2017-2018 Master Working Calendar - Danville … Master Working... · Web viewGenerates and submits work order to Maintenance for event set up, including table arrangements and to

2017-2018 Master Working Calendar

Prepared by the Office of the President

1008 South Main StreetDanville, VA 24541(434) 797-8400

2017April 1-August 18 Advising by Appointment/Registration for 2017 Fall Semester


June 1-August 18 Payment of Tuition/Drops/Swaps—2017 Fall Semester

August 16-September 30 Lay Advisory Committee Meetings

August 1 President submits academic calendar for 2017-2018 to Chancellor.

Letter with Fall Start-up information mailed to full-time faculty and staff from the President.

The Dean of Arts, Sciences and Business begins planning activities to commemorate Constitution Day.

Fall Lecturers’ Meeting: Caterer selection finalized and attendee count provided by the Administrative Assistant to the Vice President of Academic and Student Services.

Fall Lecturers’ Meeting: Updated Lecturers’ Handbook posted online by the Dean of Student Services and Academic Advancement.

August 3 Vice President of Academic and Student Services sends checklist toVice President’s Council requesting volunteers for College committees.

August 4 or 11 Catalog: Volunteers are identified to serve on Catalog Review Committee at Expanded Management Team meeting. Standing Committee members: Vice President of Academic and Student Services, Chair; Administrative Assistant to the Vice President of Academic and Student Services; Vice President of Financial and Administrative Services; Assistant Vice President for Workforce Services and Technical Studies; Dean of Student Success and Academic Achievement; Student Services staff; Dean of the Division of Arts, Sciences, and Business; Director of Institutional Planning, Effectiveness, and Research, Director of Public Relations; Robert Derr, and Brad Prillaman.

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August 7 Catalog: By August 18, the Director of Institutional Planning,

Effectiveness, and Research will send an electronic survey to DCC students about catalog design and content. The Director of Public Relations will promote it on social media.

By August 30, the Vice President of Academic and Student Services will email all faculty and staff the new catalog process and timeline, including the schedule for faculty focus groups in September scheduled by the Director of Public Relations, Assistant Vice President of Workforce Services and Technical Studies, and the Dean of the Division of Arts, Sciences, and Business.

August 16 Director of Planning, Effectiveness and Research has changes to the DCC Policy Manual placed on the web.

Election of Faculty Steering Committee members according to FacultySteering Committee by-laws.

August 16-18 Faculty Planning and Preparation Days

August 17 Lecturers’ Meeting, 5:30 p.m., Oliver Hall—See Individual Working Calendar for details.

August 18 Lecturers’ Meeting: Maintenance removes tables and restores Oliver Hall to original setup by 8:00 a.m.

Last Day for New Student Registrations for 2017 Fall Semester.

August 21 Lecturers’ Meeting: The administrative assistant to the Vice President of Academic and Student Services provides list of adjunct faculty to the Director of Learning Resources and Distance Learning and Maintenance.

2017 Fall Semester classes begin.

August 21-25 Swaps/Drops Only for Fall Semester classes.

August 25 Lecturers’ Meeting: The Vice President of Academic and Student Services sends memo notifying the appropriate supervisors of absentees for the Fall Lecturers’ meeting.

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August 31 Agenda materials for September College Board meeting due to President.

President and Vice President for Academic and Student Services finalize committee assignments.

Lecturers’ Meeting: The Deans and the Assistant Vice President of Workforce Services and Technical Studies contact all lecturers not attending the Fall Lecturers’ meeting.

September-February Administrators gather input from faculty regarding budget needs.

September 1 Lecturers’ Meeting: Vice President’s Council evaluates the Fall Lecturers’ meeting.

Catalog: By September 1, the Director of Public Relations uploads to

Google Docs word documents of the 2017-2018 catalog. Link and permissions are shared with Vice Presidents, Assistant Vice President of Workforce Services and Technical Studies, deans, and the Director of Learning Resources and Distance Learning.

By October 2, the Vice President of Academic and Student Services will schedule an administrator work session to review the front section of the catalog and make changes directly to the Google Doc. Session to include the Director of Institutional Planning, Effectiveness, & Research, Vice President of Financial and Administrative Services, Assistant Vice President of Workforce Services and Technical Studies, Dean of the Division of Student Success and Academic Advancement, Dean of the Division of Arts, Sciences, and Business, Director of Learning Resources and Distance Learning, Coordinator of Counseling, Financial Aid Services, and Student Activities, Coordinator of Admissions,

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Enrollment Management and Student Outreach, Financial Aid Officer, and Director or Public Relations.

