Administrative Calendar 2016-2017

Faculty/Staff Administrative Calendar
Western Washington University
2016-2017
4-Aug-16
Month Date Item Due to/Location of Event Office
SEPTEMBER        
September 16 Call for Professional Leave Applications Deans by Oct. 14 Provost
September 16 Fall Faculty Contracts Begin   Provost
September 17 Faculty/Staff Breakfast and Opening Convocation VU Commons, 8:00AM President
September 16 Fall Academic Leadership Conference 10:30-3:00PM, VU 565 Provost
September 16 New Faculty and Exceptional Faculty and Staff Reception 5:00-7:00PM, Wilson Library Reading Room VPUE
September 16 New Faculty Orientation Part 1 Old Main Solarium, OM590 VPUE
September 17 to 23 Western Welcome Week New Student Services NSSFO
September 19 New Faculty Orientation Part 2 Solarium and Others VPUE
September 19 Freshman Advising/Registration New Student Services NSSFO
September 19 Graduate Student Orientation Associate Dean Michael Barr Grad School
September 20 HR New Employee Orientation (Faculty Only) 8:30-11:30am, HU210 HR
September 20 Welcoming Convocation for Students and WWU Community 7:00PM, PAC NSSFO
September 21 CALL: Faculty Summer Research Grant Proposals, Summer 2017 (Western Today) Vice Provost Kitto VP Research
September 21 CALL: Project Development Award proposals, Fall 2016 (Western Today) Vice Provost Kitto VP Research
September 21 CALL: Faculty Summer Teaching Grant proposals for Summer 2017 (Western Today) Vice Provost Kitto VP Research
September 21 CALL: Research and Creative Opportunities Grants for Undergraduates proposals, Fall 2016 (Western Today) Vice Provost Kitto VP Research
September 21 CALL: Pilot Project and Grant in Aid Award proposals, Fall 2016 (Western Today) Vice Provost Kitto VP Research
September 21 CALL: Fund for the Enhancement of Graduate Research Award proposals, (off-cycle only) Fall 2016 (Western Today) Vice Provost Kitto VP Research
September 21 Fall Classes Begin Registrar's Office Registrar
September 22 NEH Summer Stipends Application Vice Provost Kitto VP Research
September 28 HR New Employee Orientation 8:30-11:30am, HU210 HR
September 30 HR New Employee Orientation 9:00-12:00PM HR
September 27 Fall Online Registration Ends Registrar's Office Registrar
September 30 Fall Peak Enrollment Data Captured 5:00PM, Registrar's Office Registrar
OCTOBER        
October 5 SENT OUT: Call for 2015 Excellence in Teaching Award Nominations Electronic Nominations due 12/4/15 Provost
October 5 SENT OUT: Call for 2015 Olscamp Research and Outstanding Scholarship Award Nominations Electronic Nominations due 12/4/15 Provost
October 5 SENT OUT: Call for 2015 Outstanding Faculty Service Award Nominations Electronic Nominations due 12/4/15 Provost
October 5 SENT OUT: Call for 2015 Carl H. Simpson Bridging Award Nominations Electronic Nominations due 12/4/15 Provost
October 5 and 6 Wise & Well U Flu Shot Clinic VU MPR HR
October 6 DUE: Pilot Project and Grant in Aid Award proposals, Fall 2016 Vice Provost Kitto VP Research
October 6 DUE from students: Research and Creative Opportunities Grants for Undergraduates proposals, Fall 2016 Approp. Faculty Advisors VP Research
October 6 DUE: Project Development Award proposals, Fall 2016 Vice Provost Kitto VP Research
October 10 Call for Catalog 2017-18 proofs sent to administrative and academic departments Registrar's Office Registrar
October 13 DUE: Summer Teaching Grant 2017 proposals Approp. Chairs VP Research
October 13 DUE: from thesis advisors, Fund for the Enhancement of Graduate Research proposals (off-cycle only) Fall 2016 Approp. Chairs VP Research
October 13 DUE: Summer Research Grant 2017 proposals Approp. Chairs VP Research
