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Calendar
2023
October
- SU
- MO
- TU
- WE
- TH
- FR
- SA
Thursday
October 26
Spring 2024 Final Exam request website goes live Scheduling/ClassroomsExpired
Friday
November 10
Veterans Day (observed) HolidayExpired
Tuesday
November 14
CoC meeting Catalog/COCExpired
Friday
November 17
d’Arbeloff Fund Selection Committee meets Curriculum Development FundsExpired
MacVicar Nominations Due MacVicarExpired
Post the IAP / Spring 2024 class schedule CSB PDF goes live on website Scheduling/ClassroomsExpired
Deadline for flagging subjects and instructors and adding questions for end-of-term evaluations WTW & Subject EvaluationExpired
Wednesday
November 22
Drop Date GradesExpired
Thursday
November 23
Thanksgiving HolidayExpired
Friday
November 24
Institute Holiday HolidayExpired
Friday
December 1
Program changes due for 2023-22 Bulletin; HASS, CI subject proposals due Catalog/COCExpired
Begin running Spring tuition RegistrationExpired
Pre-registration for IAP and Spring opens RegistrationExpired
Monday
December 4
Online Grading Opens GradesExpired
Opening of End-of-Term Subject Evaluation period at 9am WTW & Subject EvaluationExpired
Wednesday
December 13
Last day of classes RegistrationScheduling/ClassroomsExpired
Thursday
December 14
Confirm early ad hoc classrooms reservations for Spring 2024 Scheduling/ClassroomsExpired
Monday
December 18
Final Exam Week Scheduling/ClassroomsExpired
Closing of End-of-Term Subject Evaluation period at 9am WTW & Subject EvaluationExpired
Tuesday
December 19
Fall Grade Deadline without exams GradesExpired
Final Exam Week Scheduling/ClassroomsExpired
Wednesday
December 20
Final Exam Week Scheduling/ClassroomsExpired
Thursday
December 21
Final Exam Week Scheduling/ClassroomsExpired
Friday
December 22
Final Exam Week Scheduling/ClassroomsExpired
2024
Monday
January 8
First day of IAP classes RegistrationExpired
IAP pre-registration closes. IAP Add/Drop opens. RegistrationExpired
Spring Pre-registration deadline RegistrationScheduling/ClassroomsExpired
MIT to Harvard Cross Registration Starts RegistrationExpired
Tuesday
January 9
All Day
COC (Subject to Change) Catalog/COCExpired
Wednesday
January 10
Fall Grade Deadline due for subjects with final exams GradesExpired
Thursday
January 11
All Day
COC (Subject to Change) Catalog/COCExpired
Fall term summaries available to depts. GradesExpired
Run Fall term summaries & freshman hidden grade reports GradesExpired
Evaluation results published WTW & Subject EvaluationExpired
Monday
January 15
Martin Luther King, Jr. Day HolidayExpired
Tuesday
January 16
All Day
COC (Subject to Change) Catalog/COCExpired
GAP Meeting GradesExpired
Wednesday
January 17
CAP Grades Meetings GradesExpired
Thursday
January 18
All Day
COC (Subject to Change) Catalog/COCExpired
CAP Grades Meetings GradesExpired
Tuesday
January 23
All Day
COC (Subject to Change) Catalog/COCExpired
Wednesday
January 24
CAP Deferred Action GradesExpired
Student schedules run / CI-H/W class lists filled / sections appear on pre-reg class lists RegistrationExpired
Thursday
January 25
All Day
COC (Subject to Change) Catalog/COCExpired
Saturday
January 27
Confirm all Standing programs for the Summer 2024 semester Scheduling/ClassroomsExpired
Monday
January 29
Online Registration and Add/Drop opens. Harvard cross-registration begins RegistrationExpired
Wednesday
January 31
Updates to department pages due for 2023-24 Bulletin Catalog/COCExpired
Friday
February 2
Last day of IAP Classes. Reg Week ends. RegistrationExpired
Post the GIR Semester Semester Exam schedule for Spring 2024 Expired
Friday
February 9
Registration Deadline (without penalty) RegistrationExpired
Friday
February 16
Final exam requests due for Spring 2024 Expired
Tasks
Project
Catalog
0
Completed Tasks
7
Active Tasks
0
Messages
MARTHA
- Run catalog-scheduling discrepancies report regularly. Work with departments to align the offered status of subjects with scheduling.