By October 2, academic divisions designate faculty to review and make revisions to their appropriate program areas and submit to division dean or Assistant Vice President for Workforce Services and Technical Studies for approval. Process and timeline determined and communicated to their respective faculty by the Assistant Vice President of Workforce Services and Technical Studies, and the Dean of the Division of Arts, Sciences, and Business.

September 4 Labor Day Holiday—College Closed

September 5: Catalog: By September 18, faculty and staff catalog feedback is gathered via (1) email survey sent by the Director of Institutional Planning, Effectiveness, and Research, and (2) focus groups. Faculty also receive additional instructions on the review process. Individual faculty whose programs contain errors will be contacted directly by the Director of Public Relations.

September 6 Divisions exchange scheduling information/requests for SpringSemester 2018.

College committee appointments are distributed to faculty and staff by the Executive Assistant to the President.

Last Day to Withdraw with Full Tuition Refund for 2017 Fall Semester.

September 7 Dean of Student Success and Academic Advancement distributescopies of admissions policy modifications approved by Student ServicesCouncil to Vice President’s Council for review.

September 8 Adjunct faculty payroll submitted by Deans to the Vice President of Academic and Student Services and by the Assistant Vice President of Workforce Services and Technical Studies to the President with copy to Dale Branch. (PT1)

All lecturers’ contracts finalized by Deans and the Assistant Vice President of Workforce Services and Technical Studies and placed in adjunct faculty member’s personnel folder.

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Division Deans and the Assistant Vice President of Workforce Services and Technical Studies will have met with Halifax/South Boston personnel regarding Spring Semester course offerings.

September 12 Faculty Steering Committee selects representatives to serve on CollegeCalendar Committee. (Discuss with Calendar Committee incorporating Reading Days into calendar which could be used as make-up days if necessary and Planning Days to be used specifically for planning.)

September 13 Secretaries begin entering schedules into PeopleSoft.

Calendar Committee is appointed and the Vice President of Academicand Student Services schedules a meeting to prepare calendar proposal.

September 18 College Board Meeting: New faculty and staff introduced Enrollment Report Foundation Golf Tournament Curriculum Requests Approval of Lay Advisory Committees

Deans and the Assistant Vice President of Workforce Services and Technical Studies send to Vice President of Academic and Student Services a list of potential faculty overloads.

September 27 Secretaries complete keying of 2018 Spring Semester Class Schedule.

2018 Spring Semester Class Schedule pulled from PeopleSoft at 5:00 p.m.by Information Technology Specialist II.

October – November Personnel folders of faculty are reviewed by supervisors to determine promotion eligibility.

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October 2 Director of Planning, Effectiveness and Research distributes current Vision Statement, Mission Statement, College Goals, and General Education Objectives to faculty and staff and Student Government Association for review and input.

Director of Planning, Effectiveness and Research starts planning procedures for core competency testing.

Catalog: By October 2, the Vice President of Academic and Student

Services will schedule an administrator work session to review the front section of the catalog and make changes directly to the Google Doc. Session to include the Director of Institutional Planning, Effectiveness, & Research, Vice President of Financial and Administrative Services, Assistant Vice President of Workforce Services and Technical Studies, Dean of the Division of Student Success and Academic Advancement, Dean of the Division of Arts, Sciences, and Business, Director of Learning Resources and Distance Learning, Coordinator of Counseling, Financial Aid Services, and Student Activities, Coordinator of Admissions, Enrollment Management and Student Outreach, Financial Aid Officer, and Director or Public Relations.

By October 2, academic divisions designate faculty to review and make revisions to their appropriate program areas and submit to division dean or Assistant Vice President for Workforce Services and Technical Studies for approval. Process and timeline determined and communicated to their respective faculty by the Assistant Vice President of Workforce Services and Technical Studies, and the Dean of the Division of Arts, Sciences, and Business.

October 20—Deadline for revisions from academic divisions and all other departments to be made to the Google Doc by division administrative assistants.

October 24—First Curriculum Committee meeting. Information on new programs is shared electronically in Word format with Public Relations Director for inclusion in catalog.

November 1—Director of Public Relations and Procurement Officer begin bidding process for catalog printing.

October 3 Spring Semester textbook orders deadline.

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Vice President of Academic and Student Services verifies in writing the acceptance of potential overloads for faculty.

Graduation: The Vice President of Financial and Administrative Services make

arrangements for the location of graduation. Graduation Committee makes arrangements to secure speaker. The Director of Planning, Effectiveness, and Research starts

planning procedures for core competency testing.

October 5 Institutional Effectiveness Day

Adjunct faculty payroll submitted by Deans to the Vice President of Academic and Student Services and by the Assistant Vice President of Workforce Services and Technical Studies to the President with copy to Dale Branch. (PT2)

October 10 College Calendar Committee recommends proposed calendar to FacultySteering Committee and presents recommendations to faculty.

