2023-24 Calendar for Department Chairs and Program Coordinators

August 13

• Deadline for petitions for non-Pomona study abroad programs for Spring 2024

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 and 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 16

• International students arrive; residence halls open for international students

August 19

• New students arrive; residence halls open to new students

August 21

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

August 22

• New Faculty Orientation, 8:30 am – 1:15 pm, Smith Campus Center

August 28

• Fall semester begins

August 29

• Convocation, 11:00 am, Bridges Hall of Music

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 4

• Labor Day observed (staff and instructional holiday)
• Deadline for applications for Trinity College Dublin, IFSA Study Abroad, and DIS Study Abroad, Copenhagen for Spring 2024

September 5

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

September 7

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom

September 11

• Deadline for students to add a course

September 14

• Faculty Forum, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

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 17

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

September 18

• Requests for non-standard course times for Spring 2024 due to the Registrar’s Office

September 21

• Blue Room Talk, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

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

• Chairs’ Meeting, 12:00 – 1:00 pm, Smith Campus Center 208

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 2024-25 to the Dean’s Office

October 5

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom

October 9

• Deadline for submission of applications for sabbatical leaves and subventions and leaves-without-pay for the academic year 2024-25 (with supporting letters from department chairs) via Qualtrics issued from Associate Dean Englebert.

October 12

• Faculty Forum, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

October 13

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

Mid-October to mid-November

• Recommendation: Chairs and 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 16 - 17

• Fall break

October 18

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

October 19

• Blue Room Talk, 12:00 – 1:00 pm, Frank Dining Hall Blue Room
• Deadline for students to drop a course

October 26

• Chairs’ Meeting, 12:00 – 1:00 pm, Smith Campus Center 208

October 27 – 29

• Family Weekend

October 28

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

November 1

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

November 2

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom

November 9

• Faculty Forum, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

November 14 - 17

• Pre-enrollment for Spring 2024 semester

November 16

• Blue Room Talk, 12:00 pm – 1:00 pm, Frank Dining Hall Blue Room

November 17

• Deadline for students to withdraw from classes voluntarily
• Deadline for students to choose credit/no credit grading option
• Deadline to sign student promissory notes

November 22 – 26

• Thanksgiving recess (staff holiday begins at 3:00 p.m. on November 22)

November 22 – December 6

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

November 27

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

November 27 – 29

• 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, Smith Campus Center Rose Hills Theatre

November 30

• Chairs’ Meeting, 12:00 – 1:00 pm, Smith Campus Center 208

December 1

• Dean responds to requests for part-time and other temporary faculty for academic year 2024-25

December 7

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom

December 7 – 8

• Reading Days

December 11 – 15

• Final examinations

December 13

• Extended Faculty Meeting, 11:00 am – 1:00 pm, Edmunds Ballroom

Mid-December

• Pomona College Board of Trustees meets on campus to act on presidential nominations for tenure, promotion, and contract renewal
• Application portal opens for Summer Undergraduate Research Program grants via SM Apply

Mid-December to mid-January

• Chairs and 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 16

• Deadline for submission to Dean’s Office of operating budget, equipment and alterations, and student wage requests for fiscal year 2024-25

December 22 – January 2

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

January 15

• Martin Luther King, Jr. Day (staff and instructional holiday)
• Professional Activities Reports (PARs) for all regular, full-time, continuing faculty due to the Dean of the College
• 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
• Last day to request a change in an approved leave plan

Mid-January to mid-February

• Recommendation: Chairs and 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

• Spring semester begins

January 19

• Deadline for submission of applications for the Faculty Fund for Collaboration and Innovation

January 22

• Deadline for coursework for approved Fall 2023 incompletes to be submitted to instructors unless another deadline was approved
• Deadline for independent study proposals for Spring 2024

January 29

• Deadline for students to add a course

End of January

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

Early February

• Submit names and seminar descriptions of those who will teach Critical Inquiry Seminars in Fall 2024 to Interim Director of College Writing Jenny Thomas

February 1

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom
• 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

February 8

• Faculty Forum, 12:00 – 1:00 pm, Frank Dining Hall Blue Room
• 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 15

• Blue Room Talk, 12:00 – 1:00 pm, Frank Dining Hall Blue Room
• Deadline for spring submission of General Research Fund grant proposals exceeding $1,000 via SM Apply

February 22

• Chairs’ Meeting, 12:00 – 1:00 pm, Smith Campus Center 208

February 23

• Deadline for submission of proposals to propose or modify majors/minors to the Curriculum Committee

March 7

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom
• Last day for students to drop a course

March 11

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

March 11 - 15

• Spring break
• 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 21

• Blue Room Talk, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

March 28

• Chairs’ Meeting, 12:00 – 1:00 pm, Smith Campus Center 208

March 29

• César Chávez Day observed (staff and instructional holiday)

April 1

• Faculty Position Advisory Committee submits recommendations for faculty positions to the Dean of the College and the President

April 3

• Deadline for application for Wig Curriculum Development Grants

April 4

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom

April 11

• Faculty Forum, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

April 12

• Deadline for students to withdraw from classes voluntarily
• Deadline for students to choose credit/no credit grading option
• Deadline to sign student promissory notes

Mid-April

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

April 16 – 18

• Pre-enrollment for fall 2024 semester

April 17 – May 1

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

April 18

• Blue Room Talk, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

April 25

• Chairs’ Meeting, 12:00 – 1:00 pm, Frank Dining Hall Blue Room

April 25 – 28

• Alumni Weekend

April 29 - 30

• Meetings of the Cabinet to act on presidential nominations for promotion to professor, tenure, contract renewal, and other spring reviews, 4:10 – 6 pm, Smith Campus Center Rose Hills Theatre

Late April

• Nominations for prizes at Class Day and commencement due to Grants Administrator Andy Schuster
• Departments to submit their list of student awards to Grants Administrator Andy Schuster

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

• 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 and direct reports by May 1

May 2

• Faculty Meeting, 12:00 – 1:00 pm, Edmunds Ballroom

May 2 – 3

• Reading Days

May 3

• Senior grades due to Registrar by noon

May 6

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

May 6 – 10

• Final exams

May 9

• Extended Faculty Meeting, 9:00 – 11:00 am, Edmunds Ballroom

May 10

• Spring semester ends

May 11

• Residence halls close for non-graduating students at noon

May 12

• Commencement

May 13

• Residence halls close at noon

Mid-May

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

May 16

• All grades for non-graduating students must be submitted by noon

May 27

• Memorial Day observed (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 15

• Deadline to submit annual report to Dean of the College

June 18

• Deadline to submit requests for 2023-24 fiscal year reimbursement and/or expense transfers to the office of the Dean of the College

June 19

• Juneteenth observed (staff holiday)

June 30

• Fiscal year ends; 2023-24 departmental accounts close

July 1

• New appointments begin
• Beginning of new fiscal year

July 4

• Independence Day observed (staff holiday)