Academic Affairs

Work Calendar

Overview of the typical work calendar for Directors of Undergraduate Studies:

JUNE

Early June

First-year students begin book-bagging courses for fall registration.

Arrival from Academic Advising Center: Transfer credit evaluation forms for incoming transfer students, to be returned ASAP.

First week Notification from Academic Advising Center of newly declared majors. Assign advisors and notify Registrar.
Mid June Arrival from University Registrar's Office: Spring Audit Reports.
Third week Arrival from TCA&S: Teacher Course evaluation for Summer Session (SS) Term I for distribution to instructors.
Late June Advising of returning (i.e. readmitted) students for SS Term II.

JULY

First week

SS Term II opens. Class lists available online via STORM. Department or instructor can print them out.

Departmental Majors Handbook: update website(s).

Early July Arrival from Trinity College Academic Dean's office: Departments with courses that enroll a high percentage of first-year students or courses that require test scores for placement (languages, math, chemistry, biology, economics, writing) receive bookbag demand analysis for first-year students prior to registration.
Mid July

First-year Registration windows open.

Arrival from TCA&S: Potential graduates' Advisement Reports for certification of majors/minors/certificates for graduation, to be returned to 04 Allen Building by early August.

Late July Arrival from Admissions Office: E-mail request for list of Fall semester classes that prospective applicants can visit, due mid-August.

AUGUST

First week

Arrival in offices of the DUS, DGS, and Chair: Request for Summer Schedule of Courses, to be completed with the assistance of the DUS and returned to the Summer Session Office by the end of September.

University Registrar's Office's Departmental Schedule Validator (DSV) opens for schedule data input for upcoming spring courses. Valid schedule due back in early - mid September.

"Departmental Assistants and Registrar's Network" (DARN) meeting with Registrar's staff.

Arrival from TCA&S: Teacher Course evaluation for SS Term II for distribution to instructors.

Second week

Deadline for submitting to 04 Allen: September graduates' Advisement Reports and certification of completion of majors/minors requirements.

Arrival from Faculty Scholar Committee: Information about faculty scholar nominations due Mid September.

Third week

Arrival from TCA&S: Advising materials for returning and transfer students who will major in the department.

Deadline for submitting information to Admissions Office on Fall classes students may visit.

Late August

Orientation for incoming students: Advising of first-year students, returning students, and transfer students. (In some departments, instructor workshops coordinated.)

Fall classes begin. 1st day of class and earlier Class lists available online, via STORM. Can be printed out.

Fifth day of class Wait lists disappear at 5 p.m. Remind instructors to print out wait lists for their classes if they will want to consult them.

SEPTEMBER

Fifth day of class Deadline for submitting to Committee on Courses: Requests for approval of new or revised regular courses and coding for Special Topics courses (submit online) for the upcoming spring semester. See http://trinity.duke.edu/curriculum/course-development-resources
Second week of class Drop/Add ends at 5:00 p.m. on the last day of the second week of classes
Early September

Deadline for submitting Valid Spring Schedule through DSV.

Faculty Scholar application packets due. Early September Arrival from Admissions Office: Information regarding the scheduling of Blue Devil Departmental Fairs.

Second week Ask faculty to prepare course synopsis for spring courses.
Mid September

Deadline for submitting names of students who earned Graduation with Distinction for September graduation: to Dean Norman Keul's office, 011 Allen Building.

Independent Study lists due in the University Registrar's Office (including titles where appropriate).

Arrival from Office of the University Marshal: Request for Departmental graduation ceremony/reception information for Calendar of Events, due late October.

Arrival from TCA&S: Second round Potential December graduates' Advisement Reports for certification of majors/minors/certificates for graduation, to be returned to 04 Allen ASAP.

Meeting of DUSs and Trinity College Deans.

