Administrative Calendar

Administrative Calendar 2024-2025

The administrative calendar consists of official due dates of faculty and administration academic processes. A color-coded PDF of the 2024-25 calendar may be downloaded for viewing or printing.  TBD dates in the PDF are updated in this online calendar as approved during the year.

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July

1st
Class Schedule Preparation Spring 2025; Registrar's Office begins resolving on-campus class schedule room conflicts.

Performance Agreement Reporting for 2023; Performance Agreement Report from Provost to KBOR

15th
Faculty Award Nominations Fall 2024 and Spring 2025; Dean transfers AY24-25 funds to provost account

August

1st
Faculty-to-Student Mentoring Plans; Chair to Dean

Special Adjunct Professor Update; Provost sends list to Dean

16th
2023 President's Distinguished Scholar; Presentation of Award (Fall Convocation)

23rd
Tenure (third-sixth years - refer to detailed timeline and MOA); Candidate file to Chair / Library Dean

26th
Class Schedule Preparation Summer 2025 and Fall 2025; On-campus and online class schedule preparation information to Dean to Chair.

Faculty Award Nominations Fall 2024; Call for nominations

Tenure (third-sixth years - refer to detailed timeline and MOA); Chair / Library Dean to Department Committee

27th
Spoken English Language GTA/GA/RA Competency Form; Chair or Academic Dean to Graduate School Director

30th
Special Adjunct Professor Update; Dean submits updated list to Provost

September

1st
Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

3rd
Class Schedule Preparation Spring 2025 and Intersession 2025; Publishing of sections begin

6th
Special Adjunct Professor Update; Provost notification to Special Adjunct Professor

10th
Promotion (Assistant/Associate/Professor, Lecturer, Program Specialist, Librarian - refer to detailed timeline and MOA); Applicant file to Chair / Library Dean

11th
Promotion (Assistant/Associate/Professor, Lecturer, Program Specialist, Librarian - refer to detailed timeline and MOA); Chair / Library Dean to Department Committee

Tenure (third-sixth years - refer to detailed timeline and MOA); Department Committee forwards file to Chair / Library Dean

12th
Summer Research/Creative Activity Project Reports from Summer 2024; Faculty to Chair

13th
Annual Merit Review Fall 2024 and calendar year 2025 (refer to timeline and MOA); Chair and new Faculty review and finalize F2024 and 2025 Annual Statement of Responsibilities (ASR)

Online Course Development Submission for Fall 2025; Chair to Dean to Provost

19th
Summer Research/Creative Activity Project Reports from Summer 2024; Chair to Dean

20th
Faculty Award Nominations Fall 2024; Nominations to Chair

Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

26th
Promotion (Assistant/Associate/Professor, Lecturer, Program Specialist, Librarian - refer to detailed timeline and MOA); Department Committee forwards file to Chair

Tenure (third-sixth years - refer to detailed timeline and MOA); Chair forwards file to college level review

Tenure (third-sixth years library committee - refer to detailed timeline and MOA); Library Dean forwards file to university level review

30th
Class Schedule Preparation Fall 2025 and Summer 2025; On-campus and online schedule copy from Chair to Dean. (Check for internal departmental on-campus room conflicts.) Approval by Dean of Chair's copy.

Terminal Degree Tuition Assistance 2025-2026; Proposals due from Chair and Dean to Provost

Z-Course Designation for Fall 2025 and Summer 2025; Online forms due.  See certification form.

October

1st
Annual Merit Review 2025 (refer to timeline and MOA); Faculty and Chair consult regarding 2025 ASR

Course Material Adoptions for Intersession 2025 and Spring 2025; FHSU Online Bookstore portal opens

Phased Retirement Requests; Faculty to Chair

Reassigned Time Reports (Track I and II) from Spring 2024; Faculty to Chair

Retirement, Limited Health Care Bridge Requests; Faculty to Chair

Sabbatical Reports from 2023-2024 Academic Year and Spring 2024; Faculty to Chair 

3rd
Summer Research/Creative Activity Project Reports from Summer 2024; Dean to Office of Scholarship and Sponsored Projects

4th
Faculty Award Nominations Fall 2024; Chair to Dean

7th
Class Schedule Preparation Fall 2025 and Summer 2025; On-campus and online schedule copy from Dean to Registrar. (Begin reviewing sections and check room conflicts among all departments.)

