2022-23 Calendar for Department Chairs and Program Coordinators

August 14

• Deadline for petitions for non-Pomona study abroad programs for Spring 2023

August 15

• Personal statement, up-to-date curriculum vitae, publications, description of proposed Steele Fellowship project (if relevant) and other evidence due to chairs from candidates for Fall Faculty Personnel Committee reviews via upload to Watermark
• Course evaluations, student and external referee letters, and letters of information due from chairs of Fall FPC reviews to the Dean’s Office via upload to Watermark
• Suggested outside reviewer names and letter-of-information names are due to chairs from candidates for Spring Faculty Personnel Committee reviews

Mid-August to mid-September

• Recommendation: Chairs/coordinators should have a brief, informal check-in with administrative support staff who are their direct reports in preparation for the annual performance evaluation, to be completed in April (this can also take place in July, if the schedule is better)

August 19

• Internal deadline for NEH Summer Stipend Grant Applications due to Associate Dean Englebert

August 20

• New students arrive; residence halls open to new students

August 23

• New Faculty Orientation 8:15 a.m.

August 29

• Fall semester begins

August 30

• 11 a.m. Bridges Hall of Music Opening convocation

Before September 1

• Notification due to Faculty Position Advisory Committee of intent to submit proposal for a faculty position
• Program coordinators must inform the FPAC between spring break and September 1 if they intend to submit a proposal to convert the program into a department

September 5

• Labor Day; staff holiday, except those involved with new student events

September 6

• Deadline for applications for Trinity College Dublin, IFSA Study Abroad, and DIS Study Abroad, Copenhagen for Spring 2023
• Deadline for coursework for approved spring 2022 incompletes to be submitted to instructors unless another deadline was approved
• Deadline for independent study proposals for fall 2022

September 8

• 2:00 ­– 2:45 pm Smith Campus Center 217

Supporting New Faculty Members and Creating a Welcoming Department/Program Community

Join Ami Radunskaya, Jo Hardin, and Jennifer Friedlander to talk about intentionally creating an inclusive, welcoming, and supportive environment for new faculty members and other community members.

September 12

• Add deadline (last day for students to add a class)
• 1:00 – 1:45 Smith Board Room Alexander Hall

Chairing FPC reviews

Join April Mayes and Dave Kauchak to talk about best practices for FPC review chairs. Jan Roselle will be on hand to provide support on procedural questions that may arise.

September 14

• 12:00 SCC 201 Lunch Meeting for Department Chairs, Program Coordinators, & Directors (location tentative)

September 15

• Departmental recommendation letter for Fall FPC cases due to Dean of the College Office via Watermark (hard copy to follow soon thereafter)
• Candidates’ publications and related items for examination by outside reviewers due to review chairs for Spring FPC reviews

September 16

• 4:00 Edmunds Ballroom Faculty Meeting (location tentative)

September 18

• Requests for non-standard course times due

September 19

• Applications due for remaining Study Abroad Approved Programs and all Programs by Petition
• Deadline for Pomona College Caracol Archaeological Project in Belize

September 21

• 12:00 – 1:00 Frank Blue Room Talk

September 22

• Chair and other department members participating in a reappointment, tenure, and/or promotion review each submit a confidential individual letter to the Dean of the College expressing their views of the case

September 28

• Faculty Forum 12:00 – 1:00 location TBA

September 28

• 3:00 – 3:45 pm, SCC 201

Legal Considerations and Hiring for Diversity

As we enter the season of hiring both tenure-track and visiting faculty, join Glen Kraemer (College counsel) and Zayn Kassam, Diversity Officer and Associate Dean for Diversity, Equity and Inclusion to ask questions and learn more about the laws and practices around hiring for diversity.

October 1

• Completed proposals for faculty positions due to Faculty Position Advisory Committee (FPAC)
• Completed proposals for conversion of a program to a department due to Faculty Position Advisory Committee (FPAC)
• Deadline for submission of requests for temporary faculty for academic year 2023-24 to the Dean’s Office

October 4

• 3:00 – 3:45 pm, SCC 208

Developing a Mutually Beneficial Relationship with Your Academic Coordinator

Join Kevin Dettmar and Miriam Merrill to discuss fostering a mutually supportive relationship with administrative assistants as a manager committed to staff inclusion and growth and as partners who share key information about important department matters. Brenda Rushforth will join to offer practical guidance related to the supervisory role.

