Office of the Provost
aerial photo of the Graduate School building

Administrative Calendar

The Administrative Calendar is published annually and contains the governing dates for administrative actions, personnel decisions, and other matters of importance to faculty, librarians, professional and managerial staff. Additionally, it includes the monthly College/School and department meetings dates, as well as the meeting dates for various campus groups including the University Senate, Graduate Council and Local AFT.

Additional information and dates can be found at the Academic Calendar

Dates are subject to change whenever it is deemed necessary.

University Leadership

Administration

Susan A. Cole, Ph.D.
President
Kimberly Hollister, Ph.D.
Acting Provost and Vice President for Academic Affairs
Joseph A. Brennan, Ph.D.
Vice President for Communications and Marketing
Shawn M. Connolly, M.S.
Vice President for University Facilities
Wendy Lin Cook, Ph.D.
Vice President for Enrollment Management
Colleen Coppla, M.A.
Vice President for Development
Candace Fleming, M.B.A.
Vice President for Information Technology
Mark J. Fleming, J.D.
University Counsel
David Josephson, M.A.
Executive Director, Budget and Planning
Donna McMonagle, B.A.
Vice President for Finance and Treasurer
Dawn Meza Soufleris, Ph.D.
Vice President for Student Development and Campus Life
David Vernon, M.B.A.
Vice President for Human Resources

Deans

Lora Billings, Ph.D.
Dean, College of Science and Mathematics

Katrina Bulkley, Ph.D.
Acting Dean, College of Education and Human Services

Margaree Coleman-Carter, M.A.
Dean of Students
Daniel Gurskis, M.F.A.
Dean, College of the Arts
Scott Herness, Ph.D.
Vice Provost for Research and Dean, The Graduate School
Kimberly Hollister, Ph.D.
Dean, Feliciano School of Business
David Hood, Ed.D.
Associate Provost for Undergraduate Education and Dean, University College
Peter Kingstone, Ph.D.
Dean, College of Humanities and Social Sciences
Danianne Mizzy, M.L.I.S. (beginning July 26, 2021)
Dean, Library Services
Janice Smolowitz, Ed.D., D.N.P.
Dean, School of Nursing
Academic Affairs Timetable

Advertising Schedule

TBA
Advertising materials submitted to VPAA for full-time faculty and adjuncts/visiting specialists vacancies, Fall ’21.
TBA
Advertisement appears in newspaper, other media, disciplinary venues and on the Montclair State University Home Page for full-time faculty and adjuncts/visiting specialists vacancies, Fall ’21.

Career Development Program

Pending New Agreement

Curriculum Action Dates, 2020-201

  1. New programs and program alterations become effective in the Fall semester only.
    1. New programs approved in the course of the academic year (September 1 through June 30) become effective at the beginning of the subsequent academic year. New concentrations within an existing major or minor follow the schedule for program alterations (see B., below).
    2. Program alterations must be approved by the Provost and Vice President for Academic Affairs (Provost/VPAA) in early January to become effective at the beginning of the subsequent academic year.  This means program alterations must be approved through all committee levels by November 30 of the academic year prior to which they become effective.
  2. New courses and course alterations may become effective for the Summer/Fall or Winter/Spring semesters. All new courses and course alterations must be circulated throughout the University academic community for a one-month review period prior to approval by the Provost/VPAA. All new courses and course alterations must be approved through all committee levels and appropriate College/School deans before delivery to the Office of the Provost for circulation.  The lists are circulated by the Office of the Provost, via the Course Submissions/Course Actions Database found on the Provost’s website under “Forms” at the beginning of each month.

Department PAC (tentative date)

March 15, 2021
Election of Department PAC for 2021-22 due.

Department Assessment Committees

September 23, 2020
VPAA notifies deans of tenured faculty to be assessed.
October 2, 2020
Deans notify department chairpersons of faculty to be assessed.
December 1, 2020
Election of departmental assessment committees.
February 8, 2021
Self-assessment statements submitted to departmental assessment committees, with a copy to the department chairperson, and the College/School dean.
February 22, 2021
Final report of departmental assessment committees submitted to VPAA, with a copy to the Dean and the assessed faculty member.
March 3, 2021
Deadline for submission to VPAA of written response to the departmental assessment committees’ report by assessed faculty members, if desired.

University Distinguished Scholar Program
(Contingent on availability of budget funds)

Calendar pending

Distinguished Teacher Program

University Distinguished Teacher process is under review.