Class Schedule Preparation Spring 2025 and Intersession 2025; First day of Registration

8th
Reassigned Time Reports (Track I and II) from Spring 2024; Chair to Dean

Sabbatical Reports from 2023-2024 Academic Year and Spring 2024; Chair to Dean

11th
Promotion (Assistant/Associate/Professor - refer to detailed timeline and MOA); Chair forwards file to college level review

Promotion (Assistant/Associate/Professor library faculty - refer to detailed timeline and MOA); Library Dean forwards file to university level review

Promotion other Non-Tenure Track Faculty (Lecturer, Program Specialist - refer to detailed timeline and MOA); Chair forwards file to Dean

15th
Course Material Adoptions for Intersession 2025; Priority deadline for adoptions to Akademos and deadline to set up first day digital access

Reassigned Time Reports (Track II ONLY) from Spring 2024; Dean to Provost

Sabbatical Reports from 2023-2024 Academic Year and Spring 2024; Dean to Provost  

22nd
Course Material Adoptions for Spring 2025; Priority deadline for adoptions to Akademos and deadline to set up first day digital access

Reassigned Time Applications (Track II Traditional / CIRP) Fall 2025 and Spring 2026; Chair to Dean

Reassigned Time Applications (Track I) Fall 2025; Faculty to Chair

23rd
Tenure (fifth and sixth years - refer to detailed timeline and MOA); College Committee forwards file to Dean

25th
Faculty Award Nominations Fall 2024; Dean to Provost's Office

30th
Tenure (third and fourth years - refer to detailed timeline and MOA); College Committee forwards file to Dean

November

1st
Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

Reassigned Time Applications (Track II Traditional / CIRP) Fall 2025 and Spring 2026; Dean to Provost

Reassigned Time Applications (Track I) Fall 2025; Chair to Dean

Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

4th
Promotion other Non-Tenure Track Faculty (Lecturer, Program Specialist - refer to detailed timeline and MOA); Dean forwards file to Provost

7th
Promotion (Assistant/Associate/Professor - refer to detailed timeline and MOA); College Committee forwards file to Dean

10th
Course Material Adoptions for Intersession 2025; Adoption portal changes to read-only for faculty

11th
Course Material Adoptions for Intersession 2025; Student store opens

14th
Tenure (fifth and sixth years - refer to detailed timeline and MOA); Dean forwards file to Provost / university level review

15th
Phased Retirement Requests; Chair to Dean

Program Assessment Report; Chair submits Program Assessment Annual report to Director of University Assessment

Reassigned Time Applications (Track II Traditional / CIRP) 2025-2026; Provost letter to applicant

Reassigned Time Applications (Track I) Fall 2025; Dean notification to Provost

Retirement, Limited Health Care Bridge Requests; Chair to Dean

Tenure (first and second years - refer to detailed timeline and MOA); Candidate file to Chair / Library Dean

18th
Tenure (first and second years - refer to detailed timeline and MOA); Chair / Library Dean to Department Committee

19th
Faculty Award Nominations Fall 2024; Provost to Academic Council

20th
Tenure (third-fourth years - refer to detailed timeline and MOA); Dean final recommendation to Provost

22nd
Course Material Adoptions for Spring 2025; Adoption portal changes to read-only for faculty

25th
Course Material Adoptions for Spring 2025; Student store opens

Faculty Award Nominations Fall 2024; Provost to President

27th
Phased Retirement Requests; Dean to Provost

Retirement, Limited Health Care Bridge Requests; Dean to Provost

December

1st
Annual Merit Review 2025 (refer to timeline and MOA); Faculty review 2025 development plans/priorities

10th
Tenure (first and second years - refer to detailed timeline and MOA); Department Committee fprwards fiile to Chair / Library Dean

13th
Annual Merit Review 2025 (refer to timeline and MOA); Chair and Faculty review and finalize 2025 ASR