Third week Deadline for submitting to Summer Session Office, Bishop's House: Summer scheduling information.
End of third week of class Last day for changing a major in order to receive a PIN and advising in the area of class of the major for upcoming registration.
Late September

Arrival from Registrar's office via e-mail: Proof of Spring Course Schedule as PDF. Submit corrections within two weeks via DSV.

Arrival from University Registrar's Office: Tally of Fall course enrollments. Excel spread sheet sent via e-mail.

Notification from Academic Advising Center of newly declared majors. Assign advisors and notify Registrar.

OCTOBER

October 1 Deadline for submitting to the Committee on Curriculum: Requests for revisions (or establishment) of major, minor, or certificate requirements for inclusion in the next edition of the Undergraduate Bulletin. See http://trinity.duke.edu/curriculum
Early October

Deadline for submitting to Committee on Courses (online): Requests for approval of new or revised courses to be included in next edition of the Undergraduate Bulletin and/or courses to be dropped from it. (See http://trinity.duke.edu/curriculum/course-development-resources)

Information on registration available for distribution to advisors.

Early-Mid October DUSs send information on advising to majors.
Mid October

Deadline: Midterm grades to be submitted online to: University Registrar's Office (for all first-year students and upperclass students with D or F grades).

Majors Fair

DUSs begin planning departmental ceremony/reception for seniors graduating in May (Commencement weekend).

Dinner for DUSs hosted by Dean of Trinity College.

Mid-Late October Meeting of DUSs and Trinity College Deans.
Late October

Enter synopses, texts, and prerequisites of departmental/program courses for upcoming Spring semester via Synopsis tab in Department Center in STORM. (Monitor information on ACES closely.)

Advising for registration for spring.

Deadline for changes to be submitted to Summer Session for inclusion in the printed summer bulletin.

Deadline for submitting Calendar of Events information for commencement weekend to University Marshal's Office.

NOVEMBER

Late October / Early November Registration for spring. Drop/Add starts the day after Registration ends.
Mid November

Arrival from TCA&S: Teacher Course Evaluation forms for distribution to instructors. Due back early December.

Prepare next academic year teaching projections report for departmental teaching budget (some departments).

Send room requests for block exam classroom requests to Registrar's Office (some departments).

Registration ends. Drop/Add begins the day after Registration ends.

DECEMBER

December 1

University Registrar's office DSV opens for Fall Schedule Data Input. Valid Schedule due via DSV early February.

"DARN" meeting with Registrar's staff.

Early December

Final grade rosters available on STORM. Grades can be submitted electronically by instructors.

Undergraduate classes end.

TCA&S student course evaluations due in Assessment Office.

Arrival from TCA&S: First round of potential May graduates' Advisement Reports for certification of majors/minors/certificates for graduation so departments can notify students of deficiencies in meeting these requirements. Spreadsheet included.

Mid December

Deadline for submitting names of students who earned Graduation with Distinction for December graduation: to Dean Keul's Office.

Arrival from Admissions Office: Request for list of classes prospective students can visit in Spring term, to be returned 1st week of January.

JANUARY

Early January

Arrival from Academic Advising Center of newly declared majors. Assign advisors and notify Registrar.

Orientation: Advising of returning and transfer students.

Spring classes begin.

First day of class or before Class lists available online via STORM.
Fifth day of class

Deadline for submitting to Committee on Courses: Requests for approval of new or revised regular courses and coding for Special Topics courses (submit online) for the upcoming Fall or Summer semester. See http://trinity.duke.edu/curriculum/course-development-resources

Wait lists disappear at 5 p.m. Remind instructors to print out wait lists for their classes if they will want to consult them.

Early January

Deadline for submitting to 04 Allen: Second round of May graduates' Advisement Reports and certification of completion of majors/minors/certificates requirements, to be returned to 04 Allen ASAP.

Deadline: Submit to Admissions Office list of classes prospective students can visit in Spring semester.

Arrival from Admissions Office: Request for revision of Fact Sheet (departmental information sheet), to be returned by early February.

Arrival from TCA&S: Request to review final proof of front section of Undergraduate Bulletin page by mid January.

