Human Resources Calendar

Last updated 06/21/2024 (*CRPT process dates updated for AY 2024-25); 02/06/2024 (corrected due date for Faculty Fellowships)

Within the College of Engineering and Applied Science, there is a recommended timeline for all processes involving human resources:

Monthly

Regent and Provost personnel action approvals received from Faculty Affairs

College HR Director sends reports to HR Liaison email list

January February March April May June July August September October November December

January

January 1: Faculty annual performance evaluation cycle begins
January 1: Faculty & staff employee merit increases are effective, if applicable
January 1: General fund research faculty employee merit increases are effective, if applicable
January 15: Faculty AY, CY, fall, and spring sabbatical applications due to CEAS HR
January 16*: Faculty promotion and tenure cases due to the campus Office of Faculty Affairs (OFA)
Last Friday of January: Faculty reappointment of Instructor Track/Scholars-in-Residence due to CEAS HR
Last Friday of January: Teaching Professor nominations due to Associate Dean of Faculty Advancement
Welcome and onboard all new faculty hires
Set-up all new faculty appointments tenured, tenure-track, instructional, adjuncts, etc.
Set-up all new student, TA, etc. appointments
Ensure directory/website is updated with new employees
On quarterly basis, ensure required trainings completed for unit: Discrimination & Sexual Misconduct, Information Security & Privacy Awareness, and Fiscal Code of Ethics, as well as the recommended COVID-19 Safety & Awareness Training, Community Equity & Effective Bystander Intervention Training, Active Harmer Training
Faculty retention offer season starts
Classified & University Staff 6-month performance cycle marker - review goals/coaching session
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles
CEAS HR welcomes new staff members at the New Employee Orientation. This orientation takes place roughly on a quarterly basis but the specific date may vary depending on fluctuations in hiring and presenter availability.
CEAS HR notifies units of faculty eligible for a sabbatical in the AY one year in advance
CEAS HR send list of faculty sabbatical reports due April 1
CEAS HR sends reminders about post-tenure reviews due May 1
CEAS HR informs units of staff milestone anniversaries for semester
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
CEAS HR notifies Dean of expiring named positions, chair/director, associate chair/faculty directors letters of offer for upcoming Fiscal Year/Academic Year

February

February 1: Online submission of Faculty Report of Professional Activities (FRPA) due
February 12*: Promotion to Full Professor dossiers due to campus Office of Faculty Affairs
February 20: Dean’s Faculty Fellowship Nomination for AY due to Associate Dean for Faculty Advancement
College HR sends out reminder that sabbatical leave reports are due April 1
College HR sends out reminder to new staff for CEAS New Employee Orientation
College HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

March

Early March: CEAS HR hosts CEAS New Employee Orientation for staff employees
March 15: Faculty Performance Ratings due to Associate Dean of Faculty Advancement
March 15: Chairs report names of people receiving a rating of "below expectations" or “unsatisfactory” to Associate Dean of Faculty Advancement
March 20: CEAS to forward Faculty Affairs solicitation and eligibility list for Provost’s Faculty Achievement Awards to Chairs and Directors, due to CEAS Associate Dean of Faculty Advancement by May 1, due to Provost by June 1
Faculty Merit Evaluation Forms will be returned from the college. Have Chair sign and distribute via DocuSign.
Requests for tenure track recruiting needs for next AY due to Dean
CEAS HR sends out reminder that sabbatical leave reports are due April 1
CEAS HR sends a PTR report reminder (due May 1)
CEAS HR sends out summer adjunct/lecturer template and term dates
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

April

April 1: Sabbatical Leave Reports due for previous fall semester sabbaticals & CY to CEAS HR
April 15: Summer adjunct/lecturer & faculty additional job offer letters due to CEAS HR
April 15: Hire-with-tenure dossiers for candidates who do not hold tenure elsewhere due to the Office of Faculty Affairs
April 15: Differentiated workload applications for instructional faculty due to CEAS HR for spring of the subsequent academic year
First batch of sabbatical applications that have been approved by Board of Regents is sent to units as part of the April Regent Report of Personnel Actions (not all sabbaticals will be approved during this batch)
First Friday in April: Faculty Merit Evaluation Forms due to CEASHR via DocuSign
On quarterly basis ensure required trainings completed for unit: Discrimination & Sexual Misconduct, Information Security & Privacy Awareness, and Fiscal Code of Ethics
Departments should be completing all retention offers, if applicable
CEAS HR welcomes new staff members at the New Employee Orientation. This orientation takes place roughly on a quarterly basis but the specific date may vary depending on fluctuations in hiring and presenter availability.
CEAS HR sends a PTR report reminder (due May 1)
CEAS ensures all instructor reappointment contracts have been completed
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