Office of Vice President of Academic and Student Services prepares information regarding mid-term grades for distribution to full and part-time faculty.

October 13 Lecturers’ Meeting: Deans and the Assistant Vice President of Workforce Services and Technical Studies begin planning the January 2018 lecturers’ meeting.

Lecturers’ Meeting: The administrative assistant to the Vice President of Academic and Student Services: reserves Oliver Hall for lecturers’ meeting and buffet. contacts Procurement Office I re eVA entry for caterer. obtains bids for caterer for buffet.

October 16-22 Mid-term grades posted.

October 17 No Classes—Faculty Planning and Preparation Day

October 20-Nov 30 Catalog: The Catalog Review Committee reviews the catalog file in Google Docs for accuracy of course numbers, course titles, number of credits, course sequences, program descriptions, program outcomes,

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prerequisites, special admission requirements, etc. The Committee will also determine how to organize programs by metamajor.

October 20 Catalog: Deadline for revisions from academic divisions and all other departments to be made to the Google Doc by division administrative assistants.

October 21 Dean of Student Success and Academic Advancement submits revised

admission policy as approved by Student Services Council and VicePresident’s Council.

October 24 Curriculum Committee reviews Mission Statement, Vision Statement, College Goals and

reaffirms General Education Objectives. Completes all actions necessary for College Catalog.

Catalog: First Curriculum Committee meeting. Information on new programs is shared electronically in Word format with Public Relations Director for inclusion in catalog.

October 30 Last Day to Withdraw without Mitigating Circumstances (“W” Grade issued).

Lecturers’ Meeting: Vice President’s Council reviews and approves agenda for Spring 2018 meeting.

November-December Functional managers confer with faculty and staff to develop priorities for the next fiscal year and submit requests to the respective Vice President/Assistant Vice President of Workforce Services and Technical Studies.

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November-January 30 Catalog: Under the direction of the Director of Public Relations, P-14 employee makes catalog updates and formats the document for printing; create mini-catalog.

November 1 Agenda materials for College Board meeting due to President.

Vice President of Financial and Administrative Services prepares Local Funds Budget.

President prepares goals and objectives for presentation to the College Board at the November meeting.

2018 Spring Semester Class Schedule available on web site.

Catalog: Director of Public Relations and Procurement Officer begin bidding process for catalog printing.

November 1-December 8 Advising by Appointment/Registration for 2018 Spring Semesterand January 2-5

November 1-January 5 Payment of Tuition for 2018 Spring Semester

November 2 Adjunct faculty payroll submitted by Deans to the Vice President of Academic and Student Services and by the Assistant Vice President

of Workforce Services and Technical Studies to the President with copy to Dale Branch. (PT3)

November 3 College Management Team reviews Mission Statement, Vision Statement, and College Goals.

November 7 Faculty Steering Committee recommends a proposed College calendarto the Faculty Forum.

November 8 Lecturers’ Meeting: The Vice President of Academic and Student Services finalizes agenda.

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November 13 Lecturers’ Meeting: The names, emails and mailing addresses of the lecturers for Spring Semester are submitted to the Vice President of Academic and Student Services by the Deans and the Assistant Vice President of Workforce Services and Technical Studies [not to dual enrollment (DE) instructors as of January 2017 per Vice President, as all DE meetings will be held at the high schools].

November 14 Recommendations for all promotions with VCCS-10s attached are dueto the Vice President of Academic and Student Services from supervisors.

Deans survey faculty to see who is available for Summer Session.

November 15 Vice President’s Council reviews proposed College calendar andrecommends to the President and College Management Team.

November 16 Lecturers’ Meeting: The Administrative Assistant to the Vice President of Academic and Student Services:

Arranges for catering services. Generates and submits work order to Maintenance for event set up,

including table arrangements and to have campus lights in parking lots and buildings turned on the evening of event sent to Building and Grounds Supervisor.

November 20 College Board meeting: Appointment of Presidential Evaluation Committee Enrollment Report Recommendations for Honorary Degrees (due to Chancellor in

February) Approval of Local Funds budget Approval of Mission Statement, Vision Statement, and College

Goals. Approval of curricula requests.

Office of the President mails the Holiday Luncheon Invitation to the College Board, faculty and staff, and retirees.

Lecturers’ Meeting: The Administrative Assistant to the Vice President of Academic and Student Services emails lecturers with cover email with survey monkey link, including RSVP [not to dual enrollment (DE) instructors as of January 2017 per Vice President, as all DE meetings will be held at the high schools].