October 14 DUE from Chairs: Faculty Professional Leave Applications Approp. Deans Provost
October 15 DUE: Benefit Enrollment Forms (New Faculty) HR Benefits Services VPUE/HR
October 17 SENT OUT: Call for 2016-17 Spratlen Grant Award Proposal Electronic Nominations due TBD Provost
October 20 DUE from Faculty Advisors: Research and Creative Opportunities Grants for Undergraduates proposals, Fall 2016 Approp. Chairs VP Research
October 20 DUE from Chairs: Faculty Summer Teaching Grant proposals for Summer 2017 Approp. Deans VP Research
October 20 DUE from Chairs: Faculty Summer Research Grant proposals for Summer 2017 Approp. Deans VP Research
October 20 Award Notification: Pilot Project and Grant in Aid Awards, Fall 2016 Vice Provost Kitto VP Research
October 20 Award Notification: Project Development Awards, Fall 2016 Vice Provost Kitto VP Research
October 20 DUE from Chairs: Fund for the Enhancement of Graduate Research proposals (off-cycle only), Fall 2016 Vice Provost Kitto VP Research
October 21 to 23 Fall Family Open House New Student Services NSSFO
October 26 HR New Employee Orientation 8:30-11:30am, HU210 HR
October 27 DUE from Deans: Faculty Summer Research Grant proposals for Summer 2017 Vice Provost Kitto VP Research
October 27 DUE from Deans: Faculty Summer Teaching Grant proposals for Summer 2017 Vice Provost Kitto VP Research
October 27 DUE from Chairs: Research and Creative Opportunities Grants for Undergraduates proposals, Fall 2016 Vice Provost Kitto VP Research
October 27 DUE from Deans: Fund for the Enhancement of Graduate Research proposals (off-cycle only)
Fall 2016
Vice Provost Kitto VP Research
NOVEMBER        
November 1 Benefits Open Enrollment Begins HR Benefits Services HR
November 7 SENT to Deans, Departments, and Program Directions: Call for Summer 2016 Schedule Due to Extended Education by Feb 3 2017 Extended Ed
November 9 Veteran's Day Program TBD President
November 8 to 22 Phase I Registration for Winter Quarter Registrar's Office Registrar
November 11 Holiday: Veteran's Day    
November TBD Winter Advising and Orientation for Transfer Students New Student Services NSSFO
November 15 DUE from Deans: Faculty Professional Leave Applications with Recommendations Provost's Office Provost
November 16 CALL: Student Tech Fee Call for Tech Initiative Abstracts Interim VP Greg Smith VPIT
November 16 Benefits Fair 12-2pm VU565 HR
November 17 Award Notification: Research and Creative Opportunities Grants for Undergraduates, Fall 2015 Vice Provost Kitto VP Research
November 17 Award Notification: Fund for the Enhancement of Graduate Research proposals (off-cycle only)
Fall 2016
Vice Provost Kitto VP Research
November 18 Fall Course Evaluation Request Deadline Registrar's Office, 5:00PM Registrar
November 23 Award Notification: Teaching Grants for Summer 2017 Vice Provost Kitto VP Research
November 23 Award Notification: Research Grants for Summer 2017 Vice Provost Kitto VP Research
November 23 No Classes (University is open)   WWU
November 24-25 Holiday: Thanksgiving   WWU
November 30 HR New Employee Orientation 8:30-11:30am, HU210 HR
November 30 Benefits Open Enrollment Ends HR Benefits Services HR
DECEMBER        
December 1 Faculty/Staff Workstation Awards: 2016-2017 Timeline Announcement (funding contigent) Interim VP Greg Smith Provost
December 2 DUE: Electronic nominations for Olscamp Research and Outstanding Scholarship Awards Online form Provost
December 2 DUE: Electronic nominations for Excellence in Teaching Awards Online form Provost
December 2 DUE: Electronic nominations for Outstanding Faculty Service Award Online form Provost