MARTHA
- Make sure any pending CoC petitions for seniors are ready for review/sign-off by the December CoC meeting.
PAM | ALISON | MARTHA
- Follow up with departments regarding substantial changes to programs. Review and prepare changes for review by CoC during January.
PAM | ALISON
- After fall grade submission deadline, ask Piero for fall term subject evaluation data on "time spent" on undergraduate subjects.
PAM | ALISON | MARTHA
- Follow up with departments on editorial changes to programs and department pages.
PAM | ALISON | MARTHA
- Edit, standardize, and prepare for CoC/CGP (if necessary) editorial changes to department pages.
PAM | ALISON | MARTHA | GEN | KATHLEEN
- Monitor issues / proposals moving through multiple committees via interaction with other staff to faculty committees.
None
Project
Curriculum Development Funds
0
Completed Tasks
1
Active Tasks
0
Messages
GEN | SARAH | KARA
- d'Arbeloff Fund Selection Committee meets
Project
Database
0
Completed Tasks
7
Active Tasks
0
Messages
NATE
- Run ID assignment process daily to set up new students on MITSIS. Resolve possible matches.
DAVE
- Set up start and end dates for Housing Addresses (HO) for the Spring term on SGTGPTRM. Run SPPPETAL to pick up changes in current term and to start loading future (IAP and Spring) addresses.
DAVE
- Update faculty/staff and student email addresses before registration opens.
DAVE
- Set Housing Office (HO) term on SGTGPTRM to give the default date for TR1 addresses coming from housing system.
PHILIP
- Clean up problem addresses before registration opens.
PHILIP
- Check for eligible students with NONE PROJ NDG and fix.
PHILIP
- Identify eligible students with three Courses, review and fix.
Project
Degrees
0
Completed Tasks
23
Active Tasks
0
Messages
CHARLIE
- Send email to academic administrators regarding the opening of degree applications for June (end Nov).
PHILIP
- Set up degree tracking to open for May applications when pre-registration opens.
MEGHAN
- Publish Dates and Deadlines for May graduation on the website.
CHARLIE
- Email each applicant who 1) is not a candidate or 2) is a candidate but deficient in units, CI, HASS concentration forms, or physical education. Follow up with students who have not responded.
PATTY
- Follow up with students deficient with the CR and HASS.
DAVE | PETER H.
- The week before pre-registration opens, run degree audit refresh and check; fix students' records.
PHILIP
- Contact SHASS and departments to check on minors.
RI | CHARLIE | MARTI
- Review candidates/applicants with deficiencies. Contact students and departments about coming off the degree list.
DAVE | PETER H.
- Run degree audit refresh check in mid-January to ensure degree candidate conditions are updated for IAP term summaries.
CHARLIE | MARTI
- Remove the candidate condition in Degree Tracking as students come off the degree list.
MARTI
- Run Final Degree List. Send copies to graduate administrators and Graduate Dean.
PHILIP
- Send copies of Final Degree List to undergraduate administrators, HASS, CI, and Physical Education.
MARTI
- Confirm with SFS that degree holds must clear for CAP/GAP degree meetings.
PETER H.
- Check with OSSC about any students returning from disciplinary sanction who may be trying to graduate.
PETER H.
- Confirm with FSILG office that degree holds must clear by CAP/GAP degree meetings.
MARTI
- Run a list of late degree adds for SFS.
PHILIP
- Email degree candidates who are on hold about clearing any financial obligations.
MARTI
- Pull a list of prior financial holds to see if they are cleared.
PHILIP
- Update June degree timeline and send to undergraduate administrators.
PETER H.