Doctoral Faculty Application Timeline

April 1, 2021
Doctoral Faculty Applications due to the Doctoral Program Directors.  DPDs share a copy of application with the doctoral faculty in the department
April 8, 2021
Doctoral faculty within the program will provide feedback to the DPD on each of the doctoral applicants.  DPD also reviews applications.
April 15, 2021
DPD provides written recommendations to doctoral faculty candidates.
April 22, 2021
Candidates may send a written response to their DPD regarding their review.  DPDs forward all applications to College/School Dean and Dean of the Graduate School.
April 29, 2021
Dean and Graduate Dean forward their written evaluation and recommendation to candidate and DPD.
May 6, 2021
Candidates may send written response to deans.  Deans forward applications to Provost.
May 17, 2021
Provost notifies each candidate, DPD, Dean, Graduate Dean of his decision regarding appointment to the doctoral faculty.
May 24, 2021
Candidate may make a written appeal/request for reconsideration to the Provost.
June 1, 2021
Provost shall notify the candidate whether or not the appeal has been granted

Election of Department Chairperson

October 7, 2020
VPAA notifies deans of departments needing elections for department chairperson.
November 2, 2020
Dean notifies departments regarding need for election of department chairperson.
April 2, 2021
Election of department chairpersons completed and results reported to deans.
May 7, 2021
Action by president on department recommendations for department chairpersons.
July 1, 2021
New department chairpersons assume office.

Faculty Scholarship Program:
Application Approval Process

Approval of FSP  (FSP Timeline for Faculty in the 2016-2021 Cycle)

February 3, 2021
Applicant submits detailed Summary Report and New FSP proposal to department chairperson.
February 10, 2021
Department chairperson’s recommendation to applicant.
February 17, 2021
Applicant’s request to chair for meeting if proposal not accepted as submitted.
February 24, 2021
Revised proposal to chairperson.
March 1, 2021
Chairperson’s recommendation to dean.
March 22, 2021
Dean’s recommendation to applicant.
March 31, 2021
Applicant’s request to dean for meeting if proposal not accepted as submitted.
April 14, 2021
Revised proposal to dean.
April 21, 2021
Dean informs candidate of final decision.
May 3, 2021
Applicant’s appeal to the provost
May 17, 2021
Provost’s response to applicant.

FSP Interim Report Deadline (for Faculty in the 2018 – 2023 Cycle)

February 8, 2021
Deadline for faculty awarded an FSP in AY2018-2019 to submit the Interim Report to the Dean

First Year Faculty Submissions

February 3, 2021
Applicant submits proposal to department chairperson.
February 10, 2021
Department chairperson’s recommendation to applicant.
February 17, 2021
Applicant’s request to chair for meeting if proposal not accepted as submitted.
February 24, 2021
Revised proposal to chairperson.
March 1, 2021
Chairperson’s recommendation to dean.
March 22, 2021
Dean’s recommendation to applicant.
March 31, 2021
Applicant’s request to dean for meeting if proposal not accepted as submitted.
April 14, 2021
Revised proposal to dean.
April 21, 2021
Dean informs candidate of final decision.
May 3, 2021
Applicant’s appeal to the provost
May 17, 2021
Provost’s response to applicant.

Six-Year External Review Committees (SERC)

January 2021
Provost’s Office distributes overview material to Deans, Chairs, and Secretaries. Distributed materials include:
1. Six-Year External Review Committee Program Overview
2. Charge to the Six-Year External Review Committee
3. Departmental Self-Study Preparation Guide
4. AY 2019-2020 SERC Expense Procedures
5. SERC Timeline
6. Sample Agenda
January 2021
Chair and department members initiate work on Self-Study.
January 21, 2021
Chair submits committee member nominations to Dean
February 2, 2021
Dean submits names (at least 4-6 recommendations) to Associate Provost for Academic Programs and Assessment for review by the Provost (after Chair confirms member’s interest and availability by phone).
February 16, 2021
Provost approves committee members and informs Deans in writing of team selected.
February 23, 2021
Dean or designee verbally notifies Six-Year External Review Committee members of selection and indicates formal letter of invitation to follow from Provost.
March 5, 2021
Chair makes contact with committee members, creates the MSU site or virtual visit agenda, and continues work on Self-Study. Note: The committee’s FINAL on-campus or virtual meeting should be with the Provost. Please contact Lissette Gutierrez to ensure Dr. Gingerich’s availability before confirming any dates with the committee.
November 12, 2021
Upon confirmation of visitation dates, Provost sends letter to team members thanking them for their willingness to serve. The following materials are included in the mailing to team members:
1. Charge to the Six-Year External Review Committee
2. Departmental Self-Study Preparation Guide
3. Departmental Mission Statement/Statement of Goals and Objectives (provided to Provost’s Office by Chair or Department)
No later than 4 weeks prior to visit
Chair sends self-study material to External Six-Year Review Committee members (with copies to Associate Provost Joanne Cote-Bonanno, Associate Director Irina Koroleva, Graduate School Dean, and Library Dean).
October/November 2021
Six-Year External Review Committee Visit (no later than November 30th).
30 Days after visit/ No later than December 31, 2021
Six-Year External Review Committee’s Report due to Dean and Department Chair (with copy to Associate Provost Joanne Cote-Bonanno, and Associate Director Irina Koroleva).
February 1, 2022
Departmental response to the Report due to Dean (with copy to Associate Provost Joanne Cote-Bonanno, and Associate Director Irina Koroleva).
March 1, 2022
Dean and Department responses to Six-Year External Review Committee’s Team Report report due to Associate Provost Joanne Cote-Bonanno and Associate Director Irina Koroleva
During April/May 2022
Provost meets with Dean and Chair to discuss plans for Department improvement.