January 15 Deadline for submitting to Dean Wilson: Letter and budget for department graduation event requesting assistance with commencement expenses.
Mid January Independent Study lists due in the University Registrar's Office (including titles where appropriate).
Second week of class Drop/Add ends at 5:00 p.m. on the last day of the second week of classes.
End of third week of class Last day for changing a major in order to receive a PIN and advising in the area of class of the major for upcoming registration.
Late January

Meeting of DUSs and Trinity College Deans.

Arrival from Bulletins Office: Request to revise front section of Undergraduate Bulletin.

FEBRUARY

Early February

Arrival from Admissions Office: Follow-up information and request for help with Blue Devil Days.

Notification from Academic Advising Center of newly declared students. Assign advisors and notify Registrar's Office.

Arrival from Associate Dean in charge of graduation with distinction of letter providing exact date of deadline for submitting for May graduation ceremonies the names of students who earned Graduation with Distinction.

Deadline for submitting electronically to University Registrar's Office: Valid Fall Schedule through the DSV.

Arrival from Dean Walther’s Office: Reminder about updating Courses section of Bulletin to be revised and returned by early March.

Arrival from TCA&S: Second round of potential May graduates' Advisement Reports for certification of majors/minors/certificates for graduation, to be returned to 04 Allen ASAP.

Arrival from Admissions Office: Request for revision of "academic card" for Admissions Viewbook, to be returned by late February.

Mid-semester grade rosters available online.

Mid February

Deadline: Midterm grades due in online (for all first year students and upperclassmen with D or F grades).

Ask faculty to prepare course synopsis for fall courses.

Late February

Arrival from Summer Session Office: Form to be used for independent study during the following summer terms, to be returned to the Bishop's House when filled out, so that course registration can be completed.

Registration begins for summer terms.

Arrival from University Registrar's office via e-mail: Proof of Fall Course Schedule as PDF. Submit corrections within a week via DSV.

MARCH

Early March

Deadline for submitting to Dean Thomas’ Office: Revision of department's front section of Undergraduate Bulletin.

Majors' PIN numbers and information on registration available online for distribution to advisors.

DUSs and Assistants send information on advising to majors.

 

Mid March Advisement reports available on STORM for registration advising.
Late March

Advising for registration for Summer terms and Fall semester. ACES bookbags open.

Enter synopses, texts, and prerequisites of department/program courses for upcoming Fall semester via Synopsis tab in Department Center in STORM. Monitor information on ACES closely.

Meeting of DUSs and Trinity College Deans.

APRIL

Late March/early April Registration for Fall semester and continuing for Summer terms.
Early April

Arrival from TCA&S: Teacher/Course Evaluation forms for distribution to instructors.

Send room requests for block exam classroom requests to Registrar's Office (some departments).

Arrival from Dean Walther’s Office: Reminder to review and revise second (and final) round of proofs of Courses section for Undergraduate Bulletin due in mid April.

Mid April

Registration ends. Drop/Add begins the day after Registration ends.

Blue Devil Days

Final grade rosters available online. Grades for seniors must be submitted within twenty four hours of the examination; a delay may result in students' not graduating on time.)

Late April

Deadline for submitting to Dean Keul the final list of students who have earned Graduation with Distinction for May graduation.

TCA&S student evaluations for Spring semester due to Assessment Office.

MAY

Early May Request from Admissions Office for list of Summer classes that prospective students can visit.
Commencement Weekend Department/Program receptions for graduating seniors and parents; University reception for graduating seniors and parents. Commencement exercises.
Day after graduation Reserve department's site for graduation reception for following year.
Early May Staff internal evaluations done.
2nd week Arrival from TCA&S: List of returning students who will major in the department and who have been readmitted to begin study in the summer. Advising of returning students for SS Term I.
3rd week SS Term I opens on Thursday following Commencement. Class lists available online via STORM.
Late May-July Updating of departmental handbook / website for majors.