Phased Retirement Requests; Provost to President

Professional Travel Funds Report FY24; Dean provides form to Chair

Promotion (Assistant/Associate/Professor - refer to detailed timeline and MOA); Dean forwards file to Provost / university level review

Retirement, Limited Health Care Bridge Requests; Provost to President

Sabbatical Leave Applications for 2025-2026 Academic Year; Chair to Dean

January

3rd 6th
Accreditation Report (KBOR); Assistant Provost for Academic Programs drafts chart to Provost

Sabbatical Leave Applications for 2025-2026 Academic Year; Dean to Provost

10th
Program Assessment Report; Director of University Assessment to Provost (for award purposes)

13th
Class Schedule Preparation Fall 2025 and Summer 2025; Registrar's Office have on-campus class schedule room conflicts resolved.

16th
Sabbatical Leave Applications for 2025-2026 Academic Year; Provost to Committee

17th
Faculty Award Nominations Fall 2024; Awards presented (Winter Convocation)

22nd
Sabbatical Leave Applications for 2025-2026 Academic Year; Committee to Provost

23rd
President's Distinguished Scholar; Call for nominations

24th
Professional Travel Funds Report FY24; Chair to Dean

Sabbatical Leave Applications for 2025-2026 Academic Year; Provost to President

27th
Faculty Award Nominations Spring 2025; Call for nominations

Notification for Non-Renewal of Faculty Contracts (Temporary Full Time Faculty); Dean sends letter to faculty, copy to Provost

28th
Spoken English Language GTA/GA/RA Competency Form; Chair or Academic Dean to Graduate School Director

29th
Class Schedule Preparation Fall 2025 and Summer 2025; Publishing of sections begin

Tenure (first and second years library faculty - refer to detailed timeline and MOA); Library Dean final recommendation to Provost

30th
Tenure (first and second years - refer to detailed timeline and MOA); Chair forwards file to Dean

Tenure (fifth and sixth years - refer to detailed timeline and MOA); University Committee forwards file to Provost

31st
Academic Advising Report (KBOR); Director of Advising to Provost

Professional Travel Funds Report FY24; Dean to General Counsel

February

1st
Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

3rd
Edmund Shearer Academic Advisor of the Year Award 2024-2025; Call for nominations

Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

Leave without Pay Applications for 2025-2026; Faculty to Chair

Reassigned Time Reports (Track I and II) from Fall 2024; Faculty to Chair

Sabbatical Reports from Fall 2024; Faculty to Chair

7th
Sabbatical Leave Applications for 2025-2026 Academic Year; Notification to Faculty

Sabbatical Leave Applications for 2025-2026 Academic Year; Funding memo from Provost to Dean

10th
Reassigned Time Reports (TrackI & II) from Fall 2024; Chair to Dean

Sabbatical Leave Applications for 2025-2026 Academic Year; Notification to University Press of KS

Sabbatical Reports from Fall 2024; Chair to Dean

14th
Academic Advising Report (KBOR); Provost to KBOR

Annual Merit Review 2024 (refer to timeline and MOA); Faculty 2024 evaluation materials to Chair

Faculty Award Nominations Spring 2025; Nominations to Chair

Online Course Development Submission for Spring 2026; Chair to Dean to Provost

Phased Retirement Requests; Notification to Faculty, VP, and Human Resources

Professional Travel Funds FY25; General Counsel to AAUP

Retirement, Limited Health Care Bridge Requests; Notification to Faculty, VP, and Human Resources

Summer Research/Creative Activity Project Funds Applications Summer 2025; Completed applications to the Office of Scholarship and Sponsored Projects

17th
Leave without Pay Applications for 2025-2026; Chair to Dean/Director

Reassigned Time Reports (Track II ONLY) from Fall 2024; Dean to Provost

Sabbatical Reports from Fall 2024; Dean to Provost 

Tenure (fifth and sixth years - refer to detailed timeline and MOA); Provost forwards file to President

24th
Edmund Shearer Academic Advisor of the Year Award 2024-2025; Nominations to Chair

28th
Faculty Award Nominations Spring 2024; Chair to Dean

Post Tenure Review 2024-2025 (refer to MOA); Faculty File to Dean and Committee

Post Tenure Review 2024-2025 (refer to MOA); Chair forwards faculty evaluations to Committee