May

May 1: Post Tenure Review reports due to CEAS HR
May 15: Hire-with-tenure dossiers for candidates who hold tenure elsewhere due to the Office of Faculty Affairs
Ensure all Scholars in Residence are put on short work break (SWB) for summer if not on 9-Pay-12
Units inform Campus Human Resource Service Center (HRSC) & CEAS HR of faculty retirements, resignations, leaves, etc.
Units inform Campus HRSC & CEAS HR of student terminations, end of semester appointments, short work breaks, etc.
Units drafts Associate Chair offer letters and submits to CEAS HR
Units finalize workload spreadsheet, summer salary
CEAS HR sends out reminder that the University Staff and Classified Staff performance cycle ends in June, send out evaluation timeline and process communication (the cycle is July 1 to June 30)
CEAS HR processes named positions, endowments, and leadership letters starting July 1
CEAS HR sends out reminder to new staff for CEAS New Employee Orientation
CEAS HR informs units of staff milestone anniversaries for semester
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

June

June 1: CEAS nominations and Dean’s letters for Provost’s Faculty Achievement Awards due to Provost
Early June: CEAS HR hosts CEAS New Employee Orientation for staff employees
June 30: University Staff & Classified Staff performance evaluation cycle ends
June 30: Faculty Recruitment report due to the Provost - submitted by CEAS HR
June 30: AY Search Summary & Recruitment Plan proposals due to Provost - submitted by CEAS HR
June 30: Post Tenure Review report due to OFA - submitted by CEAS HR
Faculty 9 pay 12 election forms due to HRSC if applicable
Second batch of sabbatical applications that have been approved by Board of Regents is sent to units as part of the April Regent Report of Personnel Actions (all remaining sabbaticals approved during this batch)
Search Committees need to close AY faculty recruitment job postings and instructional postings
Units need to submit Associate Chair appointments to HRSC
CEAS Finance Team works with HRSC to enter all Chair / Director/ Endowed Chair Pay
CEAS HR sends out fall adjunct/lecturer template and term dates
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

July

July 1: All chair/director Fiscal Year appointments begin
July 15: Fall adjunct/lecturer & faculty additional job appointment letters due to CEAS HR
University Staff annual performance evaluation cycle begins (July 1 – June 30)
Prepare New Faculty Orientation materials for new faculty starting in the fall
Unit to send HRSC list of faculty on fall sabbatical or leaves for entry
On quarterly basis ensure required trainings completed for unit: Discrimination & Sexual Misconduct, Information Security & Privacy Awareness, and Fiscal Code of Ethics
Dean & Associate Dean of Faculty Advancement select First Level Review Committee (FLRC) members
Letters sent out by Associate Dean of Faculty Advancement to faculty rated at Below Expectations or Unsatisfactory on their annual merit review
Research faculty annual performance evaluation cycle info will be sent out from Campus HR
CEAS HR welcomes new staff members at the New Employee Orientation. This orientation takes place roughly on a quarterly basis but the specific date may vary depending on fluctuations in hiring and presenter availability.
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
CEAS HR and unit processes change in supervisor changes with the HRSC for applicable staff reporting to a new chair/director
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

August

August 1: Fall temporary offer letters should completed
Third Week: New Faculty Orientation Week
- Monday of Third Week Campus New Faculty Orientation
- Wednesday of Third Week CEAS New Faculty Orientation
Third Friday in August: University Staff evaluations due to Dean's Office (ceashr@colorado.edu)
Units set up all new faculty appointments tenured, tenure-track, instructional, adjuncts, etc.
Units set up all new student, TA, etc. appointments
Units work with HRSC to ensure faculty promotions are entered into HCM
Ensure directory/website is updated with new employees
Finalize New Faculty Orientation materials for new faculty starting in fall
Welcome and onboard all new faculty
Ensure directory/website updated with new employees
Research faculty annual performance evaluations due to Campus HR
Ensure all Scholar-in-Residence salaries are entered into HCM (i.e., Employee job code 1442 - appointed on multi-year contracts like instructors) with the HRSC
Hiring plans and reporting approved by Provost in early August
Units notified by CEAS HR to start faculty recruitment for next Academic Year, search plan checklist and advertisement
CEAS hosts search committee training (Avature, Implicit Bias)
CEAS completes Recruitment Authorization Forms
CEAS HR notifies Chairs of mandatory comprehensive review and promotion & tenure cases due in the current academic year
CEAS to coordinate FLRC training, meetings and logistics with the Chair of FLRC Committee
CEAS informs units of staff milestone anniversaries for fall semester
CEAS HR send list of faculty sabbatical reports due November 1
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

