account closeouts Departments close out accounts. https://clas.uiowa.edu/finance/policies-procedures Area accountants  
Terminations All terminations for current AY must be done before payroll cutoff. Self Service : Administration : Systems : HR Transaction System Ryan Kirkey, ryan-kirkey@uiowa.edu   
NOTE: Do not process forms that affect pay for July 1 Process all HR forms prior to June 1 or in mid-July. This will avoid overriding changes made in the budget system.      
Global Curriculum Development Award 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.

Deadline: June 1 of the academic year prior to one in which funded programming would take place.
https://international.uiowa.edu/faculty/ip-funding/curriculum-development Amy Welter
amy-welter@uiowa.edu 
 

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