October 5

• 10:00 – 10:45 am, SCC 217

Visualizing a Budget Plan and Managing Resources

Join Kevin Dettmar and Finance Office staff, Vickie Roberts and Cole Varvel, to discuss how to bring your department/program colleagues together in conversation about how to envision a budget that matches your department's values and the role of the chair/coordinator in budget management. Vickie Roberts will join to answer questions about tracking budgets on Workday, and Cole Varvel will join to answer questions about processes related to setting the annual budget.

October 6

• 1-1:45 pm, Smith Campus Center 217

Intentional Department/Program Leadership

Join Virginie Duzer, Hans Rindisbacher, and Miriam Merrill to talk about intentional, thoughtful leadership that supports all members of the department/program community.

October 10:

• Deadline for submission of applications for sabbatical leaves and subventions and leaves-without-pay for the academic year 2023-24 (with supporting letters from department chairs) via Qualtrics issued from Associate Dean Englebert

October 11

• 1:30 – 2:15 pm, Alexander Hall Holmes Room

Things I Wish I’d Known When I First Became Chair

Join Joanne Nucho and Ben Keim, who recently completed their first term as chair, in an informal discussion about the questions to ask and the support to seek when one enters a leadership role.

• 4:00 – 4:45 pm, SCC 217

Supporting Students Inside and Outside of the Classroom

This session will provide an overview of the Dean of Students office, introducing the class deans and the ways that they can partner with faculty to support students in their academic and extracurricular pursuits. Resources and ways to support students of concern will also be outlined and scenarios will be presented so that participants can bridge theory to practice.

October 12

• 12:00 – 1:00 Edmunds Ballroom Faculty Meeting (location tentative)

Mid-October to mid-November

• Recommendation: Chairs/coordinators should have a brief, informal check-in with administrative support staff who are their direct reports in preparation for the annual performance evaluation, to be completed in April (this can also take place in December, if the schedule is better)

October 14

• Deadline for submission for applications for Downing Exchange to Associate Dean Englebert

October 17-18

• Fall break

October 19

• 12:00 – 1:00 Faculty Forum

October 20

• Deadline for fall submission of General Research Fund grant proposals exceeding $1,000 via SM Apply.

• Drop deadline

October 26

• 12:00 SCC 208 Lunch Meeting for Department Chairs, Program Coordinators, & Directors (location tentative)

October 28

• Deadline for submission of temporary faculty evaluations to the Dean of the College

October 28 – 30

• Family Weekend

October 31

• 1:00 – 1:45 pm  SCC 217

Getting the Most Out of Meetings

Join Sharon Goto, Karl Johnson, and Len Seligman to talk about best practices for using meetings to build a sense of shared purpose, encourage thoughtful and intentional exchange of ideas, develop action items, and support a sense of respect for one another's time.

November 1

• Suggested deadline for soliciting letters of evaluation from students for candidates up for Spring FPC review

• 1:30 – 2:30 Benton Pavilion

Conflict Resolution for Department/Program Leaders

Join Bob Gaines and Miriam Merrill to explore the role of chair/coordinator in resolving interpersonal conflicts within the department/program and fostering intentional and thoughtful collegial relationships

November 2

• 12:00 – 1:00 Edmunds Ballroom Faculty Meeting (location tentative)

November 2

• 1:00 – 1:45 pm, SCC 217

Using Gift Funds to Support Department/Program Initiatives

Learn how department chairs and program coordinators can partner with Advancement’s Stewardship team to translate, navigate, and use gift funds.

November 7

• 1:00 – 1:45 pm, SCC 217

What’s Up With Study Abroad?

Join Dave Kauchak, Virginie Duzer, and Nicole Desjardins Gowdy, senior director of international and domestic programs, to learn more about the transition from study abroad to international and domestic programs at the College, including the current state of the field; guidance for faculty, advisors, and department chairs during the student application process; program development and approval process; a preview of the new faculty-led programs initiative; and highlights from student participation in our programs over the past few years.

November 8

• 3:00 – 3:45 pm, Benton Museum Pavilion

Navigating a Title IX Report

Join Erica Moorer to get your questions answered about the duties required of Responsible Employees, how the Title IX Coordinator works with faculty to support students in and out of the classroom, and anything else that sparks your curiosity or interest about the Title IX process for faculty or students.

