Timeline & Key Milestones

Below is a general planning framework for the upcoming Summer term (this playbook is updated annually by October 1).  A full list of each task can be viewed in PACE’s Summer Checklist

  • With the support of OIRA, PACE provides summer datasets to units so that they have the information they need to make data-driven decisions about summer scheduling. In addition to data, PACE provides guidance on building an optimal schedule for students’ needs and maximizing enrollment and thereby net tuition revenue.
  • PACE holds quarterly meetings with units to review prior summer enrollments and revenue and provide individualized guidance on the summer build.
  • PACE plans offerings and prepares budgets in collaboration with faculty, departments, and Dean’s offices for special programing such as Summer Academy.
  • Course build opens to departments (mid-October)
  • Faculty Recruitment – Departments and Dean’s office recruit faculty for summer courses.
  • Prior year budget conversations with Dean’s office.
  • Department access to course build closes; Dean’s offices review build (early November).
  • Associate Dean to send faculty a link to the Summer University website. PACE advises units on summer build to reach overall enrollment targets.
  • Associate Dean to send faculty a link to the list of preliminary summer course offerings on the Summer University website. The Summer University website has the most up-to-date list of courses for advisors to reference during spring student advising sessions.  It is our experience that many students make their spring and summer choices simultaneously, and they rely upon their advisor to help determine what summer courses are most appropriate.
  • Chief Officer sends email to students and their parents announcing Summer University courses and learning opportunities. Students often discuss summer course options with family over the Thanksgiving break, and this will go out shortly before the break begins.
  • Summer enrollment dashboards “live”.
  • Associate Dean to remind chairs and faculty to make summer course announcements in their spring courses.
  • Units send email to all students announcing Summer University registration opening date in late February/early March.
  • PACE works with units to identify instructors of record on summer courses listed as “Staff” (instructor yet to be assigned).
  • PACE begins summer faculty payroll calculation.
  • Initial budget sent to each academic dean’s office for review and input of faculty status, pay type, pay rates, and other course expenses.
  • Faculty who are teaching summer courses make announcements in their spring classes.
  • Approved budgets due back from each unit (early February).
  • Unit approved budgets sent to Faculty Services for review (early February).
  • Expanded section descriptions due in Banner (mid-February).
  • Faculty Services completes review of unit-approved payroll file (late February).
  • PACE begins hiring new faculty once unit and UVM Faculty Services reviews are completed. Summer faculty will be activated, receive a NetID, and have LMS access as soon as new hire requests are processed by UVM HR.
  • Weekly checks of “M” and “C” coded courses begins.
  • Deadline for units to identify faculty for summer courses (to replace Banner “Staff” placeholder) (March )
  • Summer registration opens (early March: Date listed on Registrar’s webpage).
  • Send email to students who are not on track to progress within their degree due to dropped courses/transfer requirements/additional major/minor requirements.
  • Faculty who are teaching summer courses make announcements in their spring classes.
  • Summer U Presentation/Conversation with Student Services Collaborative, Associate Deans, and University Communicators
  • Dean’s Office, student services staff, and faculty advisors discuss summer courses in anticipation of fall registration.
  • Deadline for new hires teaching in May (issuance of “not approved for hire” notices)
  • Deadline for Faculty contracts to be sent (3/31)
  • PACE begins sending weekly “Go/No-Go” reports to units to highlight low-enrolled courses that may need to be cancelled (through July).
  • New/returning Faculty hired and Net IDs activated to gain LMS access.
  • PACE begins hiring process for pre-approved teaching assistants (TAs) for courses that have met enrollment minimums. This will continue throughout summer prior to each summer course starts.
    • Send email to encourage students to enroll who are not on track to consider summer courses.
    • PACE coordinates with Office of Accessibility Services to send information to students about accommodation timelines and procedures for summer courses.