March

3rd
Leave without Pay Applications for 2025-2026; Dean/Director to Provost

Course Change Approval Forms for Fall 2025; Chair to Assistant Provost for Academic Programs date subject to change

Course Material Adoptions for Summer 2025; FHSU Online Bookstore portal opens

Edmund Shearer Academic Advisor of the Year Award 2024-2025; Chair to Dean 

4th
Course Material Adoptions for Fall 2025; FHSU Online Bookstore portal opens

Cross-Border Educational Excellence Award 2024-2025; Call for nominations

10th
Class Schedule Preparation Fall 2025 and Summer 2025; First day of Registration

Leave without Pay Applications for 2025-2026; Provost to President

Summer Research/Creative Activity Project Funds Applications Summer 2025; Office of Scholarship and Sponsored Projects notifies Deans to begin review

14th
Post Tenure Review 2024-2025 (refer to MOA); Committee completes written statement

Terminal Degree Tuition Assistance 2025-2026 Chair to Dean

18th
Summer Research/Creative Activity Project Funds Applications Summer 2025; Deans and Provost select grant recipients

21st
Course Material Adoptions for Summer 2025; Priority deadline for adoptions to Akademos and deadline to set up first day digital access

Post Tenure Review 2024-2025 (refer to MOA); Committee forwards file to Dean

24th
Faculty Award Nominations Spring 2025; Dean to Provost's Office

Promotion (Assistant/Associate/Professor - refer to detailed timeline and MOA); Provost forwards file to President

25th
Cross-Border Educational Excellence Award 2024-2025; nominations due to Provost's Office

Summer Research/Creative Activity Project Funds Applications Summer 2025; Provost sends letter to applicant

31st
Edmund Shearer Academic Advisor of the Year Award 2024-2025; Dean to Provost's Office

April

1st
Annual Merit Review 2024 (refer to timeline and MOA); Chair reviews final evaluation with faculty

Faculty Development Funding Quarterly Applications; to Provost with Chair and Dean approvals

Summer Research/Creative Activity Project Funds Applications Summer 2025; Academic Dean submits period activity pay for recipients

Terminal Degree Tuition Assistance 2025-2026; Dean to Provost

3rd
Course Material Adoptions for Fall 2025; Priority deadline for adoptions to Akademos and deadline to set up first day digital access

10th
Annual Merit Review 2024 (refer to detailed timeline and MOA); Chair to Dean

Post Tenure Review 2024-2025 (refer to MOA); Dean completes review

15th
Cross-Border Educational Excellence Award 2024-2025; Academic Council makes final recommendations

Edmund Shearer Academic Advisor of the Year Award 2024-2025; Provost to Academic Council

Faculty Award Nominations Spring 2025; Provost to Academic Council

President's Distinguished Scholar; Faculty application file to Provost

Reassigned Time Applications (Track I) Spring 2026; Faculty to Chair

Terminal Degree Tuition Assistance 2025-2026; Notification to faculty

16th
President's Distinguished Scholar; Provost to Committee

18th
Cross-Border Educational Excellence Award 2024-2025; Provost to President

20th
Course Material Adoptions for Summer 2025; Adoption portal changes to read-only for faculty

21st
Course Material Adoptions for Summer 2025; Student store opens

Faculty Award Nominations Spring 2025; Provost to President

29th
Reassigned Time Applications (Track I) Spring 2026; Chair to Dean

TBA*
Class Schedule Preparation Spring 2026 and Intersession 2026; On-campus and online class schedule preparation information to Deans to Chairs.

May

1st
Post Tenure Review 2024-2025 (refer to MOA); Dean summary to Provost

Post Tenure Review 2025-2026 (refer to MOA); Dean notifies Faculty of 2025-2026 review

Staff Development Funding Quarterly Applications (UPS and USS); to Vice President Administration and Finance with Chair/Director and Dean/Vice President approvals

Terminal Degree Tuition Assistance 2025-2026; Signed loan agreement from Dean to Provost for administration signatures

4th
Course Material Adoptions for Fall 2025; Adoption portal changes to read-only for faculty

5th
Course Material Adoptions for Fall 2025; Student store opens

President's Distinguished Scholar; Provost notification to President

9th
Edmund Shearer Academic Advisor of the Year Award 2024-2025; Award presented (Spring Convocation)

15th
Online Course Development Submission for Summer 2026; Chair to Dean to Provost

Reassigned Time Applications (Track I) Spring 2026; Dean notification to Provost

30th
Z-Course Designation for Spring 2026; Online forms due.  See certification form.