December 2 DUE: Electronic nominations for Carl H. Simpson Bridging Award Online form Provost
December 2 Campus Holiday Party VU MPR President
December 5 to 9 Finals Week -- Fall Quarter WWU  
December 10 Fall Commencement Registrar's Office Registrar
December 13 DUE: Fall Grades Registrar's Office, 12:00PM Registrar
December 13 to Jan 3 Winter Break   WWU
December 15 Fall Faculty Contracts End   Provost
December 16 Winter Faculty Contracts Begin   Provost
December   DUE: Faculty Contracts and PA's for first Winter Quarter 2016 Pay of 1/10/16 Human Resources HR
December 25 Holiday: Christmas   WWU
December 28 HR New Employee Orientation 8:30-11:30am, HU210 HR
JANUARY        
January 1 Holiday: New Years   WWU
January 1 Open Enrollment Benefits plan changes take effect HR Benefits Services HR
January 3 Winter Advising and Orientation for First Year and Transfer Students New Student Services NSSFO
January 4 Winter Quarter Classes Begin Registrar's Office Registrar
January 4 CALL: Pilot Project and Grant in Aid Award proposals, Winter 2017 Vice Provost Kitto VP Research
January 4 CALL: Research and Creative Opportunities Grants for Undergraduates proposals, Winter 2017 (Western Today) Vice Provost Kitto VP Research
January 4 CALL: Project Development Award proposals, Winter 2017 (Western Today) Vice Provost Kitto VP Research
January 4 CALL: Fund for the Enhancement of Graduate Research proposals (off-cycle only) Winter 2017 (Western Today) Vice Provost Kitto VP Research
January 10 Winter Online Registration ends Registrar's Office Registrar
January 12 DUE to Chair of CUE (GER) Committee: Curriculum Submission for 2017-2018 Catalog TBD VPUE
January 13 Winter Peak Enrollment Data Captured Registrar's Office, 5:00PM Registrar
January 16 REMINDER: Annual evaluations of all probationary tenure track faculty to be completed by March 1 Provost's Office Provost
January 16 REMINDER: College deans to submit faculty emeritus nominations by April 10 Provost's Office Provost
January 16 DUE from Deans: Tenure and Promotion Recommendations Provost's Office Provost
January 16 Holiday: Martin Luther King   WWU
January 17 DUE: Student Tech Fee, Prioritized one-page Tech Initiative abstracts (Note: Colleges/Divisions need earlier internal deadlines) Diane Bateman, STF Committee VPIT
January 19 DUE: Pilot Project and Grant in Aid Award proposals, Winter 2017 Vice Provost Kitto VP Research
January 19 DUE: Project Development Award proposals, Winter 2017 Vice Provost Kitto VP Research
January 19 DUE from students: Research and Creative Opportunities Grants for Undergraduates proposals, Winter 2017 Approp. Faculty Advisors VP Research
January 25 DUE from Deans: Recipient lists for Faculty/Staff Workstation Awards Interim VP Smith Provost
January 25 HR New Employee Orientation 8:30-11:30am, HU210 HR
January 31 Award Notification: Faculty/Staff Workstation letters mailed to recipients Interim VP Smith Provost
January 31 SENT OUT: Faculty Professional Leave Decisions to Faculty Provost's Office Provost
FEBRUARY        
February 2 DUE from Faculty Advisors: Research and Creative Opportunities Grants for Undergraduates proposals, Winter 2017 Approp. Chairs VP Research
February 2 Award Notification: Project Development Awards, Winter 2017 Vice Provost Kitto VP Research
February 2 Award Notification: Pilot Project and Grant in Aid Awards, Winter 2017 Vice Provost Kitto VP Research
February 2 DUE from Thesis Advisors: Fund for the Enhancement of Graduate Research proposals
(off-cycle only) Winter 2017
Approp. Chairs VP Research
February 2 DUE from Thesis Advisors: Fund for the Enhancement of Graduate Research proposals