Instructional/Clinical Specialist: Notification of Subsequent Appointment 

May 28, 2021
Last day to notify Instructional/Clinical Specialist of any subsequent appointment. 

Mid-Term Evaluation of Department Chairperson

October 7, 2020
VPAA notifies deans of departments needing  mid-term evaluation of department chairperson.
November 2, 2020
Dean notifies Department PAC of need for mid-term evaluation of department chairperson.
January 21, 2021
Department DPAC recommendation to Dean
February 3, 2021
Recommendation from dean to VPAA on mid-term evaluation of department chairperson.
March 2, 2021
Action by president on mid-term evaluation of department chairperson.

Recruitment of Full-Time Faculty (Fall 2021 To Be Announced)

 
Recruitment authorization requests for full-time faculty submitted by department to dean.
 
Recruitment authorization requests for full-time faculty submitted by dean to VPAA.
 
VPAA requests for Position Announcements, recruitment plans and calendars from departments authorized to recruit full-time faculty.
 
Review of Position Announcements by VPAA and requests for changes by VPAA
Ad copy forwarded by VPAA to deans and chairs for final review
 
Final Ad forwarded by VPAA to ad agency for publishing. VPAA – Final approval of the Recruitment process.
 
All searches and appointment recommendations for recruitment of full-time faculty to VPAA completed for appointment approval by April 2020 Board of Trustees meeting.

Separately Budgeted Research (SBR)
(Contingent on availability of budget funds)

Calendar pending

 

Student Faculty Scholarship (SFS)
(Contingent on availability of budget funds)

Calendar pending

Summer Grant Proposal Development (SGPD)
(Contingent on availability of budget funds)

Calendar pending

University Undergraduate Curriculum Committee Meetings Dates

  • October 2, 2020
  • October 30, 2020**
  • December 4, 2020
  • February 5, 2021
  • March 5, 2021
  • April 9, 2021
  • May 7, 2021

**Program alterations seeking a Fall 2021 effective date MUST be approved at the October 30, 2020 meeting. Alterations approved after this meeting will be effective Fall 2022.

Technical Subcommittee of the University Undergraduate Curriculum Committee

  • September 18, 2020
  • October 16, 2020**
  • November 13, 2020
  • December 18, 2020
  • January 22, 2021
  • February 19, 2021
  • March 19, 2021
  • April 23, 2021

*Dates refer to initiation, completion, or submission (as appropriate) and are not subject to change without notification to and approval of the Provost/Vice President for Academic Affairs. Deadlines that fall on a Saturday or Sunday will be observed on the following business day unless otherwise noted. Website ©2001 Montclair State University.

Annual Report
May 3, 2021
Announce request for FY21 annual report submission
May 3-17, 2021
Divisional meetings for discussions with unit directors regarding FY21 annual reports
May 17-28, 2021
Individual meetings between vice presidents and unit directors to discuss FY21 annual report progress
June 10, 2021
Unit directors submit final FY21 annual report information to vice presidents
July 8, 2021
Vice presidents submit final division FY21 annual reports (including financial reports from SVPA and VPUA) to the president
July 29, 2021
President distributes draft of University FY21 annual report to Executive Council for comments
August 16, 2021
Final draft of University FY21 annual report (including final FY20 financial information to VPUA)
January 14, 2022
FY21 annual report published
Budget Development
November 2020
University’s FY2022 budget request submitted to State Treasury-OMB
February 2021
Executive Council reviews Internal Budget Call memo
March 2021
Budget Office distributes Internal Budget Call memo to Vice Presidents and Deans
March 2021
Governor’s FY2022 budget message
April 2021
Vice presidents forward recommended budget requests to Budget Office
April -May 2021
Budget Office reviews divisional budget requests
May – June 2021
President and Budget Office hold budget hearings with Vice Presidents and Deans
June – July 2021
President makes preliminary budget allocations
July 1, 2021
FY2022 begins
July 2021
FY2022 operating budget adjustments are made based on final State Appropriation
July 2021
Final FY2022 budget is presented to Board of Trustees for approval

*Dates are approximate and subject to change by the Budget Office.

