Department Head:  Month-to month duties

Department Head Monthly Reminder List

*Note the extensive online resources for College Department Heads: http://thecollege.wlu.edu/administration/DeptHeads/

*This list may include items that don’t apply to all departments in a given year.

*Send suggestions for updates or change to the Dean’s office.

July

• Check in with Associate Dean to ensure that office spaces and equipment for new faculty are set.
• Help new and visiting faculty to move in.  Identify computer and phone needs.
• Remind all faculty to be sure that book orders have been received by Bookstore.

August

• Remind new and visiting faculty of orientation procedures – see College website for Orientation Guide (answers to many common questions) and Orientation Calendar (summary of scheduled events).
• Review with new and visiting faculty university and departmental policies concerning office hours, advising strategies, and general classroom practices.
• Respond to University Registrar about designation of room and times for all classes.
• Ask faculty to check on their book orders for fall term at the Bookstore.
• Identify personnel needs for next academic year (sabbatical leaves, new hires due to retirements, other openings) and consult with Dean of the College. Note search procedures for faculty positions on College web site.
• Note Promotion and Tenure timeline on College web site – schedule meetings with junior colleagues up for review or tenure to review timeline and overall plan.
• Remind tenured faculty returning from sabbatical leave that they should submit to you their five-year plans.
• Notify Dean of faculty to be recommended for promotion and tenure in spring.

September

• Staff tables for the Academic Fair in Stemmons Plaza.
• Prepare for Web Registration of freshmen.
• Meet with department to review necessary changes to courses in catalog and any new parameters for the major (catalog copy changes are due in early November).
• Review departmental study abroad offerings for spring term; contact International Education for guidance and notify the Dean.
• Check in with senior thesis or honors students and verify that they have contacted their advisers.

October

• Submit new course descriptions and any changes to the major to C&D for their review.
• Prepare for Web Registration, confirm courses taught by faculty in Winter Term, and notify University Registrar.
• Make capital requests to Dean of the College.
• Organize tenure and promotion committees in consultation with Dean.
• Check in with new faculty about the need to complete their FAR’s.
• October 20^th is the deadline for winter-term study abroad.  Many students will require department head signatures on their applications.
• Edit catalog copy distributed by Mary Woodson and Scott Dittman.

November

• Submit to University Registrar final drafts for all catalog copy.
• Respond to University Registrar about designation of room and times for all classes.
• Submit scheduled exam times and days to University Registrar.
• Submit reappointment/non-appointment letter to Dean of the College concerning faculty whose appointment expires in June and who have less than two years of service on the faculty.

December

• Coordinate exam schedules.
• Remind faculty to submit their completed FAR'ss to the department head before classes begin in January.
• Remind tenured faculty to submit personal review statements to you in January.
• Submit faculty leave and Oxford Faculty exchange applications to Provost’s Office.
• Submit other sabbatical requests for next academic year.
• Begin Performance Planning and Review process with administrative assistant and laboratory technicians.  *Please note changes may occur in the process through HR this year.

January

• Plan Departmental Course Listing for Spring Term.
• Begin working on operating budget for next fiscal year. Consult with administrative/clerical staff and faculty who may have specific needs.
• Collect FARs and senior faculty reviews. 
• Interview faculty individually—provide feedback to junior faculty about ways to enhance tenure file, and make suggestions to senior faculty about ways to improve teaching and research.
• Write faculty evaluations to share with Dean.
• Ask faculty to identify sophomores and juniors who should apply for Goldwater, Boren, Truman, and Udall fellowships.  Contact Associate Dean with names. 
• February 1^st is the deadline for applications for spring-term study abroad.  Many students will require department head signatures on their applications.

February

• Prepare for registration for spring term.  Double check on-line course listings.
• Submit faculty evaluations to the Dean of the College.
• Submit budgets for next academic year to the Dean of the College.
• Complete any promotion and tenure reviews and submit to the Dean.
• Meet with Dean of the College to discuss faculty evaluations.
• Alert Dean of the College of grants won by faculty preparing for sabbatical leave next academic year.
• Remind faculty to request Class of ‘62 grants to supplement income during leave year.
• Schedule honors thesis defenses.
• Check with University Registrar to make sure courses are set for spring term.
• March 1^st is the deadline for applications for summer study abroad.  Many students will require department head signatures on their applications.
• Begin planning for any commencement-season events and notify Scott Dittman to add to Commencement schedule.
• Set up Baccalaureate and Commencement day activities—caterers, locations, times, rooms.

March

• Identify short-term personnel needs for next academic year (e.g. number of adjuncts and/or visitors needed).  Notify Dean of the College of part-time faculty needs.
• Check with University Registrar to make sure rooms are set for spring term.
• Remind faculty to submit Class of ’65 Applications to Provost’s Office.
• March 20^th is the deadline for fall-term and full-year study abroad.  Many students will require department head signatures on their applications.
• Submit scheduled exam times and days to University Registrar

April

• Complete Performance Planning and Review for support staff in department/program.
• Submit Departmental Course offering for Fall Term to Dean and University Registrar.
• Identify juniors in department who might qualify for Rhodes, Marshall, Gates, or Mitchell grants, or other graduate fellowships—notify Associate Dean.
• Prepare for pre-registration and registration for fall term. 
• Monitor classes:  ask faculty if they have everything they need for spring term.
• Bid farewell to faculty taking students abroad:  confirm with their advisees that you will handle their registration in May.

 May

• Prepare for pre-registration and registration for fall term. 
• Check in on faculty who are awaiting final word about tenure and promotion.
• Review budget lines with administrative assistants, identifying lapses in accounting, needs that have gone unmet, or unanticipated needs that can be met without requesting new funds from the Dean. 
• Coordinate with Associate Dean to secure office spaces and equipment for new faculty.
• Submit to University Registrar names and grades of honors students/thesis writers/thesis titles.
• Designate students for honorary awards and citations.  Notify the Registrar.
• Prepare for department reception for Commencement (if appropriate).
• Send to Associate Dean juniors worthy of consideration for graduate fellowships next year.
• Fill out Departmental Assessment forms and return them to Dean’s office.
• Consult with Dean regarding external review of department if due in coming year.
• Obtain advising folders from faculty who will be on leave in fall term. Confirm with University Registrar and their advisees which faculty will handle their advising issues in summer and fall.
• Submit scheduled exam times and days to University Registrar.
• Submit reappointment/non-appointment letter to Dean of the College concerning faculty whose appointment expires in June and who have served two or more years on the faculty.

June

• Converse with parents and students at Commencement. 
• Review final budget figures for end of fiscal year, making necessary adjustments.
• Meet with junior faculty to discuss year-end evaluation.  Discuss strategies they might employ next year to address weaknesses.
• Send letters to tenure-track faculty evaluating year’s performance and send copies of letters to the Dean of the College.

Updated 9/17/07