Month-by-Month Planning Calendar for Department Chairs

Fall 2024

Date(s)Note / Description
August 30Residence halls open for new students
August 31Residence halls open for returning students
September 1P&T: External Reviewers submit evaluation, CV, and bio paragraph to Chairs
September 2Labor Day (university closed)
September 3Convocation
September 4Fall classes begin
Drop-add period begins
September 9Deadline for submitting Undergraduate Policy Committee (UPC) materials
September 10Last day for Undergraduate students to add a course without a permission number
Last day for instructors to publish course and attendance requirements for class members
Last day for Graduate students to add course without a permission number
P&T: forward outstanding DPC memberships to pandt@uml.edu in first two weeks of September
September 15Official notification from the Provost’s Office to reappoint or terminate TT faculty 
September 16P&T: Deadline for individuals to file for promotion and tenure and to submit all necessary supporting materials to Department Chairpersons (file share deadline is 5 p.m. EST)
Undergraduate Policy Committee (UPC) meeting
Deadline for submitting Grad Policy Affairs Committee (GPAC) materials
Deadline for submitting Core Curriculum Committee (CORE) materials
September 17

Last day to (Both Undergraduate and Graduate):

  • Add a course with a permission number
  • Drop a course without record
  • Change enrollment status from: Audit to Credit; Credit to Audit; “Pass-No Credit” to Letter Grade, or Letter Grade to “Pass-No Credit.”
Note: No refund after this date
Last day for refund of tuition & fees
September 23Graduate Policy and Affairs Committee (GPAC) Meeting
Core Curriculum Committee (CORE) Meeting
P&T: Provost’s P&T Preparation Workshop for DPCs and CPCs, 9-11a.m., UC-260 
September 30Executive Committee (EXEC) Meeting
Deadline for Submitting Faculty Senate materials
October 1Sabbatical: Faculty’s submission of Sabbatical Leave Request due to DPC begins. 
October 7P&T: Deadline for Chairpersons to submit all individual promotion and tenure materials (inclusive of external letters and reviewer information) for Department Personnel Committees 
Faculty Senate meeting
Deadline for submitting Undergraduate Policy Committee (UPC) meeting
October 10Sabbatical: Deadline for Faculty’s submission of Sabbatical Leave Request due to DPC
October 11Deadline for submitting Grad Policy Affairs Committee (GPAC) materials
Deadline for submitting Core Curriculum Committee (CORE) materials
October 14Indigenous Peoples' Day (university closed)
October 15Monday class schedule
Undergraduate Policy Committee (UPC) meeting
October 16Undergraduate - Mid-semester: at least one evaluation required in each course. 
October 17For Undergraduate - Deadline for faculty to request final exam changes for current term (i.e. combined, take-home, schedule conflict) 
October 20Spring 2025 schedule of classes will be viewable in SIS 
October 21For Undergraduate students: Extended faculty advising hours begin.

First day for seniors who anticipate completion of degree requirements by the end of May or the end of August to confer with faculty advisors and to file Programs of Baccalaureate Studies (DIG form)
For Graduate students: Advising begins
Graduate Policy and Affairs Committee (GPAC) meeting
Core Curriculum Committee (CORE) meeting
October 28Enrollment for Spring 2025 courses begin using enrollment appointment dates obtained from student SIS self-service. 
P&T: Deadline for Department Personnel Committees to forward recommendations and personnel materials to Chairpersons (Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.) 
Executive Committee (EXEC) meeting
Deadline to submit Faculty Senate materials
October 30Sabbatical: Submission of DPC’s recommendation to the College Dean along with departmental impact statement re: Sabbatical Leave Request. 
November 4For Undergraduates: Extended faculty advising hours end. Last day for seniors who anticipate completion of degree requirements by the end of May or the end of August to confer with faculty advisors and to file Programs of Baccalaureate Studies (DIG form)

For Graduates: Advising ends.

