Master Calendar

Welcome to the Chair Handbook resource page! The dates provided below are a general guide for planning purposes only. Chairs should connect with divisions and different areas on campus for each event to confirm due dates that may vary.

Academic Planning and Analysis

https://www.shsu.edu/dept/assessment/

Timeline for Completion of the Assessment Cycle/Academic Year
Target Date	Activity
Late November	Deadline for Assessment Plan Updates (Goals, Objectives, Indicators/Criterion, and KPIs/Targets)
August 1	Deadline for Entering Findings and Results
Early September	Deadline for Entering Actions and Plan for Continuous Improvement Elements
Mid-September	Assessment Cycle/Academic Year - Period Closes for Entry

Budget Development

https://www.shsu.edu/dept/budget/development.html

The timeline for the development of the University’s annual operating budget is listed below. The Department Chair is primarily engaged in this activity late fall and early spring. *Please note there may be deadlines at the College level that may precede the list below:
Estimated Period	Phase
Jan	Communicate & Train Financial Planning & Budget (FPB) will distribute timeline and host trainings.
Jan ‐ Feb	Identify Needs & Prioritize Department Heads will discuss their needs, then prioritize with their AVP, VP, and/or Dean, with the strategic plan in mind. Submit Requests With Vice President (VP) or Dean approval, department requests will be entered into Wdesk by designated personnel. Wdesk is the official budget request tracking software. Training is provided upon request, but limited to those designated by their leadership.
Feb ‐ Mar	Budget Hearings VP/Dean, Provost and Chief Financial Officer (CFO) meet to consolidate budget requests and refine priorities. Estimate Revenue FPB estimates enrollment based revenue with Enrollment Management’s projected enrollment rates, while colleges and divisions provide other revenue estimates. Mandatory fees are distributed among colleges and divisions.
Mar ‐ Apr	Budget Salaries & Reconcile Base Budget Directors of FPB reconcile budgets to Salary Planner and Budget Development. Presidential Hearing Deans & VPs present their budget requests or reductions to the Presidential Cabinet
May ‐ Jun	Merit & Faculty Market Process If funding is available, the merit and faculty market process begins.
Jun	Award Letters Distributed Award letters notifying departments of budget additions for upcoming fiscal year for newly funded initiatives, HEF funding, and fixed costs. Balance Budget FPB will balance the budget up to the division/college level by each fund.
Jul	Submit to TSUS President presents budget to The Texas State University System (TSUS) Board of Regents.
Aug	TSUS Approval The TSUS cabinet meets to review and approve budgets for all colleges in the system. Finalize Budget FPB conducts final budget review.

Course Catalog Review

https://www.shsu.edu/dept/academic-planning-and-program-development/catalog/

In the fall semester, Department Chairs and other catalog editors may propose changes to the course catalog. The dates for the academic year/target dates review cycle are listed below.
Catalog Review Cycle: Academic Year Undergraduate and Graduate and Professional Catalogs
Target Date	Catalog Phase
Late August	Catalog Editing Opens to Department Users/Catalog Editors
Late September	Catalog Edits to be Completed by Department Chairs and Pages Submitted for Academic Advising Review (i.e., SAM Center) (Degree Programs, Certificates, Minors Only).
Mid-October	Catalog Review to be Completed by Academic Advising and Pages Submitted for Dean's Office/Catalog Approver's Review and Approval
Mid-November	Dean’s Office/Catalog Approver's Approvals to be Completed. Catalog Editing and Approvals Close to Departments, Colleges, and Administrative Units
Early February	Office of Academic Planning and Assessment Review to be Completed
Mid-March	Target Catalog Publication Date

Promotion and Tenure

https://www.shsu.edu/dept/academic-affairs/documents/aps/faculty/900417 Faculty Reappointment Tenure and Promotion.pdf

