Academic Appointee Administration Calendar

    Month Activity Office AAA Office
    Ongoing Payroll prep and review FAS & Prof Schools, AAA Office, YSM
    Ongoing Compensation changes, ine time payments (payroll deadline to OFAS and YSM Dean’s Office – 15th of every month) FAS & Prof Schools, AAA Office, YSM
    Ongoing Expiring appointments review FAS & Prof Schools, AAA Office, YSM
    Ongoing Postdoc annual reviews/reappointments FAS & Prof Schools
    Ongoing Random leave and teaching relief requests FAS & Prof Schools
    Ongoing Review all Interfolio cases/archive completed cases on Interfolio FAS & Prof Schools, AAA Office, YSM
    Ongoing Prepare agendas and minutes for TAC cases AAA Office FASDO
    March Prepare agenda for Yale Corp April meeting AAA Office FASDO
    March YSM residency match YSM
    March Faculty merit launched FAS & Prof Schools, AAA Office, YSM
    March Academic Appointee data review and clean-up: expiring appointments, missing degrees, and secondary appointments FAS & Prof Schools, AAA Office, YSM
    March Workday spring release AAA Office OFAS, YSM HR/Fin
    March OFAS info session FAS & Prof Schools
    March YSM HR/FA network meeting YSM
    March YSM end of term notification YSM
    March Send out agenda for March JBPO meeting. Upload agenda and previous meeting’s minutes to Canvas site AAA Office FASDO
    March Prepare materials for FRC meeting AAA Office FASDO
    April Hospital Resident and Clinical Fellow appointments YSM
    April OFAS info session FAS & Prof Schools
    April YSM HR/FA network meeting YSM
    April Update summer compensation pay periods AAA Office OFAS
    April Update named professorships from corporation meeting AAA Office OFAS, YSM HR/Fin
    April Compile lists of continuing TAC members, list of full profs on leave next academic year, and list of full profs for Tamar to decide who to ask to serve on TACs Edit template emails - continuing members, asking to serve, external members for each committee AAA Office FASDO
    April Send out agenda for April JBPO meeting. Upload agenda and previous meeting’s minutes to Canvas site AAA Office FASDO
    April Prepare Corporation agenda AAA Office FASDO
    April Prepare materials for FRC Dean’s Office AAA Office FASDO
    April Begin end of year prep for searches AAA Office FASDO
    April Current search outcomes AAA Office FASDO
    April Search requests for next academic year AAA Office FASDO
    May Prepare agenda for Yale Corp June meeting AAA Office FASDO, OFAS, YSM FA, YSM HR/Fin
    May Yale bulletin updates FAS & Prof Schools, AAA Office, YSM
    May OFAS info session FAS & Prof Schools
    May YSM HR/FA network meeting YSM
    May Send reminder to units to run Academic – Expiring Appointments – Yale and take appropriate actions AAA Office FASDO, OFAS, YSM FA, YSM HR/Fin
    May Send out TAC invite emails Dean’s Office and track responses AAA Office FASDO
    June Fully joint matrix orgs updating AAA Office OFAS, YSM HR/Fin
    June 9-over-9 application process FAS & Prof Schools
    June Conversion of Faculty to Emeritus status AAA Office OFAS, YSM HR/Fin
    June Prepare search approval letters to chairs for review by Tamar and deans AAA Office FASDO
    June Finish TAC lists and send to Pilar in President’s Office AAA Office FASDO
    June Review searches on Interfolio and contact departments to close and archive completed searches YSM FASDO
    June Begin scheduling fall TAC cases. Email all department chairs and chairs’ assistants AAA Office FASDO
    June Summer compensation FAS & Prof Schools
    June New hires FAS & Prof Schools, AAA Office, YSM
    June Faculty merit/other annual comp changes FAS & Prof Schools, AAA Office, YSM
    June Reappointments and promotions FAS & Prof Schools, AAA Office, YSM
    June Pre-onboarding/credentialing YSM
    June June terminations FAS & Prof Schools, AAA Office, YSM
    June Return Faculty from leave FAS & Prof Schools, AAA Office, YSM
    June Clinical Fellow stipend updates YSM
    June Update Department Chairs AAA Office FASDO
    July Annual compensation/reappointment letters FAS & Prof Schools, AAA Office, YSM
    July Compensation validation/reconciliation FAS & Prof Schools, AAA Office, YSM
    July Onboarding 7/1 appointees FAS & Prof Schools, AAA Office, YSM
    July Summer compensation FAS & Prof Schools
    July Conversion of Faculty enrolling in Phased Retirement AAA Office YSM FA, YSM HR/Fin
    August Internal – strategic planning/project planning AAA Office FASDO
    August Prepare agenda for Yale Corp September meeting AAA Office FASDO, OFAS, YSM FA, YSM HR/Fin
    August Summer compensation FAS & Prof Schools
    August Onboarding 8/1 appointees FAS & Prof Schools, AAA Office, YSM
    August Interfolio Faculty lists clean-up FAS & Prof Schools
    August Update TAC committees in Interfolio AAA Office FASDO
    August Email TAC committees – introduction, Interfolio, schedule AAA Office FASDO
    August Update TAC minutes forms for fall semester AAA Office FASDO
    August Email departments conducting searches for committee chairs, diversity reps, committee members AAA Office