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November 21 Lecturers’ Meeting: Vice President’s Council submits list of full-time faculty and staff planning to attend the January Lecturers’ meeting to the Vice President of Academic and Student Services.

November 22 No Classes—Faculty Research Day—College closes at 12 Noon.

November 23-24 Holidays—College Closed

December-January Budget managers confer with appropriate faculty/staff to develop priorities for the coming year and submit budget requests to the appropriate dean/Assistant Vice President of Workforce Services and Technical Studies. Program needs and corresponding cost estimates must be included in budget requests.

December-January 30 Catalog: Public Relations and Marketing Specialist III creates new cover design.

December 1 Annual Performance and Professional Development Objectives are established by continuing faculty and supervisor.


College Management Team finalizes College academic calendar.

Fall Semester released time and overload report due to InformationTechnology Specialist II from office of the Vice President of Academic and Student Services.

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Deans and the Assistant Vice President of Workforce Services and Technical Studies submit updated Spring textbook orders to Bookstore.

President’s office makes arrangements for Annual Awards Luncheon; Business Office orders gifts selected by those receiving Service Awards.

December 5 The President announces the number of administrators on the Ad HocMulti-Year Appointment Committee.

Recommendations for all promotions are due from the Vice President ofAcademic and Student Services and the Assistant Vice President of Workforce Services and Technical Studies to the President.

December 7 Lecturers’ Meeting: Deadline for lecturers to RSVP to the January lecturers’ meeting.

December 8 The Vice President of Academic and Student Services distributes the listof faculty eligible for multi-year appointments to the Deans, Directors, and the Assistant Vice President for Workforce Service and Technical Studies.

Fall Semester classes end.

Lecturers’ Meeting: The Administrative Assistant to the Vice President of Academic and Student Services finalizes caterer selection and provides attendee count.

December 11-15 Exams

December 15 Evaluation conferences are completed with all faculty in the last yearof a multi-year appointment or with faculty newly hired in that fallsemester or the previous spring semester.

Deadline for faculty to notify their respective division dean in writing ifthey are unable to accept an instructional assignment within the employment criteria for the following Summer Session.

December 19 The President completes actions on faculty promotions.

December 18-21 Faculty Planning and Preparation Days (Noon dismissal December 21)

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December 22-29 Holidays—College Closed

2018

January 1 Holiday—College Closed

January-February The Office of Planning, Effectiveness and Research requests interim Implementation and Evaluation

Forms from all functional managers. Forms are collected by mid- February.

Vice Presidents/Associate Vice President of Workforce Services and Technical Studies develop budget needs report and forward to the President.

Functional Area Managers submit their mid-year Step 8 reports to the Office of Planning, Effectiveness and Research.

President submits consolidated budget needs report to College Management Team for recommendations.

January 3 Faculty complete the selection of representatives to the Ad Hoc Multi-Year Appointment Committee.

January 2-5 Advising by Appointment/Registration/Payment of Tuition for 2018Spring Semester—Final week for Spring 2018 Registration

Faculty Planning and Preparation Days

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Lecturers’ Meeting: See Individual Working Calendar for details for the day of the event.

Lecturers’ Meeting: Day following Lecturers’ meeting: Maintenance removes tables and restores Oliver Hall to original setup by 8:00 a.m.

January 4 Lecturers’ Meeting: The Administrative Assistant to the Vice President of Academic and Student Services send a list of Spring Semester adjunct faculty to the Director of Learning Resources and Distance Learning and Maintenance.

January 5 The Vice President of Financial and Administrative Services prepares anenrollment breakdown to be sent to political subdivisions for their budgeting and forwards it to the President.

The President submits request for honorary degrees to the Chancellor for approval by the State Board for Community Colleges.

Lecturers’ Meeting: The Vice President of Academic and Student Services sends memo notifying appropriate administrators of absentees.

Last day for new student registrations.

January 8 2018 Spring Semester classes begin.

January 8-12 The President sends a letter to the political subdivisions for local funds with a copy of the enrollment breakdown.

Swaps/Drops only for 2018 Spring Semester.

January 9 All recommendations for faculty eligible for multi-year appointmentsare due from the Deans, Directors, and the Assistant Vice President for Workforce Services and Technical Students to the Vice President of Academic and Student Services.

January 11 Lecturers’ Meeting: All lecturers not attending the Spring lecturers’ meeting are contacted by their appropriate supervisor.

January 12 The Vice President of Academic and Student Services schedules a

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meeting of the Ad Hoc Multi-Year Appointment Committee.

January 15 Martin Luther King, Jr. Holiday—College Closed

January 17 Program schedules for 2018 Summer Session and Fall Semester areprepared at division level.