(off-cycle only) Winter 2017
Approp. Chairs VP Research
February 3 DUE: Graduate Council Curriculum Submission Catalog Changes for 2017-2018 Associate Dean Michael Barr Grad School
February 3 DUE from All Departments and Colleges: Summer Schedule Extended Education Extended Ed
February 6 CALL: Presidential Scholars nominations Electronic nominations due 4/17/17 President
February 9 DUE from Chairs: Research and Creative Opportunities Grants for Undergraduates proposals, Winter 2016 Vice Provost Kitto VP Research
February 9 DUE from Chairs: Fund for the Enhancement of Graduate Research proposals (off-cycle only)
Winter 2017
Approp. Deans VP Research
February 10 REMINDER: Annual evaluations of all probationary tenure track faculty to be completed by March 15 Provost's Office Provost
February 10 Complete Summer 2016 Banner Course Entry Extended Education Extended Ed
February 15 DUE from faculty granted professional leave: Submit Professional Leave Repayment Agreement to Provost Provost's Office Provost
February 16 DUE from Deans: Fund for the Enhancement of Graduate Research proposals
(off-cycle only) Winter 2017
Vice Provost Kitto VP Research
February 17 and 24 Spring Advising and Orientation for Transfer Students New Student Services NSSFO
February 20 Holiday: President's Day   WWU
February 21 DUE from Departments: Submit Academic Year Schedule Approp. Deans Registrar
February 21 to Mar 6 Phase I Registration for Spring Quarter Registrar's Office Registrar
February 22 HR New Employee Orientation 8:30-11:30am, HU210 HR
February 24 DEADLINE: Winter Course Evaluations Request Registrar's Office, 5:00PM Registrar
February 24 Student Tech Fee: Selected applicants invited to submit Tech Initiatives proposals to the STF Committee STF Committee VPIT
February 24 President's Exceptional Effort Awards Nomination Deadline President's Office President
February 28 DUE: Deans Approval of Academic year Schedule Registrar's Office Registrar
February 28 DUE from Departments: Purchase orders for Faculty/Staff Workstation Awards DUE to Purchasing Provost
MARCH        
March 1 Banner input for summer draft contracts open   Extended Ed
March 1 DUE: Academic Year Schedule, last day to key schedule (online access revoked after this date) Registrar's Office Registrar
March 2 Award Notification: Research and Creative Opportunities Grants for Undergraduates, Winter 2017 Vice Provost Kitto VP Research
March 2 Award Notification: Fund for the Enhancement of Graduate Research proposals (off-cycle only)
Winter 2017
Vice Provost Kitto VP Research
March 10 DUE from Deans and Committees: Names of Excellence in Teaching Award recipients Provost's Office Provost
March 10 DUE from Deans and Committees: Names of Olscamp Research Award and Outstanding Faculty Research Award Recipients Provost's Office Provost
March 10 DUE from Deans and Committees: Name of Carl H. Simpson Bridging Award recipient Provost's Office Provost
March 10 DUE from Deans and Committees: Name of Oustanding Faculty Service Award recipient Provost's Office Provost
March 13 to 17 Finals Week, Winter Quarter   WWU
March 15 Winter Faculty Contracts End   Provost
March 15 DUE from Deans: Copy of final evalution letters for all probationary tenure track faculty Faculty and Provost Provost
March 15 SENT from Provost: Letters to faculty with tenure and promotion decisions To Faculty Provost
March 16 Spring Faculty Contracts Begin   Provost
March 17 DUE from Operations Managers: List of 2016-2017 faculty retirees Provost's Office Provost
March 18 Winter Commencement Registrar's Office Registrar
