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 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
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
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
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
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 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
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
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 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
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
September Onboarding 9/1 appointees FAS & Prof Schools, AAA Office, YSM
September Ladder and multi-year non-ladder Faculty reviews FAS & Prof Schools
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
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 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
November FAS and Prof Schools academic leave application FAS & Prof Schools
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
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
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