Finance and Treasurer

Dates FOR FY2021 will be shared as soon as they are finalized.

*Dates refer to initiation, completion, or submission (as appropriate) and are not subject to change without notification to and approval of the Provost/Vice President for Academic Affairs. Deadlines that fall on a Saturday or Sunday will be observed on the following business day unless otherwise noted.

Office of the Registrar

For AY 2020-2021 (Dates Subject to Change)

University Registrar

Visit the University Registrar for Important Dates

Office of Student Accounts

Visit the Office of Student Accounts for Payment Information and Deadlines

 

*Dates refer to initiation, completion, or submission (as appropriate) and are not subject to change without notification to and approval of the Provost/Vice President for Academic Affairs. Deadlines that fall on a Saturday or Sunday will be observed on the following business day unless otherwise noted.

Range Adjustment Program – AY2020-2021

Personnel Actions - Faculty

 

Range Adjustment Program- AY2020-21

Range adjustment applications may be filed and processed at any point in the academic year that the candidate believes he/she has met one of the criteria. Applications received within 90 calendar days of the end of the spring semester will not be processed until the succeeding academic year.

  1. Candidate’s application to Department Chair and Chair of DFRAC
  2. DFRAC’s written evaluation and recommendation forwarded to each candidate (within five working days)
  3. Written appeal by the candidate to DFRAC, if necessary (within five working days)
  4. Written response by DFRAC to candidate (within five working days)
  5. DFRAC forwards each candidate’s file to the Department Chair
  6. Department Chairperson’s written evaluation and recommendation forwarded to each candidate (within five working days)
  7. Written appeal by the candidate to the Department Chairperson, if necessary (within five working days)
  8. Written response by the Department Chairperson to the candidate (within five working days)
  9. Department Chairperson forwards each candidate file to the Dean
  10. Dean’s written evaluation and recommendation forwarded to each candidate (within five working days)
  11. Written appeal by the candidate to the Dean, if necessary (within five working days)
  12. Written response by the Dean to the candidate (within five working days)
  13. Dean forwards each candidate’s file to the VPAA
  14. VPAA’s written recommendation forwarded to each candidate (within 15 working days)
  15. VPAA forwards each candidate’s file to the President
  16. President informs each candidate of her recommendation (within 10 working days)

Tenure/5th Year Reappointments

All deadlines 4:30pm Eastern Time

September 03, 2021 Candidate Application due in Interfolio on by 4:30 PM
September 15, 2021 DPAC/LPAC/SPAC Recommendation due to applicant
September 24, 2021 DPAC/LPAC/SPAC Final recommendation due to applicant

Application forwarded to Chair or School Director for review (except in SON)
October 08, 2021 Department Chair/School Director recommendation due to applicant
October 15, 2021 Department Chair/School Director final recommendation due to applicant

Application forwarded to Dean for review
November 01, 2021 Dean recommendation due to applicant
November 08, 2021 Dean final recommendation due to applicant

Application forwarded to Provost for review
November 22, 2021 Provost recommendation due to applicant
December 3, 2021 Provost final recommendation due to applicant

Application forwarded to President
December 13, 2021 President recommendation to applicant
December 23, 2021 Action by Board of Trustees

Reappointment- 4th/3rd/2nd Year Reappointments (Including Part-time Permanent Faculty)

All deadlines 4:30pm Eastern Time

September 24, 2021 Candidate Application due in Interfolio on by 4:30 PM
October 4, 2021 DPAC/LPAC/SPAC Recommendation due to applicant
October 11, 2021 DPAC/LPAC/SPAC Final recommendation due to applicant

Application forwarded to Chair or School Director for review (except in SON)
October 22, 2021 Department Chair/School Director recommendation due to applicant
October 29, 2021 Department Chair/School Director final recommendation due to applicant

Application forwarded to Dean for review
November 12, 2021 Dean recommendation due to applicant
November 19, 2021 Dean final recommendation due to applicant

Application forwarded to Provost for review
December 3, 2021 Provost recommendation due to applicant
December 10, 2021 Provost final recommendation due to applicant