November 9

• 12:00 – 1:00 Faculty Forum (Location TBA)

November 10

• 8:00 – 10:00 am

Frank Blue Room Budget Breakfast with Finance Office Staff

Learn more about the college-wide budget at this annual breakfast event. Bring your budget questions.

November 15-18

• Pre-enrollment for Spring 2023

November 16

• 12:00 – 1:00 Frank Blue Room Talk

November 18

• Withdraw deadline

November 23 – December 7

• Administration of teaching evaluations in all classes taught by all faculty

November 23 – 27

• Thanksgiving recess (staff holiday begins at 3:00 p.m. on November 23)

November 28

• Deadline for submission of applications for Hirsch Research Initiation Grants to Associate Dean Englebert via SM Apply.

November 28 – 30

• SCC 208-Meeting of the Cabinet to act on presidential nominations for tenure, promotion, and contract renewal, sabbatical leaves, and leaves without pay (4:10 – 6:00 pm)

November 30

• 12:00 SCC 208 Lunch Meeting for Department Chairs, Program Coordinators, & Directors (location tentative)

December 1

• Dean responds to requests for part-time and other temporary faculty for academic year 2022-23

December 3

• Application portal opens for Summer Undergraduate Research Program grants via SM Apply

December 7

• 12 – 1 p.m. Rose Hills Theatre Faculty Meeting (location tentative)
• Last day of classes

December 8 – 9

• Reading Days

December 9

• Last day to petition for an incomplete

December 15

• 11 a.m. – 1 p.m. Extended Faculty Meeting Rose Hills Theatre (location tentative)

Mid-December

• Pomona College Board of Trustees meets on campus; action on presidential nominations for tenure, promotion, and contract renewal

Mid-December to mid-January

• Chairs/coordinators should have an informal check-in with administrative support staff who are their direct reports in preparation for the annual performance evaluation in April

December 12 – 16

• Final examinations

December 16

• Deadline for submission to Dean’s Office of operating budget, equipment and alterations, and student wage requests for fiscal year 2023-24

December 18

• Professional Activities Reports (PARs)s for all regular, full-time, continuing faculty due to the dean of the college

December 22

• 12 p.m. Grades due

December 22 – January 2

• Campus closed. Staff holiday begins at 3 p.m. on December 22; normal working hours resume January 2

January 13

• Last day to request a change in an approved leave plan

January 15

• Personal statement, up-to-date curriculum vitae, publications, description of proposed Steele Fellowship project (if relevant) and other evidence due to chairs from candidates for Spring Faculty Personnel Committee reviews via upload to Watermark
• Course evaluations, student and external referee letters, and letters of information due from chairs of Spring FPC reviews to the Dean’s Office via upload to Watermark

Mid-January to mid-February

• Recommendation: Chairs/coordinators should have a brief, informal check-in with administrative support staff who are their direct reports in preparation for the annual performance evaluation, to be completed in April

January 16

• Martin Luther King, Jr. Day (staff and instructional holiday)

January 17

• Spring semester begins

January 23

• Deadline for coursework for approved Fall 2022 incompletes to be submitted to instructors unless another deadline was approved
• Deadline for independent study proposals for Spring 2023

January 30

• Add deadline

February 1

• 12 – 1 p.m. Rose Hills Theatre Faculty Meeting (location tentative)
• Departmental recommendation letter for FPC cases due to Dean of the College office
• Deadline to submit first semester departmental assessment chair’s reports on first-year faculty to dean of the college
• Updates to ranked proposals without highest priority status must be submitted to the Faculty Position Advisory Committee

Early February

• Submit names and seminar descriptions of those who will teach Critical Inquiry Seminars, Fall 2023, to Director of College Writing, Kara Wittman

February 8

• 12 – 1 p.m. Faculty Forum (location TBA)
• Chair and other department members participating in a reappointment, tenure, and/or promotion review each submit a confidential individual letter to the dean of the college (via email to the associate dean for academic affairs) expressing their views of the case

February 10

• Deadline for applications for Summer Undergraduate Research Program (SURP) grants via SM Apply

February 15

• Deadline for spring submission of General Research Fund grant proposals exceeding $1,000 via SM Apply

February 15

• 12 – 1 p.m. Frank Blue Room talk

February 16

• Deadline for those going on leave during the 2022-23 academic year to submit “Financial Arrangements Leave Memorandum” preference to Associate Dean Englebert