Last day to submit Declaration of Intent to Graduate form and/or Certificate Clearance form. All forms should be submitted to the graduate coordinator.
Faculty Senate meeting
P&T: Last day for candidates to file responses to recommendations from departmental personnel committees
Deadline for submitting Undergraduate Policy Committee (UPC) materials
November 8Deadline for Submitting Graduate Policy and Affairs Committee (GPAC) materials
Deadline for Submitting Core Curriculum Committee (CORE) materials
November 10Sabbatical: Sabbatical Leave Submission of Dean’s recommendation letters along with other supporting documents (departmental impact statement and resolution statement) to the Provost’s Office. 
November 11Veteran's Day (university closed)
November 12Undergraduate Policy Committee (UPC) meeting
P&T: Deadline for Chairs to forward recommendations and personnel materials to College Personnel Committees. (Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.)
November 14Last day for undergraduate students to withdraw from courses with grade of “W” for regular session. 
November 15Last day for Graduate Students to submit draft thesis/dissertation to the library. 
November 18Graduate Policy and Affairs Committee (GPAC) meeting
Core Curriculum Committee (CORE) meeting
November 19P&T: Last day for the candidates to file responses to recommendations from Chairpersons
November 22Last day for Graduates to defend thesis and dissertation
November 25Sabbatical: Submission of Provost’s Sabbatical Leave recommendations to the Chancellor
Executive Committee (EXEC) meeting
Deadline for submitting Faculty Senate materials
November 27-30Thanksgiving Recess
December 2Deadline for Graduates to submit thesis/dissertation to library
P&T: Deadline for College Personnel Committees to forward recommendations and personnel materials to college deans (Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.) 
Faculty Senate meeting
Deadline for submitting Undergraduate Policy Committee (UPC) materials
December 5For Undergraduates: No hour examinations shall be administered during the last five academic days of the semester unless exemption has been allowed by the college dean
For Graduates: Last day to drop classes with grade of "W" for regular sessions
December 6Last day for Undergraduate and Graduate students to complete work for incomplete Spring 2024 and summer 2024 courses
December 9Undergraduate Policy Committee (UPC) meeting
Deadline for submitting Graduate Policy and Affairs materials
Deadline for submitting Core Curriculum Committee materials
P&T: Last day for candidates to file the responses to recommendations from College Personnel Committee
December 10Sabbatical: The Chancellor to notify faculty regarding sabbatical leave decisions 
December 12Last Day of Fall semester classes
December 13Reading Day (no classes or exams)
December 14-20For Undergraduates: Fall semester examinations begin December 14 and end December 20 at 6 p.m. (there will be Saturday exams). 
For Graduates: Fall semester exams
December 15Chair Evaluation Deadline for untenured tenure-track unit members (years 3-6)
December 16Graduate Policy and Affairs Committee (GPAC) meeting
Core Curriculum Committee (CORE) meeting
December 21

For Undergraduates:

  • Residence halls close at noon
  • Make-up Day for examinations postponed because of weather* 
  • Winter Recess begins
For Graduates: Make-up final exam*
December 25Christmas Day (university closed)
December 30Deadline for final grades (including incompletes for Spring 2024 and summer 2024) to be recorded in SIS by 4 p.m. 

*Note:  In the event that examination days are postponed because of weather conditions, the first days of postponed examinations will be made up on December 2. 

 *All faculty senate committee (Faculty Senate, Undergraduate Policy Committee (UPC), Graduate Policy Affairs Committee (GPAC), Core Curriculum Committee (CORE)) meetings are on Mondays at 3:30 p.m. All proposals should be submitted via Curriculog and must reach the relevant committee step on or before Noon one week prior to the meeting date.  (If one-week prior falls on a holiday, then the deadline will be the Friday before.) 

For further information including meeting locations, please visit the Faculty Senate Website.

Bold: contractual dates.