Application forwarded to President
December 17, 2021 President recommendation to applicant
December 23, 2021 Action by Board of Trustees

1st Year Faculty

February 2021
Department Chairs and PAC Chairs will arrange for a conversation with each of their first-year, tenure-track faculty member(s) to be completed no later than the end of February 2021. The goals are to:
  1. Assess the new faculty member’s progress and performance in his or her first year* and,
  2. Offer guidance and mentoring in anticipation of the new faculty member’s application for reappointment in the fall 2021 semester

* or his or her first semester for mid-year (January) hires

College/School Promotion and Special Contributions Promotions Procedures

Growth Promotions for Librarians III and Librarian II

All deadlines 4:30pm Eastern Time

January 21, 2022 Candidate Application due in Interfolio on by 4:30 PM
January 28, 2022 DPAC/LPAC/SPAC Recommendation due to applicant
February 4, 2022 DPAC/LPAC/SPAC Final recommendation due to applicant

Application forwarded to Chair or School Director for review (except in SON)
February 11, 2022 Department Chair/School Director recommendation due to applicant
February 18, 2022 Department Chair/School Director final recommendation due to applicant

Application forwarded to Dean for review
February 25, 2022 Dean recommendation due to applicant
March 4, 2022 Dean final recommendation due to applicant

Application forwarded to Provost for review
March 11, 2022 Provost recommendation due to applicant
March 18, 2022 Provost final recommendation due to applicant

Application forwarded to President
March 25, 2022 President recommendation to applicant
April 13, 2022 Action by Board of Trustees

Sabbatical Leave – AY2022-23 (Calendar to be provided by 8-31-21)

Librarian Range Adjustment Program- AY2021-22 (To be announced)

*Dates refer to initiation, completion, or submission (as appropriate) and are not subject to change without notification to and approval of the Provost/Vice President for Academic Affairs. Deadlines that fall on a Saturday or Sunday will be observed on the following business day unless otherwise noted.

Personnel Actions - Managerial/Professional Staff

The following pages on the Human Resources website outline the steps and schedules for evaluation and reappointment of Managerial and Professional Staff.

Managers – Evaluation and Reappointment

AFT Professional Staff – Evaluation and Reappointment

AFT Professional Staff – Performance-Based Promotion

Residence Halls

Winter Break Timeline*

The Winter Break Timeline is available at https://www.montclair.edu/residence-life/contact-us/

*Dates are subject to change

Schedule of Meetings

Meetings may begin on Wednesdays at 1:30 p.m. College/School meetings will begin at 4:00 p.m. Actual dates, times and locations for all meetings will be announced by the appropriate office.
September 2, 2020
Department and College/School Meetings
September 9, 2020
Graduate Council and Local 1904 AFT Meetings
September 11, 2020
Board of Trustees Meeting
September 16, 2020
University Senate Meeting
October 7, 2020
Department and College/School Meetings
October 14, 2020
University Day
October 21, 2020
Graduate Council and Local 1904 AFT Meetings
October 28, 2020
University Senate Meeting
October 30, 2020
Board of Trustees Meeting
November 4, 2020
Department and College/School Meetings
November 11, 2020
Graduate Council and Local 1904 AFT Meetings
November 18, 2020
University Senate Meeting
December 2, 2020
Department and College/School Meetings
December 9, 2020
Graduate Council and Local 1904 AFT Meetings
December 16, 2020
University Senate Meeting
December 21, 2020
Board of Trustees Meeting
January 20, 2021 (to be confirmed by individual group)
Graduate Council and Local 1904 AFT Meetings
January 27, 2021 (to be confirmed)
University Senate Meeting
February 10, 2021
Department and College/School Meetings
February 12, 2021
Board of Trustees Meeting
February 17, 2021
Graduate Council and Local 1904 AFT Meetings
February 24, 2021
University Senate Meeting
March 3, 2021
Department and College/School Meetings
March 17, 2021
Graduate Council and Local 1904 AFT Meetings
March 24, 2021
University Senate Meeting
April 7, 2021
Department and College/School Meetings
April 14, 2021
Graduate Council and Local 1904 AFT Meetings
April 16, 2021
Board of Trustees Meeting
April 28, 2021
University Senate Meeting
May 5, 2021
Graduate Council and Local 1904 AFT Meeting

May 12, 2021

President’s Address to the University Community (3:00 p.m.)

May 19, 2021
University Senate Meeting
June 22, 2021
Board of Trustees Meeting
July 20, 2021
Board of Trustees Meeting
Summer and Winter Sessions

The Winter 2021 schedule is available by clicking Winter Session 2021.