February 22

• 12 p.m. SCC 208 Lunch Meeting for Department Chairs, Program Coordinators, & Directors

February 26

• Deadline for submission of proposals to propose or modify majors/minors to the curriculum committee

February 28

• 12 p.m. SCC 208 Chairs Conversation and Lunch (Optional)

March 1

• 12 – 1 p.m. Rose Hills Theatre Faculty Meeting (location tentative)

March 8

• 12 – 1 p.m. Faculty Forum (location TBA)

March 9

• Drop deadline

March 11

• Deadline for submission of temporary faculty evaluations to Dean of the College

March 13-17

• Spring recess; classes resume March 20
• Program coordinators must inform the FPAC between spring break and September 1 if they intend to submit a proposal to convert the program into a department

March 22

• 12 p.m. SCC 208 Lunch Meeting for Department Chairs, Program Coordinators, & Directors

March 28

• 12 p.m. SCC 208 Chairs Conversation and Lunch (Optional)

March 29

• 12 – 1 p.m. Frank Blue Room Talk

March 31

• César Chavez Day observed (staff and instructional holiday)

April 1

• Faculty Position Advisory Committee submits recommendations for faculty positions to the dean and the president

April 5

• 12 – 1 p.m. Rose Hills Theatre Faculty Meeting (location tentative)
• Deadline for application for Wig Curriculum Development Grants

April 12

• 12 – 1 p.m. Faculty Forum (location TBA)

April 14

• Withdraw and C/NC deadline

Mid-April

• Deadline for submission of teaching evaluation form proposals to the Dean’s Office

April 19

• 12 – 1 p.m. Frank Blue Room Talk

April 19 – May 3

• Administration of teaching evaluations in all classes taught by all faculty

April 21

• Last day to request a change in an approved leave plan

April 26

• 12 p.m. SCC 208 Lunch Meeting for Department Chairs, Program Coordinators, & Directors

April 27 – 30

• Alumni Weekend

April 30

• Departments to submit their Nominations of student awards to Grants Administrator Andy Schuster

May 1

• Suggested outside reviewer names and letter-of-information names are due from candidates to chairs for Fall Faculty Personnel Committee reviews
• Hourly staff have the option to set performance goals for the year. Chairs and coordinators should check with administrative support staff who are their direct reports to discuss goals for the upcoming year.
• Conduct performance evaluation via WorkDay for hourly staff/direct reports by May 1.

Early to mid-May

• Suggestion: begin to solicit letters from external reviewers for fall FPC reviews, with no later than August 1 deadline

May 1 – 3

• Meetings of the Cabinet to act on presidential nominations for promotion to professor, tenure, contract renewal, and other spring reviews (4:10 pm, all in Smith Campus Center 208)

May 3

• 12 – 1 p.m. Rose Hills Theatre Faculty Meeting (location tentative)

May 4 – 5

• Reading Days

May 5

• 12 p.m. Senior grades due

May 6

• Suggested deadline for soliciting letters of evaluation from students for candidates up for fall FPC review

May 8 – 12

• Final exams

May 11

• 11 a.m. – 1 p.m. Rose Hills Theatre Extended Faculty Meeting (location tentative)

May 12

• Spring semester ends

Mid-May

• Pomona College Board of Trustees meeting (on campus); action on presidential nominations for promotion to professor, tenure, and contract renewal

May 14

• Class Day
• Commencement assembly, 9:30 a.m. (Ceremony begins at 10 a.m.)

May 15

• Residence halls close

May 18

• 12 p.m. Grades due for students not graduating this semester

May 29

• Memorial Day; staff holiday

May 31

• Deadline for submission for applications for the Sontag Fellowship to Associate Dean Englebert

June 1

• Publications and related items for examination by the outside reviewers are due from candidates to chairs for fall Faculty Personnel Committee reviews
• Deadline to submit departmental assessment chair’s reports on first-year faculty to dean of the college

June 18

• Deadline to submit requests for 2022-23 fiscal year reimbursement and/or expense transfers to the office of the Dean of the College

Mid-June

• Submit annual report to dean of the college by July 1

June 30

• Fiscal year ends; 2022-23 departmental accounts close

July 1

• New appointments begin
• Beginning of new fiscal year