March TBD DUE: PA's for first Spring Quarter Pay of 4/10/17 Human Resources HR
March 20 to 27 No Classes (University Open)   WWU
March 21 DUE: Winter Grades Registrar's Office Registrar
March 27 Spring Advising and Orientation for First Year and Transfer Students New Student Services NSSFO
March 28 CALL: Fund for the Enhancement of Graduate Research Award proposals, Spring 2017 (Western Today) Vice Provost Kitto VP Research
March 28 CALL: Pilot Project and Grant in Aid Award proposals, Spring 2017 (Western Today) Vice Provost Kitto VP Research
March 28 CALL: Research and Creative Opportunities Grants for Undergraduates proposals, Spring 2017 (Western Today) Vice Provost Kitto VP Research
March 28 Spring Classes Begin Registrar's Office Registrar
March 29 HR New Employee Orientation 8:30-11:30am, HU210 HR
APRIL        
April  3 DUE: Student Tech Fee prioritized Tech Initiatives proposals. Note: Colleges need earlier internal deadlines Diane Bateman, STF Committee VPIT
April  3 DUE: Summer Session Faculty Draft Contracts/Report Extended Education Extended Ed
April 3 Spring Online Registration Ends Registrar's Office Registrar
April 4 Major/degree credits updated in Banner for Financial Aid Registrar's Office Registrar
April 4 DUE from Thesis Advisors: Fund for the Enhancement of Graduate Research Award proposals, Spring 2017 Approp. Chairs VP Research
April 7 Spring Peak Enrollment Data Captured Registrar's Office, 5:00PM Registrar
April 7 DUE: Electronic nominations for Presidential Scholars President's Office President
April 10 DUE from Deans: Emeritus faculty nominations Provost's Office Provost
April 10 CALL: Catalog 2017-2018 final proofs sent to academic departments for review Catalog Office Registrar
April 11 DUE: Pilot Project and Grant in Aid Award proposals, Spring 2017 Vice Provost Kitto VP Research
April 11 DUE from Chairs: Fund for the Enhancement of Graduate Research Award proposals, Spring 2017 Approp. Deans VP Research
April 13 DUE from students: Research and Creative Opportunities Grants for Undergraduates proposals, Spring 2017 Approp. Faculty Advisors VP Research
April 14 SENT: Completed Presidential Scholars Nominations from President's Office Approp. Deans President
April 18 DUE from Deans: Fund for the Enhancement of Graduate Research Award proposals, Spring 2017 Vice Provost Kitto VP Research
April 26 HR New Employee Orientation 8:30-11:30am, HU210 HR
April  27 Award Notification: Pilot Project and Grant in Aid Awards, Spring 2017 Vice Provost Kitto VP Research
April 27 DUE from Faculty Advisors: Research and Creative Opportunities Grants for Undergraduates proposals, Spring 2017 Approp. Chairs VP Research
April TBD DUE: Words of praise/appreciation (100 max) for each retiree, regardless if they will attend Retirement Dinner President's Office President
MAY        
May TBD Pre-Retirement Fair HR Benefits Services HR
May 1 Major/Minor/GUR updates encoded in CAPP Registrar's Office Registrar
May 1 DUE: Student Tech Fee, ATC and Western community comments on Tech Initiatives proposals Diane Bateman, STF Committee VPIT
May  1 DUE from Academic Budget Office: Senior Instructor Eligibility Report (does not include Summer Session) Operations Managers Provost
May 2 to 5 Summer Registration Phase 1 Registrar's Office Registrar
May 4 DUE from Chairs: Research and Creative Opportunities Grants for Undergraduates proposals, Spring 2017 Vice Provost Kitto VP Research
May 4 DUE from Deans: Recommendations for Presidential Scholars President's Office President
May 5 and 12 Summer Advising and Orientation New Student Services NSSFO