Spring 2025

Date(s)Note / Description
January 13P&T: Deadline for college deans to upload recommendations and personnel materials to the Rank and Tenure Committee (Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.)
January 19Residence halls open at Noon
January 20Martin Luther King Day (university closed)
P&T: Last day for Candidates to file responses to recommendations from Deans
January 21Spring classes begin
Drop-add period begins
January 27Last day for undergraduate and Graduate students to add a course without a permission number
Last day for instructors to publish course and attendance requirements for class members
Executive Committee (EXEC) meeting
Deadline for submitting Faculty Senate materials
January 31MSP unit member vitae/ merit evaluation document deadline 
February 3Last day to:
  • Add a course with a permission number
  • Drop a course without record
  • Change enrollment status from: Audit to Credit; Credit to Audit; “Pass-No Credit” to Letter Grade, or Letter Grade to “Pass-No Credit”
Note: no refund after this date
Last day for refund of tuition & fees 
Last day for add/drop with a permission number (late registration/enrollment changes)
Faculty Senate meeting
Deadline for submitting Undergraduate Policy Committee (UPC) materials
February 6, 7P&T: University Rank and Tenure Committee meets to review applications
February 10Undergraduate Policy Committee (UPC) meeting
Deadline for submitting Graduate Policy and Affairs Committee (GPAC) materials
Deadline for submitting Core Curriculum Committee (CORE) materials
February 15Department Personnel Committee (DPC) deadline for Unit Member Merit Evaluation
February 17President's Day (university closed)
February 18P&T: Deadline for University Rank and Tenure Committee to forward recommendations and personnel materials for Provost
Graduate Policy and Affairs Committee (GPAC) meeting
Core Curriculum Committee (CORE) meeting
February 24Executive Committee (EXEC) meeting
Deadline for submitting Faculty Senate materials
February 25P&T: Last day for Candidates to file responses to recommendations from Rank and Tenure Committee
February 26For Undergraduates: Deadline for faculty to request final exam changes for current term (i.e. combined, take-home, schedule conflict)
February 28Chair/ Personnel Committee recommendations to Deans for untenured tenure track unit members (years 3-6)
March 1Chair Deadline for Unit Member Merit Evaluation
March 3For Graduates: Last day to submit Declaration of Intent to Graduate form and/or Certificate Clearance form. All forms should be submitted to the graduate coordinator
P&T: Deadline for Provost to forward recommendations and personnel materials to Chancellor (Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.)
Faculty Senate meeting
March 4For Undergraduates: 
Mid-semester: at least one evaluation required in each course
March 9Spring Recess begins
March 10Deadline for submitting Undergraduate Policy Committee (UPC) materials
P&T: Last day to Candidates to file responses to recommendations from the provost
March 17Classes resume
P&T: Deadline for Chancellor to issue list of recommended candidates for tenure and promotion (before appeals) (Recommendation letters must be emailed to each candidate with CC to pandt@uml.edu for upload.)
Undergraduate Policy Committee (UPC) meeting
Deadline for submitting Graduate Policy Affairs Committee (GPAC) mateials
Deadline for submitting Core Curriculum Committee (CORE) materials
March 22Fall 2025 schedule of classes will be viewable in SIS
March 24Graduate Policy and Affairs Committee (GPAC) meeting
Core Curriculum Committee (CORE) meeting
P&T: Deadline for eligible candidate to appeal to Chancellor
March 31For Undergraduates: Extended faculty advising hours begin.
First day for seniors who anticipate completion of degree requirements by the end of December 2025 to confer with faculty advisors and to file Programs of Baccalaureate Studies (DIG form)
Executive Committee (EXEC) meetings
Deadline for submitting Faculty Senate material
Salary Review: Salary Review Applications to their Respective Dean
P&T: Reminder to conduct early DPC elections and submit the names of the members (including the DPC Chair) to pandt@uml.edu
April 1Chair Evaluation Deadline for untenured tenure-track unit members (years 1-2) and Dean or Lib. Director Deadline for Unit Member Merit Evaluation Deadline
April 3Last day for Graduate students to submit draft thesis/dissertation to the library
April 7For Undergraduates: Enrollment for Fall 2025 courses begin using enrollment appointment dates obtained from student SIS self-service
For Graduates: 
Advising/Fall registration begins.
SIS system open for enrolled students.
Faculty Senate meeting
Deadline for submitting Undergraduate Policy Committee (UPC) materials
P&T: Deadline for Chancellor to issue final list of recommended Candidates for tenure and promotion to the board of Trustees (after all appeals have taken place)
April 10For Graduates: Last day to defend thesis and dissertation
April 11For Undergraduates: Last day for students to withdraw from courses with grade of “W” for regular session
April 14Undergraduate Policy Committee (UPC) meeting
April 15Chair/ Personnel Committee recommendations to Deans for untenured tenure track unit members (years 1-2)
Chair Evaluation Deadline for non-tenure track unit members (years 1-6)
April 16Deadline for graduate students to submit thesis/dissertation to library
April 18Extended faculty advising hours end. Last day for seniors who anticipate completion of degree requirements by the end of December 2025 to confer with faculty advisors and to file programs of Baccalaureate Studies (DIG form). (Undergraduate)
For Graduates: Monday Class Schedule
Deadline for submitting Grad Policy Affairs Committee (GPAC) materials
Deadline for submitting Core Curriculum Committee (CORE) materials
April 21Patriot's Day (university closed)

April 23


For Undergraduates:
No hour examination shall be administered during the last five academic days of the semester unless exemption has been allowed by the college dean
For Graduates: Last day to drop classes with grade of “W” for regular session
April 24Last day for Undergraduate and Graduate students to complete work for incomplete Fall 2024 and Winter 2025 courses
April 25For Undergraduates: Monday class schedule
Graduate Policy and Affairs Committee (GPAC) meeting
Core Curriculum Committee (CORE) meeting
April 28Executive Committee (EXEC) meeting
Deadline for Faculty Senate materials
April 30 Last day of Spring semester classes
May 1Reading Day (no classes or exams)
Chair/ Personnel Committee recommendations to Deans for non-tenure track unit members (years 1-6)
May 2-8For Undergraduates:
Spring semester examinations begins May 2 (there will be Saturday exams)
Spring semester examinations end May 8 at 6 p.m.
For Graduates:
Spring semester exams
Spring semester examinations end May 8 at 6 p.m.
May 5Faculty Senate meeting
May 9For Undergraduates:
Residence halls close at 6 p.m.
Make-up Day for examinations postponed because of weather*
For Graduates:
Make-up final exam*
May 12Deadline for final grades (including incompletes for Fall 2024 and Winter 2025) to be recorded in SIS by 4 p.m. 
May 15Official notifications from the Provost to reappoint or terminate NTT faculty
May 16University Commencement - Doctoral and Master's
May 17University Commencement - Bachelor's

*Note: In the event that examination days are postponed because of weather conditions, the first days of postponed examinations will be made up on May 9. 

All faculty senate committee (Faculty Senate, Undergraduate Policy Committee (UPC), Graduate Policy Affairs Committee (GPAC), Core Curriculum Committee (CORE)) meetings are on Mondays at 3:30 p.m. All proposals should be submitted via Curriculog and must reach the relevant committee step on or before Noon one week prior to the meeting date.  (If one-week prior falls on a holiday, then the deadline will be the Friday before.) 

For further information including meeting locations please visit the Faculty Senate website

Bold: contractual dates.