- Compile recipient lists for February digital diploma distribution. Send informational email about digital diplomas to those on February degree list.
PETER H.
- Send invitations via Hyland portal to February recipients inviting them to download Blockcerts wallet app.
PETER H.
- Issue digital diplomas on February degree award date.
PETER H.
- Send follow up message after degree award date to February recipients who have not yet downloaded the Blockcerts wallet app.
Project
Grades
0
Completed Tasks
24
Active Tasks
0
Messages
RECORDS
- Execute test plan to check OGS functionality.
PETER H.
- Send email to academic administrators regarding opening of online grading and grade submission deadlines.
ROSANNE
- Send email to IS&T outlining end-of-term production schedule.
ROSANNE
- Log ticket to fix Harvard subject gradesheets.
PETER H.
- Set up Fall grading periods for any special HST and EMBA subjects which run into Spring term.
PETER H.
- Set up Fall grading period for gradesheets that should not be visible to departments (i.e., URW or URN). Shift applicable gradesheets from default grading period to non-visible grading period.
PETER H.
- Check that any subjects activated late in SSASUSUB for registration are added to the default grading period before grade sheets are loaded.
DAVE
- Do not display grades on WebSIS until after 9:00 am on Monday of the final exam period. This will allow students to complete subject evaluations before viewing their final grades.
NATE
- Post messages on Parchment site and Registrars website regarding the display of Fall grades and/or February Degrees on transcripts.
PETER H. | DAVE
- Review delivery list for term summaries.
PETER H. | DAVE
- Test Fall term summaries.
PETER H. | RI
- Run list of freshmen in 8.01L who have passed 3 subjects of 9 or more units.
SHIRLEY
- Enter X's on O grades. Ri will pull list for SSS once grades are posted.
RI | PETER H.
- Run report to identify students for whom votes from last completed term must be written in on term summaries.
PETER H.
- Notify departments when digital term summaries are available to download.
DAVE
- Run back-up term summaries. Run final term summaries. Run URM term summaries for OME. Run two copies of first year term summaries for OFY.
PETER H.
- Hand-enter late grades onto copies of term summaries for Ri (CAP) and Marti (GAP).
PETER H.
- Check if any departments need non-standard IAP grading periods.
PETER H.
- Set up IAP grading periods in OGS including grade sheet due dates. Set up grading period for gradesheets that should not be visible to departments (i.e., URW or URN). Shift applicable gradesheets from default grading period to non-visible grading period.
PATTY
- Prepare for CAP. Run AMS lists and email students who should submit petitions.
PATTY
- Send messages to students who are behind (copy advisors and departments) - remind them that their names will be forwarded to the CAP.
PATTY
- Provide Ri and Jocelyn Heywood with the final list of CR-related votes following CAP Deferred Action.
PETER H.
- Place any GAP votes on current term.
DAVE | PETER H. | NATE
- Check transcript grade assign (TC) and transcript degree release (TD) dates in SFRSECDR form for Fall, IAP, and Spring terms.
Project
MacVicar
0
Completed Tasks
2
Active Tasks
0
Messages
NICOLE | PIERO | KATHLEEN
- Coordinate Advisory Committee membership and meeting date
PIERO | NICOLE
- Review nomination materials for completion and create secure Dropbox for review
Project
Registration
0
Completed Tasks
19
Active Tasks
0
Messages
PHILIP
- Run repeated subject process after Drop Date and again after last day of classes.
PETER H. | MEGHAN | DAVE
- Prepare Registrar and WEBSIS web pages for pre-registration.
PETER H. | MEGHAN
- Prepare updated registration instructions for website to reference Spring registration rather than fall.
DAVE
- Manage test of pre-registration.
DAVE
- Cross-Check dates in SFRSECDR and SGTGPTRM to insure that all codes/dates appear.
DAVE
- Before pre-registration begins, verify that the "CI" code exists in SFRSECDR.
PHILIP
- Manage test of online registration, add/drop, cross-registration and enrollment tools.
PETER H.