May 8 2017-2018 University Online Catalog published before Fall 2017 Registration Phase I begins Catalog Office Registrar
May 9 to June 30 Fall Registration 2017 Phase I (tentative) Registrar's Office Registrar
May 15 Award Notification: Student Tech Fee Tech Initiatives awards announcement Interim VP Smith/AS VP Academic Affairs VPIT
May 15 Summer Session E-Signed Contracts Extended Education Extended Ed
May 19 to 21 Back 2 Bellingham New Student Services NSSFO
May 22 DEADLINE: Spring Course Evaluation Request Registrar's Office, 5:00PM Registrar
May  25 Award Notification: Research and Creative Opportunity Grants for Undergraduates, Spring 2017 Vice Provost Kitto VP Research
May 25 Award Notification: Fund for the Enhancement of Graduate Research Awards, Spring 2017 Vice Provost Kitto VP Research
May 29 DUE: Team Recognition Award Nominations President's Office, 5:00PM President
May 29 Holiday: Memorial Day   WWU
May 31 HR New Employee Orientation 8:30-11:30am, HU210 HR
May TBD Provost/Faculty Senate Ceremony to Recognize Faculty Award Recipients TBD Provost
May TBD Retirement Reception and Dinner TBD President
JUNE        
June 1 REMINDER: Copies of final NTT evaluation letters from department chairs should be provided to faculty members and Provost Faculty members and Provost Provost
June 5 to 9 Finals Week, Spring Quarter   WWU
June 6 Last day to cancel sumer session course Extended Education Extended Ed
June 9 Presidential Scholar Breakfast with Board of Trustees Deans, Department Managers, & Nominating Faculty President
June 10 Commencement Breakfast 7:30 AM VU565 President
June 10 Spring Commencement Registrar's Office Registrar
June 13 DUE: Spring Grades Registrar's Office Registrar
June 15 Spring Faculty Contracts End   Provost
June 15 DUE from Deans: List of Post Tenure Review Results Academic Budget Office, Austin Cooper Provost
June 20 Summer Session Classes Begin Registrar's Office Registrar
June 28 HR New Employee Orientation 8:30-11:30am, HU210 HR
June 30 PUBLISHED: Administrative sections of 2017-2018 University Online Catalog published Catalog Office Registrar
June 30 Deadline for Staff Evaluations Human Resources HR
June 30 Health Insurance ends for faculty leaving after the academic year HR Benefits Services HR
JULY        
July 3 DUE from Operations Managers: Tenure Track and Tenured Evaluation Forecast for 2016-2017 Academic Budget Office, Austin Cooper Provost
July 4 Holiday: Independence Day   WWU
July 14 DUE from ABA: First Draft of Tenture Track and Tenured reappointment letters Operations Managers Provost
July 14 DUE from Deans: Non-tenure track contracts for 2017-2018 Returning NTT faculty Provost
July 20, 21, 24 Transition Orientation and Advising for Transfer and Post-Bac Students New Student Services NSSFO
July 26 HR New Employee Orientation 8:30-11:30am, HU210 HR
July 28 DUE from Operations Managers: Edits of Tenure Track and Tenured reappointment letters Academic Budget Office, Austin Cooper Provost
July 31 to Aug 17 Summerstart Orientation and Advising for Fall First Year Students New Student Services NSSFO
AUGUST        
August 15 DUE from ABA: Final reappointment letters Faculty members Provost
August 19 Summer Commencement Registrar's Office Registrar
August 22 DUE: Summer Session grades Registrar's Office Registrar
August 30 HR New Employee Orientation 8:30-11:30am, HU210 HR
SEPTEMBER        
September 16 to 22 Western Welcome Week New Student Services NSSFO
September TBD PA's for first Fall Quarter pay of 10/10/2017 Human Resources HR
September 25 Graduate Student Orientation Associate Dean Michael Barr Grad School
September 27 Fall Quarter Classes Begin Registrar's Office Registrar