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Annual Chair Timeline

Program Chair Academic Year Responsibilities

The following calendar is meant as a helpful guide to some of the duties and activities of CCA’s Program Chairs. Although the following list is geared toward Undergraduate Program Chairs, much of the information will serve as a good guide to Graduate Program Chairs as well.

While some of the activities as indicated below are assigned to a particular month, many actually require engagement beyond a single month. The overview does not outline the amount of time spent meeting with program students, prospective students, and faculty.


September

  • Review previous year’s Year-End Assessment Report and incorporate actions into goal setting for upcoming academic year
  • Submit job descriptions for approved RNT positions to Assistant and Director and assemble hiring committee
  • Assemble learning outcome evidence from summer courses and review summer teaching evaluations
  • Meet with deans to review annual chair and program goals and timelines; all chair related duties included in annual goals with specific dates indicated as appropriate.
  • Review APT candidates and deadlines for the coming year
  • Convene faculty meeting to review and assess: program learning outcomes, program goals, strategies, and metrics
  • Review report of missing syllabi (available from program manager) and ensure all are submitted
  • Review all program syllabi to ensure accurate course learning outcomes are listed
  • Chairs of programs undergoing external program review begin writing self-study and compiling program portfolio (Reviewers generally visit campus in spring semester.)


October

  • October 1: Submit annual program goals with metrics to deans
  • October 1: Verify spring schedule for accuracy and teaching assignments
  • Begin planning course schedules and ranked faculty teaching for the next academic year, using learning outcomes assessment to identify areas development (Begin redlining process)
  • Work with the dean and assistant director if any proposed changes to the course schedule will affect degree or course requirements
  • October 15: Assist in ensuring all faculty have submitted course syllabi (which must include course learning outcomes) for all fall courses
  • Meet with academic affairs, registrar, and advising to finalize potential curriculum and sequence chart revisions for the upcoming year
  • Submit summer study abroad proposals, if any, to divisional deans and dean of special programs, indicating what requirements the proposed courses satisfy in one or more programs


November

  • Meet with academic affairs, registrar, and advising to finalize potential curriculum and sequence chart revisions for the upcoming year
  • Schedule required spring year-end assessment meeting (usually held after classes have end)


December

  • Determine distinction and high distinction for undergraduate students; submit to Student Records
  • Assemble learning outcomes assessment evidence from fall courses
  • December 1: Facilities and technology requests for the coming year are due to assistant directors


January

  • Plan spring learning assessment projects; update assessment materials (rubrics, processes, etc.)
  • Begin reviewing applications for RNT searches; keep Assistant Director and Dean informed at each phase of the hiring process
  • Assemble/review learning outcomes assessment evidence from fall courses and review fall course evaluations
  • Meet with deans for mid-year program goal review and chair evaluations
  • Assist in ensuring all faculty have submitted course syllabi (which must include course learning outcomes) for all spring courses
  • Meet with program manager to discuss annual program operating budget proposal; budget proposals should take into account needs identified through the annual program assessment process and reflect stated program goals
  • Final program operating budget proposals are due to deans and assistant directors by January 3
  • Review report of missing syllabi (available from program manager) and ensure all are submitted
  • Review all program syllabi to ensure accurate course learning outcomes are listed


February

  • Any final changes to the upcoming fall semester are due to the assistant directors

Graduate Chair Note: Potentially heavy enrollment and recruitment activities


March

  • March 15: Ranked teaching and other commitments for the upcoming year should be finalized

Undergraduate Chair Note: Potentially significant recruitment activity

Graduate Chair Note: Potentially significant advising and recruitment activity


April

  • April 15: Submit all new ranked faculty hiring requests to deans
  • April 30: Deadline for program chairs to complete annual unranked faculty appointment recommendation process

Graduate Chair Note: Accepted student day for MFA open studios

Graduate Chair Note: Potentially significant advising and recruitment activity


May

  • May 1: Submit final recommendation for RNT hires to Dean and Provost; offer contingent upon Dean and Provost approval
  • May 1: Plan on attending commencement and encourage your faculty to do the same
  • Assemble/review learning outcome evidence from spring courses and review spring course evaluations
  • Meet with faculty to review learning outcome assessment evidence, and complete Year-End Assessment Report; revise program specific learning outcomes or course syllabi as necessary
  • Meet with deans to review annual program and chair goals
  • Meet with newly hired faculty to review syllabi, learning outcomes, and assignments/evidence
  • Plan summer projects with program manager, including updating of program web pages

Graduate Chair Note: Potentially significant advising and recruitment activity