January 23 Divisions exchange scheduling information/requests for SummerSession and Fall Semester.

Division Deans and the Assistant Vice President of Workforce Services and Technical Studies will have met with Halifax/South Boston personnel regarding Summer Session and Fall Semester course offerings.

Deans and the Assistant Vice President of Workforce Services and Technical Studies send to Vice President of Academic and Student Services a list of potential faculty overloads.

January 24 Last Day to Withdraw with Full Tuition Refund

January 26 All lecturers’ contracts finalized by Deans and the Assistant Vice President of Workforce Services and Technical Studies and placed in adjunct faculty member’s personnel folder.


Lecturers’ Meeting: Vice President’s Council evaluates Spring Semester Lecturers’ meeting.

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February 1 Catalog: Director of Public Relations submits full catalog file to printer.

February 1-March 1 Catalog: Catalog Review Committee reviews mini catalog for accuracy.

February 2 The Coordinator of Admissions, Enrollment Management, and StudentOutreach initiates review and revising process for the Student Handbook/Planner.

February 3 The Vice President of Academic and Student Services notifies all College personnel that nominations for the Outstanding Faculty Member of the Year award are being accepted.

Nominations of retiring faculty for Professor Emeritus are due to the Vice President of Academic and Student Services.

February 6 Secretaries begin entering schedules into PeopleSoft.

Vice President of Academic and Student Services verifies in writing the acceptance of potential overloads for faculty.

February 9 The Ad Hoc Multi-Year Appointment Committee submits recommendations to the President.

February 13 All part-time faculty members not evaluated within the previous twosemesters or those who are in their first semester of teaching at theCollege will be evaluated in writing and a copy placed in theappropriate personnel folder.

The President completes final actions on the multi-year appointmentrecommendations.

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President submits date, time, and speaker for commencement to the Chancellor.

Executive Assistant to the President orders Ferguson Medallion.

Academic Deans/Assistant Vice President of Workforce Services and Technical Services—All applications for students participating in the May graduation are completed.

Nominations of retiring faculty for Professor Emeritus due to President from Vice President of Academic and Student Services.

February 16 Secretaries complete keying of Summer Session Class Schedule.

Summer Session Class Schedule is pulled from PeopleSoft at 5:00 p.m.by Information Technology Specialist II.

The Director of Planning, Effectiveness, and Research sends request to faculty and staff to review the current DCC Policy Manual and submit any recommendations for changes.

Office of Vice President of Academic and Student Services prepares information regarding mid-term grades for distribution to full and part-time faculty.

February 22 Adjunct faculty payroll submitted by Deans to the Vice President of Academic and Student Services and by the Assistant Vice President of Workforce Services and Technical Studies to the President with copy to Dale Branch. (PT2)

February 23 Secretaries complete keying Fall Semester Class Schedule.

Fall Semester Class Schedule is pulled from PeopleSoft at 5:00 p.m. byInformation Technology Specialist II.

February 24 The Outstanding Faculty Member of the Year Selection Committee forwards the name of the recipient to the Vice President of Academic and Student Services with a copy to the President.

February 28 Institutional Effectiveness Day

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March 1 All agenda items for College Board meeting due to the President.

President prepares presidential objectives for submission to the College Board at their March meeting.

Catalog: Public Relations and Marketing Specialist III uploads new catalog to website.

March 2 2018 Summer Session and Fall Semester Class Schedules available onweb site.

Graduation: Executive Assistant to the President contacts Board members, the speaker, and any other guests for graduation about ordering academic regalia.

Graduation: The Coordinator of Admissions, Enrollment Management, and Student Outreach emails faculty and staff requesting nominations for the Ferguson Medallion.

Graduation: The Office of the Vice President of Academic and Student Services contacts new faculty/administrators to obtain information

to purchase academic regalia.

Graduation: Regalia information for guests, speaker, and College Board members provided to Vice President of Academic and Student Services by Executive Assistant to the President.

March 6 Summer Session textbook orders deadline.

Fall Semester book orders that are ready are submitted to Bookstore.

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President’s office notifies area high school principals of College Board scholarships.

March 5-9 Mid-term grades posted.

March 12-16 Spring Break

March 13 The Vice President of Financial and Administrative Services requests the Chair of the Classified Staff Steering Committee to notify all College personnel that nominations for the Outstanding Staff Award are being accepted.

March 15 Evaluation conferences are completed with all faculty first hired in the previous spring or fall semester.

March 16 Graduation: The Office of the Vice President of Academic and Student Services orders academic regalia for College Board members, speaker, and guests.

Cutoff date for scholarship applications.