Review Timetable and Procedures

The individual faculty member is responsible for preparing and submitting all materials to be considered for promotion and tenure. The Office of the Provost shall post a specific calendar at the start of each academic year. However, the review process and the approximate annual timetable for the review procedure are as follows:

By First Monday in October
Deans shall receive a list from the Office of the Provost of all faculty members who are eligible for either promotion and/or tenure.
By Second Monday in October
The respective Chairs shall notify each faculty member who is eligible for consideration for promotion and/or tenure. Individual faculty members who are not notified may also choose to apply; these faculty members must meet the same standards of performance as those who are notified by their Chairs and must notify their chairs and Deans in writing of their intention to apply by the second Monday in October.
By First Monday in November
The DPTAC shall submit the name of the elected DPTAC Chair to the department Chair.
By Second Monday in January
Each individual faculty member who intends to be considered for promotion and/or tenure must submit a complete Faculty Review Portfolio to the chairperson of the DPTAC.
Upon submission, the DPTAC shall have three (3) weeks to evaluate the portfolio (Weeks 1-3 after second Monday in January).
The chairperson of the DPTAC shall submit a DPTAC-approved summary recommendation including formative feedback with DPTAC vote to the department Chair and shall send a copy of the summary recommendation letter and vote to the candidate. Each Faculty Review Portfolio must be forwarded with a separate recommendation for or against promotion and/or tenure. The recommendation letter shall also include a tally of the vote in terms of the number in favor and against. In matters where a conflict of interest arises, members of the DPTAC shall recuse themselves from the process, and the reason for the recusal documented. Abstentions are permitted but should be rare. If DPTAC members participating in the review process choose to abstain from voting, any abstentions must be included in the tally. This recommendation becomes part of the Faculty Review Portfolio.
The department Chair shall have one (1) week to make a recommendation (week 4).
The department Chair shall forward each Faculty Review Portfolio with a recommendation for or against promotion and/or tenure to the Dean and shall send a copy of the recommendation letter to the candidate. A separate recommendation letter must accompany each portfolio. This recommendation becomes part of the Faculty Review Portfolio. In the case when a department Chair does not have tenure and/or does not hold the rank for which the candidate is being considered for promotion, the Chair shall not make a recommendation but instead shall consult with a Chair who does meet these criteria (preferably from the same college) who shall make the recommendation.
The Dean will have two (2) weeks to make a recommendation (weeks 5-6).
The Dean shall forward each Faculty Review Portfolio with a recommendation for or against promotion and/or tenure to the Provost, and shall send a copy of the recommendation letter to the candidate. This recommendation becomes part of the Faculty Review Portfolio. In the case when a college Dean does not have tenure and/or does not hold the rank for which the candidate is being considered for promotion, the Dean shall not make a recommendation but instead shall consult with a Dean who does meet these criteria who shall make the recommendation.
The Provost shall have two (2) weeks to make a recommendation (weeks 7-8).
The Provost shall forward each Faculty Review Portfolio with a recommendation for or against promotion and/or tenure to the University President and shall send a copy of the recommendation letter to the applicant. This recommendation becomes part of the Faculty Review Portfolio.
The University President shall send a recommendation to the Board for consideration at its spring meeting. The President shall officially notify the faculty member after the Board has acted on the recommendation.

Schedule of Classes

Here is a general timeline for when information is submitted for the schedule of classes. *Please note there may be earlier deadlines for your College.
Semester Term	Deadline
Spring	The spring schedule is due to the Office of the Registrar in late June.
Summer and Fall	Both the summer and fall schedules are due to the Office of the Registrar by early December.

University Curriculum Committee Timelines

There are various timelines for the curriculum approval process, depending in part on when materials are submitted to the Office of Academic Planning and Program Development (APPD). *Please note that the College and Departmental Curriculum Committees will necessarily have deadlines that precede those of the University Curriculum Committee.

For the most up to date curriculum timelines, visit the APPD website: https://www.shsu.edu/dept/academic-planning-and-program-development/curriculum/index.html.