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Important dates and deadlines

Current academic deadlines such as adding and dropping courses are listed in the University Calendar.

Deadlines for awards depend on the type of award and vary year to year. Most departments should know what awards are available by September 1 and deadlines start about two weeks from that - though they vary somewhat from year to year.

  • UVic and federal awards such as NSERC: contact your department for its internal deadline.
  • Donor and alumni awards vary in number, timing and value. Get information from your department and Student Awards and Financial Aid.

Find dates and deadlines

Undergraduate and graduate students

Science Undergraduate Research Awards (SURA) Feb 15
Bob Wright Undergraduate Scholarship Awards Apr 30

Please refer to the University Calendar for additional student dates and deadlines.

Faculty and staff

Deadlines for submitting material to the dean’s office

Appointment/reappointment/promotion/tenure

Advance notice of faculty who will be seeking tenure and promotion effective July 1, 2015.

Sep 15

Unit recommendations on reappointment AND senior instructors continuing (Article 29).

Oct 15

Unit recommendations on tenure (Article 29).

Nov 15

Unit recommendations on promotion that will confer tenure (Article 29).

Nov 15

Unit recommendations on promotion (Article 29).

Jan 15

NOTE: Please refer to Appendix "G" of the Framework Agreement for ARPT departmental deadlines, which may vary from the above. The deadlines above are chairs' deadlines for submission to the dean.

Undergraduate curriculum changes - cycle 1

Deadline for submission of undergraduate curriculum changes to adeansci@uvic.ca and scieoff@uvic.ca.

Sep 12

Faculty of Science graduate awards

Applications due in dean's office

Sep 12
Graduate curriculum changes - cycle 1

Deadline for submission of graduate curriculum changes to adeansci@uvic.ca and scieoff@uvic.ca.

Sep 26

Study leave applications

Faculty should submit their applications electronically in Banner Workflow by September 30. Chairs/directors should submit their assessments to the Dean's office by October 31.

Study/administrative leave details.

Note:  Budgetary constraints may not permit all leave applications to be granted. Applicants' offices will likely need to house replacement appointments during their leave.

Oct 31

Graduate and undergraduate curriculum changes - cycle 2

Deadline for submission of curriculum changes to scieoff@uvic.ca.

Jan 9
Annual curriculum vitae and teaching dossier update
A PDF file should be emailed to sciedean@uvic.ca and scieoff@uvic.ca. Guidelines are available from the dean’s office. Jan 31
Science undergraduate research awards (SURA)
SURA award applications due in dean's office.

Feb 15

Annual report of external professional activities and conflict of interest

This report covers the period July 1 to June 30. A description of the nature and scope of all conflict of interest and external professional activity must be included in an annual form submitted to the member's chair/director on or before February 1.

Chairs/directors must file a personal annual general disclosure with the dean and a departmental summary by March 1. See Framework Agreement Article 68.0; 69.0; 69.4; 69.10.1. and annual report of external professional activities and conflict of interest.

Mar 1

Teaching, research and staff excellence awards
Nominations for awards due in dean's office. Mar 1
Merit
Recommendations due in dean's office. Mar 1
Lansdowne proposals

Proposals from eligible departments due in dean’s office. Note: A complete recommendation for appointment package must be forwarded to the dean well in advance of the intended visit.

Mar 15
Annual evaluation of chairs and directors

Each chair and director must submit a statement describing their personal scholarship, teaching and service record for assessment. The service record should include details about their performance as chair or director. A separate document giving details about the unit development and goals should also be submitted. (Note: Newly appointed academic administrators (July 1) will be expected to submit a statement of goals for approval by August 1 and in subsequent years participate in the annual May review.)

Mar 31
Bob Wright undergraduate scholarship awards
Award applications due in dean's office.

Apr 30

Report on external use of unit facilities

Per Policy BP3405 on the use of university facilities of academic departments by external organizations or individuals. The report should be submitted by the chair or director on behalf of the unit.

Apr 30
Annual review of non-tenured Faculty members and Assistant Teaching Professors in their intitial term

Refer to Framework Agreement Sec. 14 for non-tenured faculty and Assistant Teaching Professors in their initial three-year term. A copy of the chair's statement must also be sent to the dean.

May 15

Annual review of Assistant Teaching Professors in their reappointment term

Refer to Framework Agreement Sec. 14.3.3(a).  An annual review for Assistant Teaching Professors who have been reappointment to a four-year term must be submitted prior to the end of the second year of the reappointment term. A copy of the chair's statement must also be sent to the dean.

Leave without pay

There is no deadline. However, faculty and staff members should submit their requests well in advance of the proposed leave date if possible.

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Science Matters

Science Matters

Fall 2014


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