    August Update TAC minutes forms for all committees for new academic year AAA Office FASDO
    August Identify which departments will need new chairs in the following July and run faculty lists from Workday AAA Office FASDO
    August Run teaching faculty lists for Paul McKinley, including year of Ph.D. AAA Office FASDO
    August Update TAC minutes forms for fall semester AAA Office FASDO
    August Email departments conducting searches for committee chairs, diversity reps, committee members AAA Office
    August Update TAC minutes forms for all committees for new academic year AAA Office FASDO
    August Identify which departments will need new chairs in the following July and run faculty lists from Workday AAA Office FASDO
    August Run teaching faculty lists for Paul McKinley, including year of Ph.D. AAA Office FASDO
    September Internal – Faculty activity report prep AAA Office FASDO
    September Prep for FAS Chair meetings AAA Office FASDO
    September OFAS info session FAS & Prof Schools
    September YSM HR/FA network meeting YSM
    September Workday Fall release AAA Office OFAS, YSM HR/Fin
    September Update named professorships from corporation meeting AAA Office OFAS, YSM HR/Fin
    September YSM slot requests for new appointments AAA Office YSM FA
    September YSM List of proposed promotions to Professor and tenured AOP AAA Office YSM FA
    September Send out announcement to all Profs with JBPO dates for academic year AAA Office FASDO
    September Set up Canvas site for JBPO agendas, minutes AAA Office FASDO
    September Email all chairs and chairs’ assistants for JBPO quorum members from each department and program AAA Office FASDO
    September Onboarding 9/1 appointees FAS & Prof Schools, AAA Office, YSM
    September Ladder and multi-year non-ladder Faculty reviews FAS & Prof Schools
    October FYQ1 quarterly incentives YSM
    October Academic leave eligibility review FAS & Prof Schools, AAA Office, YSM
    October OFAS info session FAS & Prof Schools
    October YSM HR/FA network meeting YSM
    October Annual chair packet preparation AAA Office FASDO
    October FRC memo AAA Office FASDO
    October Prepare materials for first FRC meeting AAA Office FASDO
    October Send out agenda for first JBPO meeting. Upload agenda and previous meeting’s minutes to Canvas site AAA Office FASDO
    November FAS and Prof Schools academic leave application FAS & Prof Schools
    November FAS FAR process launch AAA Office FASDO
    November Prepare agenda for Yale Corp December meeting , FAS Dean’s Office AAA Office FASDO
    November OFAS info session FAS & Prof Schools
    November YSM HR/FA network meeting YSM
    November Send reminder to units to run Academic – Expiring appointments – Yale, and take appropriate actions AAA Office FASDO, OFAS, YSM FA, YSM HR/Fin
    November Collect ladder faculty member leave proposals. Inform deans who are reviewing submissions AAA Office FASDO
    December YSM academic leave requests due YSM
    December Email all chairs (with cc to chairs’ assistants) for call for Faculty searches for next academic year AAA Office FASDO
    December Update TAC minutes forms for spring semester AAA Office FASDO
    December Reappointments and new hires for 1/1 FAS & Prof Schools, AAA Office, YSM
    December Fall semester terminations FAS & Prof Schools
    December Return Faculty from leave FAS & Prof Schools, AAA Office, YSM
    December OFAS info session FAS & Prof Schools
    December YSM HR/FA network meeting YSM
    December Update named professorships from corporation meeting AAA Office OFAS, YSM HR/Fin
    January FAS FAR submission deadline FAS
    January Prepare agenda for Yale Corp February meeting AAA Office FASDO, OFAS, YSM FA, YSM HR/Fin
    January Onboarding 1/1 appointees FAS & Prof Schools, AAA Office, YSM, FAS
    January Leave approval letters/notifications AAA Office OFAS, YSM FA
    January OFAS info session FAS & Prof Schools
    January YSM HR/FA network meeting YSM
    January Schedule TAC cases for spring semester AAA Office FASDO
    January Send out reminder for spring JBPO meetings AAA Office FASDO
    January Run lists from Workday for promotions for next academic year AAA Office FASDO, OFAS, YSM FA, YSM HR/Fin
    January Run teaching faculty lists for Paul McKinley, including year of Ph.D. AAA Office FASDO
    February Submit Faculty leaves in Workday FAS & Prof Schools, AAA Office, YSM
    February OFAS info session FAS & Prof Schools
    February YSM HR/FA network meeting YSM
    February Update named professorships from corporation meeting AAA Office OFAS, YSM HR/Fin
    February Track search requests for next academic year AAA Office FASDO
    February Email departments list of faculty who need to be reviewed for promotion for following academic year AAA Office FASDO
    February Prepare materials for FRC AAA Office FASDO

    AAA = Academic Appointee Administration; FAS = Faculty Administrative Services; YSM = Yale School of Medicine; FASDO = Faculty of Arts & Sciences Dean’s Office; Prof School = Professional Schools.