The Executive Assistant to the President prepares letters of invitation to graduation to mail to Professor Emeriti.

March 19 College Board meeting: Presidential Evaluation Curriculum Requests Graduation Sign Service Awards Certificates

President reviews final consolidated needs budget with College Management Team.

Deans and the Assistant Vice President of Workforce Services and Technical Studies update catalog year for tracking purposes.

March 20 Last Day to Withdraw without Mitigating Circumstances (“W” grade issued)

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March 21 Director of Planning, Effectiveness, and Research transmits proposedchanges to the DCC Policy Manual to the Faculty Steering Committee with a copy to the Vice President of Academic and Student Services.

March 22 Adjunct faculty payroll submitted by Deans to the Vice President of Academic and Student Services and by the Assistant Vice President of Workforce Services and Technical Studies to the President with copy to Dale Branch. (PT3)

April The President submits his review of the current year’s planning process to the College Board and Chancellor.

April 2 GRADUATION: The Bookstore Manager orders caps/gowns and honor cords for

students. The Executive Assistant to the President prepares an invitation list,

and invitations are mailed two weeks prior to graduation. The Public Relations and Marketing Manager prepares a draft

graduation program (final April 16). The Coordinator of Admissions, Enrollment Management, and

Student Outreach talks with SGA President about leading studentsin the procession.

SGA officers request nominations from students for the Faculty Member of the Year Award presented at graduation (Ms. JoLane Tilley).

The Bookstore Manager contacts potential graduates who have not submitted cap/gown information.

Members of classified staff are asked to serve as ushers for graduation by the Coordinator of Admissions, Enrollment Management, and Student Outreach and members of Vice President’s Council.

Graduation Committee contacts singer(s) for graduation.

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April 2- May 11 Advising by Appointment/Registration for 2018 Summer Sessions

April 2-May 18 Registration/Payment of Tuition for 2018 Full and First Summer Sessions

April 2-June 22 Registration and Payment of Tuition for 2018 Second Summer Session

April 2-until Fall classes begin Advising by Appointment/Registration for 2018 Fall Semester

April 3 Division Deans and the Assistant Vice President of Workforce Services and Technical Studies begin the process of updating lay advisory committees.

The ad hoc panel for the Ferguson Medallion Award submits the name ofthe recipient to the President.

The Vice President of Academic and Student Services submits justification to VCCS personnel for all nine-month administrative and twelve-monthteaching positions.

April 9 Graduation: The Coordinator of Admissions, Enrollment Management, and

Student Outreach/Dean of Student Success and Academic Advancement mail letters to graduates notifying them of the time and location of graduation.

The Executive Assistant to the President purchases gift for the speaker.

The Dean of Student Success and Academic Advancement Division/Student Activities Coordinator order gavel for SGA president to be presented at graduation.

April 10 Faculty Steering Committee reviews proposed changes in the DCCPolicy Manual and makes recommendations to Vice President’s Council.

April 16 The Vice President of Institutional Advancement and Development finalizes scholarship and award information with a copy to the Vice President of Academic and Student Services.

Vice President of Academic and Student Services sends checklist to Vice President’s Council requesting volunteers for College committees.

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Graduation: The Director of the Learning Resources Center and Distance

Learning arranges for video/music for graduation. The Vice President of Academic and Student Services notifies

administrators, faculty, and staff of the graduation procedures (attached diagram of the area and layout of chairs/aisles).

April 17 Spring Semester released time and overload report due to InformationTechnology Specialist II from office of the Vice President of Academic and Student Services.

Fall Semester textbook orders deadline.

Outstanding Classified Staff Award Selection Committee submits nameof recipient to the President.

The Coordinator of Admissions, Enrollment Management and StudentOutreach begins planning student and parent orientations.

April 18 Vice President’s Council reviews proposed changes in the DCC PolicyManual and makes recommendations to the College Management Team.

April 19 Adjunct faculty payroll submitted by Deans to the Vice President of Academic and Student Services and by the Assistant Vice President of Workforce Services and Technical Studies to the President with copy to Dale Branch. (PT4)

April 27 Faculty Steering Committee meets with Faculty Forum to discussrecommendations for salary distribution.

Faculty Forum makes recommendation to President for salarydistribution.

President announces salary distribution methodology for faculty andadministrators.

April 30 2018 Spring Semester classes end.

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May The Vice President of Financial and Administrative Services distributesbudgets to appropriate functional area managers.

May 1 Vice President of Academic and Student Services, Assistant Vice President of Workforce Services and Technical Studies, and the Vice President of Financial and Administrative Services finalize annual State M & O budget and make recommendations to the President.