September

September 15: Faculty Salary Equity Appeals due to Department Chair
September 15: Aim to have postings live for faculty recruitments
September 20: Development Plans due from faculty subject to extensive review
September 23*: Faculty comprehensive review dossiers due to CEAS HR (Faculty Advancement)
September 30: Professional Improvement Plans due for those faculty receiving a rating of below expectations
CEAS HR to remind chairs of due dates for Reappointment, Promotion & Tenure cases
CEAS HR sends out reminder to new staff for CEAS New Employee Orientation
CEAS HR hosts search committee diversity training
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

October

October 1: Research faculty annual performance evaluation cycle begins on non-general funds (October 1 to September 30)
October 1: Research faculty employee merit increases are effective on non-general funds
October 1: Call for nominations for CEAS awards: Charles A. Hutchinson Memorial Teaching Award, Max S. Peters Faculty Service Award, CEAS Faculty Research Award, CEAS Outstanding Staff Award, and Textbook Recognition Award, due November 1.
Early October: CEAS HR hosts CEAS New Employee Orientation for staff employees
October 30: Faculty Conflict of Interest reports due
October 30: Faculty Professional Improvement Plans due if rating of "below expectations" was appealed
October 30*: Faculty promotion to associate professor & tenure dossiers due to CEAS HR (Faculty Advancement)
Call for Distinguished Professor nominations from Provost’s office
Call for Teaching Professor nominations from Associate Dean Faculty Advancement (due the last Friday of January)
On quarterly basis ensure required trainings completed for unit: Discrimination & Sexual Misconduct, Information Security & Privacy Awareness, and Fiscal Code of Ethics
CEAS HR welcomes new staff members at the New Employee Orientation. This orientation takes place roughly on a quarterly basis but the specific date may vary depending on fluctuations in hiring and presenter availability.
CEAS HR sends out spring adjunct/lecturer template and term dates
CEAS HR to remind units of faculty sabbatical reports due at the end of the semester (due November 1)
CEAS HR to notify primary units about which Instructor Track and SIR faculty will need to be reappointed
CEAS HR to notify primary units about which faculty will have a Post Tenure Review this AY (due May 1)
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

November

November 1: Sabbatical Leave Reports due for previous spring semester or AY sabbaticals
November 1: Nominations for CEAS Faculty, Staff, and Textbook awards due to Associate Dean of Faculty Advancement
November 15: CEAS HR submits faculty annual college sabbatical report due to the Provost
November 15: Associate Dean of Faculty Advancement announces nomination process for Dean's Faculty Fellowships (applications due February 20)
Faculty Evaluation of salary equity due from units to Dean
Units inform HRSC and CEAS HR of faculty retirements, resignations, leaves, sabbaticals, etc. for entry
CEAS HR sends out reminder to new staff for CEAS New Employee Orientation
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

December

December 1: Spring temporary offer letters should completed
December 6*: Promotion to full dossiers due to CEAS HR (Faculty Advancement)
December 10: Spring adjunct/lecturer & faculty additional job appointment letters due to CEAS HR
December 15: Differentiated workload applications for instructional faculty due to CEAS HR for fall of the subsequent academic year
Mid-December: CEAS HR hosts CEAS New Employee Orientation for staff employees
December 31: Faculty annual performance evaluation cycle ends
Units inform HRSC of student terminations, end-of-semester appointments
By the end of the semester instructor reappointments should be completed ideally; February 28 is the absolute deadline
CEAS HR contacts department/unit leadership to nominate Employee Recognition Award for assigned month
Approve MyLeave timesheets by the 10th of the month for staff and research
Approve MyLeave timesheets bi-weekly for student and temporary roles

* Please note that these dates change annually

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