June

10th
Spoken English Language GTA/GA/RA Competency Form; Chair or Academic Dean to Graduate School Director

TBA*
Class Schedule Preparation Spring 2026 and Intersession 2026; On-campus and online schedule copy from Dean to Registrar's Office.  (Begin reviewing sections and check room conflicts among all departments.)

July 2025

1st
Performance Agreement Reporting for 2024; Performance Agreement Report from Provost to KBOR

15th
Faculty Award Nominations Fall 2025 and Spring 2026; Dean transfers AY25-26 funds to provost account

TBA*
Class Schedule Preparation Spring 2026; Registar's Office begins resolving on-campus class schedule room conflicts.

August 2025

13th
2025 President's Distinguished Scholar; Presentation of award (Fall Convocation)

Other

Annual Merit Review 2024 (refer to detailed timeline and MOA); Dean submits merit recommendations in Workday at appropriate times

Course Change Approval Forms for Spring 2025 and Summer 2025; no date, paused for new catalog launch

Cross-Border Educational Excellence Award 2024-2025; President announces recipient in May/June

Emeriti Nominations; Chair to Dean to Provost to President
After retirement effective date.  See guidelines.

Spoken English Language Faculty Competency Form; to Human Resources
As hired

* TBA dates are updated as announced/published, including Spring/Intersession 2026 class schedule preparation dates (approved in Spring 2025). 