The Coordinator of Admissions, Enrollment Management, and StudentOutreach submits a final copy of the Student Handbook/Planner to theVice President of Academic and Student Services for review.

May 1-4; 7 Exams

May 4 Graduation: Academic regalia received in the office of the Vice President of

Academic and Student Services. The Director of Learning Resources personnel calls students with

library obligations. The Vice President of Financial and Administrative Services

contacts security concerning graduation activities. The Vice President of Financial and Administrative Services

contacts the Police Department and the Danville Life Saving Crew to advise them of graduation activities.

May 7 President’s Cabinet finalizes changes to the DCC Policy Manual.

May 8 A report of each lay advisory committee meeting is due from theappropriate Dean/Assistant Vice President of Workforce Services and Technical Studies to the Vice President of Academic and Student Services.

Recommendations are due to the Vice President of Academic and Student Services from the Deans of individuals to serve on curriculum lay advisory committees.

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Annual Service Awards Luncheon, 12 Noon, Oliver Hall

May 8-11, 14-15 Faculty Planning and Preparation Days

May 11 All part-time faculty members not evaluated within the previous twosemesters/summer session or those who are in their first semester/sessionof teaching at the College will be evaluated in writing and a copy placed inthe appropriate personnel file.

Promotion requirements have been discussed at each faculty member’sevaluation conference.

Graduation Practice, 2:00 p.m.

May 11-12 Graduation Activities: See the Individual Working Calendar for activities on these dates.

May 12 GRADUATION

May 14 Graduation: Office of the Vice President of Academic and Student Services

counts and packages rental regalia for return to Oak Hall Cap and Gown Company.

Maintenance dismantles graduation site. Table skirts are removed and taken to the cleaners.

May 15 Information and specific salary averages received from VCCS and distributed by Vice President of Academic and Student Services tosupervisors.

Vice President of Academic and Student Services distributes last year’ssalary information to supervisors of nine-month faculty.

May 17 Student Development staff and Vice President’s Council evaluate graduation and begin planning for the 2019 graduation.

May 19 Last Day to Add Classes to Full and First Summer Sessions

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May 21 2017 Full and First Summer Session classes begin.

May 21-23 Swaps/Drops Only for 2018 Full Summer Session classes

May 22 Recommendations of membership on curriculum lay advisory committeesare sent from the Vice President of Academic and Student Services andthe Assistant Vice President of Workforce Services and Technical Studies to the President.

Swaps/Drops Only for 2018 First Summer Session classes.

The Deans and the Assistant Vice President of Workforce Services and Technical Studies submit updated Summer Session textbook order to Bookstore.

May 25 Last day to withdraw with Full Tuition Refund for First Summer Session

May 28 Memorial Day Holiday—College Closed

May 31 Last Day to withdraw with Full Tuition Refund for Full Summer Session

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June Functional area managers submit final Implementation and Evaluation forms to the Office of Planning, Effectiveness and Research.

June 1 All agenda items for College Board meeting due to President.


First full-time faculty summer payroll submitted by Deans and the Assistant Vice President of Workforce Services and Technical Studies to the Vice President of Academic and Student Services with a copy to Dale Branch. (FT1)

All lecturers’ contracts finalized by Deans and Assistant Vice President of Workforce Services and Technical Studies and placed in adjunct faculty member’s personnel folder.

Deans and the Assistant Vice President of Workforce Services and Technical Studies submit salary recommendations for each nine-month faculty member to the Vice President of Academic and Student Services.

All evaluations of faculty, librarians, and counselors are submitted bysupervisors in approved College format to the Vice President of Academicand Student Services.

The Office of the Vice President of Financial and Administrative Servicesprepares bills for the political subdivisions for local funds and forwards

them to the President.

The Coordinator of Admissions, Enrollment Management, and Student Outreach with assistance from the Director of Public Relations and Marketing Manager submits the final copy of the Student Handbook/Planner to the printer.

Faculty loads for summer are finalized with the Vice President ofAcademic and Student Services.

Lecturers’ Meeting: Division Deans and Assistant Vice President of Workforce Services

and Technical Studies begin planning Lecturers’ Meeting to be held in August 2018.

The administrative assistant to the Vice President of Academic and

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Student Services reserves Oliver Hall for Lecturers’ Meeting and buffet.

The administrative assistant to the Vice President of Academic and Student Services contacts Procurement Officer I re eVA entry for caterer.

The administrative assistant to the Vice President of Academic and Student Services obtains bids for caterer for Lecturers’ Meeting buffet.

June 4-8 Bills for local funds are mailed to the political subdivisions by the President.

