February

• COE Faculty Affairs:
  • Sets up department spreadsheets on Box
  • Populates with the following:
    • Offer and retention summer salary available
    • SRAs
    • FDAs
    • Chair and Associate Dean administrative salary
    • Other known College non-teaching commitments
      
      
• COERA post-award staff given editing access to spreadsheets; starts entering known sponsored research commitments

March

• March 4: Summer course schedule published
  
  
• Department AMs/Academic HR Partners
  • Following steps 1-4 at COE: Summer Appointments - Faculty > Processing summer appointments in Workday > General instructions, 
    • Add all teaching commitments to department spreadsheet
    • Begin working with chairs to identify all summer faculty service/administrative commitments and document on spreadsheet
  • Review active professional-track contracts and offer/retention letters for summer commitment language
    
    • For any not already documented on department spreadsheet, add
    • For any that are already documented, ensure they were recorded accurately
    • Report any discrepancies to COE-FacultyAffairs

April

• April 25: COE presentation on faculty summer job processing

May

• May 1: Summer Add Jobs can start being processed in Workday
• May 9: COE-Faculty Affairs work session on processing faculty summer jobs in Workday
• May 13: Deadline for faculty to submit Cancellation of Pre-Payment for Summer Insurance Coverage form and upload documentation (see "Faculty summer insurance coverage and the Pre-Payment Cancellation Form" above)
• May 20: Deadline for summer jobs to be processed in Workday in order to be exempt from premium pre-payment, without an approved cancellation of pre-payment form (see May 13 above)

June

• June 14: Dean's Office monthly payroll deadline - all June faculty Workday business processes must be routed to COE Faculty Affairs for July 1 payroll date
• Department AMs/Academic HR Partners: Work with chairs and course schedulers to identify professional-track faculty appointed in whole or second summer session who will not be appointed in fall, in preparation for August 16 Workday processing to add privileges

July

• July 18: Dean's Office monthly payroll deadline for August 1 payroll date.
• Date TBD: Department deadline to submit to COE-FacultyAffairs details for OTP Mass Process for second/whole summer session teaching payment shortages

August

• August 16: Assign privileges in Workday to all professional-track faculty teaching second or whole summer session who will not be appointed in the fall.
  • See "Second and Whole Summer Sessions > IMPORTANT: Canvas and Registrar System access for professional-track faculty" above
• End summer additional jobs in Workday
• Before September 1: Professional-track faculty who taught second or whole summer session, but will not teach in fall 2024 should be either terminated or inactivated with appropriate updates to privileges, effective 8/31.