Glossary of Processes

Academic Advising Report   Triennial  (Jan 31, Feb 14)
Accreditation Report  Biennial  (Dec 3, Jan 3)
Annual Merit Review 2024 (refer to detailed timeline and MOA) (Sep 13, Feb 14, Apr 1, Apr 10)
Annual Merit Review 2025 (refer to detailed timeline and MOA) (SSep 13, Oct 1, Dec 1, Dec 13)
Budget Process  Reference the University-Wide Funding Pathways shared via Cabinet each year.
Class Schedule Preparation Spring 2025 and Intersession 2026 (Jul 1, Jul 12, Sep 3, Oct 7)
Class Schedule Preparation Fall 2026 and Summer 2026 (Aug 26, Sep 30, Oct 7, Dec 2, Dec 13, Jan 29, Mar 10)
Class Schedule Preparation Spring 2026 and Intersession 2026 (dates TBA in spring 2025)
Course Change Approval Forms Fall 2025 (Mar 3) date subject to change  (Spring & Summer dates paused for new catalog launch)
Course Material Adoptions to Akademos Intersession 2025 (Oct 1, Oct 15, Nov 10, Nov 11)
Course Material Adoptions to Akademos Spring 2025 (Oct 1, Oct 22, Nov 22, Nov 25)
Course Material Adoptions to Akademos Summer 2025 (Mar 3, Mar 21, Apr 20, Apr 21))
Course Material Adoptions to Akademos Fall 2025(Mar 4, Apr 3, May 4, May 5)
Cross-Border Educational Excellence (Mar 4, Mar 25, Apr 15, Apr 18, May/June)
Edmund Shearer Advisor of the Year (Feb 3, Feb 24, Mar 3, Mar 31, Apr 15, May 9)
Emeriti Nominations (after retirement effective date)
Faculty Award Nominations Fall 2024 (Jul 15, Aug 26, Sep 20, Oct 4, Oct 25, Nov 19, Nov 25, Jan 17)
Faculty Award Nominations Spring 2025  (Jan 27, Feb 14, Feb 28, Mar 24, Apr 15, Apr 21, May 9)
Faculty Development Funding Quarterly Applications (Sep 20, Nov 1, Feb 3, Apr 1)
Leave without Pay Applications 2025-2026 (Feb 3, Feb 17, Mar 3, Mar 10)
Notification for Non-Renewal of Faculty Contracts (temporary full time faculty) (Jan 27)
Online Course Development Submission (Sep 13, Feb 14, May 15)
Performance Agreement Reporting for 2023 (Jul 1)
Performance Agreement Reporting for 2024  (Jul 1-2025)
Phased Retirement Requests (Oct 1, Nov 15, Nov 27, Dec 13, Feb 14)
Post Tenure Review 2024-2025 (refer to timeline and MOA) (Feb 28, Feb 28, Mar 14, Mar 21, Apr 10, May 1)
Post Tenure Review 2025-2026 (refer to timeline and MOA) (Feb 28, May 1)
President's Distinguished Scholar (Jan 23, Feb 28, Apr 15, Apr 16, May 5, Aug 13-2025)
Professional Travel Funds Report FY24 (Dec 6, Dec 13, Jan 24, Jan 31, Feb 14)
Program Assessment Report (Nov 15, Jan 10)
Program Review Reports  At this time, no information will be due to KBOR in AY 24-25.  However, our new internal process will require a report.  More information will be forthcoming in fall 2024.
Promotion (Assist/Assoc/Professor - refer to detailed timeline and MOA) (Sep 10, Sep 11, Sep 26, Oct 11, Nov 7, Dec 13, Feb 21, Mar 24)
Promotion other Non-Tenure Track Faculty (Lecturer, Program Spec, Librarian - refer to detailed timeline and MOA) (Sep 10, Sep 11, Sep 26, Oct 11, Nov 4, Dec 3)
Reassigned Time Applications (Track II - traditional and CIRP) Fall 2025 and Spring 2026 (Oct 15, Oct 22, Nov 1, Nov 15)
Reassigned Time Applications (Track I) Fall 2025 (Oct 22, Nov 1, Nov 15)
Reassigned Time Applications (Track I) Spring 2026 (Apr 15, Apr 29, May 15)
Reassigned Time Reports (Track I and II) from Spring 2024 (Oct 1, Oct 8, Oct 15)
Reassigned Time Reports (Track I and II) from Fall 2024 (Feb 3, Feb 10, Feb 17)
Retirement, Limited Health Care Bridge Requests (Oct 1, Nov 15, Nov 27, Dec 13, Feb 14)
Sabbatical Leave Applications for 2025-2026 Academic year (Nov 27 Dec 2, Dec 13, Jan 3 6, Jan 16, Jan 22, Jan 24, Feb 7, Feb 7, Feb 10)
Sabbatical Reports from 2023-2024 Academic Year and Spring 2024 (Oct 1, Oct 8, Oct 15)
Sabbatical Reports from Fall 2024 (Feb 3, Feb 10, Feb 17)
Special Adjunct Professor Update (Aug 1, Aug 30, Sep 6)
Spoken English Language GTA/GA/RA Competency Form (Tuesday of second week of each semester or session) (Aug 27, Jan 28, Jun 10)
Spoken English Language Faculty Competency Form (as hired)
Staff Development Funding Quarterly Applications (UPS and USS) (Sep 1, Nov 1, Feb 1, May 1)
Summer Research/Creative Activity Project Funds Applications for Summer 2025 (Feb 14, Mar 10, Mar 18, Mar 25, Apr 1)
Summer Research/Creative Activity Project Reports from Summer 2024  (Sep 12, Sep 19, Oct 3)
Tenure (fifth & sixth - refer to detailed timeline and MOA) (Aug 23, Aug 26, Sep 11, Sep 26, Oct 23, Nov 14, Jan 30, Feb 21)
Tenure (third & fourth - refer to detailed timeline and MOA) (Aug 23, Aug 26, Sep 11, Sep 26, Oct 30, Nov 20)
Tenure (first & second - refer to detailed timeline and MOA) (Nov 15, Nov 18, Dec 10, Jan 29, Jan 30, Feb 20)
Terminal Degree Tuition Assistance 2025-2026 (Sep 30, Feb 28, Mar 14, Apr 1, Apr 14, May 1)
Z-Course Designation for    Fall 2025 (Sep 30)  Summer 2025 (Sep 30)  Spring 2026 (May 30 tentaive) 

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