June 8 Second full-time faculty summer payroll submitted by Deans and the Assistant Vice President of Workforce Services and Technical Studies to the Vice President of Academic and Student Services with a copy to Dale Branch. (FT2)

Last Day to withdraw without mitigating circumstances (“W” grade issued) for First Summer Session.

June 12 Salary information transmitted in final form from the Vice President of Academic and Student Services to the President.

All evaluations of administrators are submitted in approved College format by the Vice President of Academic and Student Services to thePresident.

June 18 College Board meeting Election of Officers Recognition of Retiring Board members (if applicable) Approval of Professor Emeritus Awards Approval of SGA Budget Approval of Expenditure of Student Activities Fees Approval of Presidential Goals Approval of Lay Advisory Committees Curriculum Requests (if applicable)

June 22 The Deans and Assistant Vice President of Workforce Services and Technical Studies submit updated Fall Semester textbook order to Bookstore.

First Summer Session classes end.

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June 23 Last Day to add classes for Second Summer Session

June 25 President distributes final approved budget.

2018 Second Summer Session classes begin.

Swaps/Drops Only for 2018 Summer Second Session classes.

June 26 Deans and the Assistant Vice President of Workforce Services and Technical Studies send to Vice President of Academic and Student Services a list of potential faculty overloads.

Salary contracts are sent from the President to faculty and administrators.

Lecturers’ Meeting: Vice President’s Council reviews and approves draft agenda.

June 27 Lecturers’ Meeting: The Chair of the Outstanding Adjunct Faculty Member of the Year submits selection to the Vice President of Academic and Student Services.

June 28 Third full-time faculty summer payroll submitted by Deans and the Assistant Vice President of Workforce Services and Technical Studies to the Vice President of Academic and Student Services with a copy to Dale Branch. (FT3)

June 29 Last Day to withdraw with full tuition refund for Second Summer Session.


The completed Student Handbook/Planner is returned to the Coordinator of Admissions, Enrollment Management, and Student Outreach for

distribution on campus.

June 30 The President completes all evaluation conferences with members ofthe President’s Cabinet.

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July 2 Last Day to Withdraw without Mitigating Circumstances (“W” grade issued) for Full Summer Session.

July 3 Vice President of Academic and Student Services verifies in writing the acceptance of potential overloads for faculty.

July 4 Holiday—College closed

July 5 Lecturers’ Meeting: Agenda finalized by the Vice President of Academic and Student Services.

July 11 Fourth and final full-time faculty summer payroll submitted by Deans to the Vice President of Academic and Student Services and the Assistant Vice President of Workforce Services and Technical Studies to the President with a copy to Dale Branch. (FT4)

Lecturers’ Meeting: Changes to Lecturer’s Handbook submitted to the designated Dean by

the College Management Team, Bookstore Manager, Financial Aid Officer, Apprenticeship Coordinator, etc.

The Deans and the Assistant Vice President of Workforce Services and Technical Studies submit the names, email and mailing addresses of lecturers for Fall Semester to the Vice President of Academic and Student Services (not to dual enrollment (DE) instructors as of January 2017 per Vice President, as all DE meetings will be held at the high school).

July 12 Lecturers’ Meeting: The administrative assistant to the Vice President of Academic and

Student Services prepares and submits work order to the Building and

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http://www.dreamstime.com/stock-photography-july-image12803702


Grounds Supervisor for event set up, including table arrangements, and to have campus lights in parking lots and buildings turned on the evening of the August lecturers’ meeting.

The administrative assistant to the Vice President of Academic and Student Services arranges catering services.

July 13 Last Day to Withdraw from Second Summer Session without Mitigating Circumstances (“W” grade issued).

July 14 Lecturers’ Meeting: The office of the Vice President for Academic and Student

Services emails to lecturers cover email with survey monkey link, including RSVP and agenda (not to dual enrollment (DE) instructors as of January 2017 per Vice President, as all DE meetings will be held at the high school).

July 17 Summer Session released time and overload report due to InformationTechnology Specialist II from office of the Vice President of Academic and Student Services.

July 26 Lecturers’ Meeting: Vice President’s Council submits list of full-time faculty and staff

planning to attend the Lecturers’ Meeting to the Vice President of Academic and Student Services.

RSVP deadline for lecturers.

July 27 Full Session and Second Session Classes end.

July 31 Lecturers’ Meeting: The administrative assistant to the Vice President of Academic and

Student Services orders plaque for Outstanding Adjunct Faculty Member of the Year.

The administrative assistant to the Vice President of Academic and Student Services requests check processing via Foundation for the Outstanding Adjunct Faculty Member of the Year.

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Documents

2017-2018 Master Working Calendar - Danville … Master Working... · Web viewGenerates and submits work order to Maintenance for event set up, including table arrangements and to