- Send email to academic administrators announcing the opening of pre-registration, for forwarding to students.
TOM | MEGHAN
- Update list of CI-H/HW subjects on site before Spring pre-registration opens.
PATTY
- Before pre-registraion closes, email students (via AMS) to remind them to pre-register for CI subjects.
PATTY
- Following the pre-registration deadline, email students (via AMS) to remind them to register for CI subjects.
PETER H.
- Send email to departments reminding them about the availability of enrollment tools| particularly for IAP lotteried subjects. Remind them to designate subjects before pre-reg opens.
PETER H. | PHILIP
- Coordinate reservations process for appropriate CI-H subjects for students in FYLCs and Scheller Teacher Education Program. Make reservations after pre-registration closes and before scheduling algorithm is run.
KATHLEEN | PATTY
- Request list of writing advisors from WRAP. Adjust caps for CI-H sujects after pre-registration closes and before scheduling algorithm is run.
SHIRLEY
- After tuition is assessed for Spring term reverse student life fee charge for MIT students in LGO.
PETER H.
- Send email to departments reminding them that advisor assignments must be up-to-date for online registration and add/drop. Also, that instructor assignments must be up-to-date for class list access and correct routing of add/drop requests.
MARTI
- Send email to academic administrators outlining graduate thesis procedures for IAP.
MARTHA
- To make sure students can enter any offered subject through online registration or add/drop, confirm with departments that all offered IAP and Spring subjects reflect the correct terms offered in Subject Term Planning and Subject Classroom Planning and have been reported to Wayne either with a schedule or as a TBA subject. Follow up to resolve discrepancies between "offered not scheduled" and "scheduled not offered" subjects prior to the opening of the registration period.
CHARLIE
- Compile a list of students who have successfully petitioned for an advanced standing exam. Include students who petitioned, but who were not eligible to take an ASE. Process updates to list until exams are completed.
Project
Schedules / Classrooms
0
Completed Tasks
19
Active Tasks
0
Messages
WAYNE
- Develop timeline for UniTime scheduling process for Fall 2024.
ROSANNE
- Log ticket with IS&T to restart classrooms server to reflect daylight savings time.
PETER B.
- Review classrooms in UniTime for Summer 2024 and make any appropriate adjustments.
WAYNE
- Develop/publish Fall semester conflict exam schedule after Drop Date. Compare actual schedule to conflict data collected earlier in the term with regard to number of exams and specific subjects offering conflicts, and forward results to Pam.
PAM | PETER B.
- Provide Brian with any updated contact information (home and cell phone) for inclusion in the general announcement about emergency closings due to weather, which is sent by Facilities in late November.
KATIE | SUSANNE
- Contact departments regarding final exam requests for Spring.
WAYNE
- Continue to process changes to the IAP and Spring semester schedules in UniTime to ensure the online subject listing is up-to-date.
WAYNE | PAM
- Review emergency snow closing procedures and scenarios.
PAM | MEGHAN
- Coordinate preparation of web pages for publication in the event of a closing or delayed opening during final exam week; contact News Office to verify that everything is in place to publicize final exam information on the MIT home page.
MEGHAN
- Publish link to final exam schedule on Registrars website Announcement page on the last day of classes.
PETER B
- Send final exam campus construction noise letter to Monica Lee in Facilities four weeks before final exam period
PETER B
- Send final exam preparation letter to DAPER and CAC four weeks before final exam period
PETER B
- Finalize layout for final exams conducted in non-classroom exam venues.
PETER B
- Monitor renovation work in classrooms and advise of any issues/concerns, particularly for rooms that are scheduled to be back in service for the Spring term.
WAYNE | SUSANNE | KATIE | MARTHA
- Review final exam procedures for non-classroom venues. Set up non-classroom venues for final examinations daily as directed during exam period using layouts prepared by Peter B.
WAYNE
- Set up the large exam sites with easels and sandwich boards. Place the signage for directions to the large venues on Monday, December 18, at 6:00 AM. Breakdown exam sites on Thursday, December 22, and return same items.
WAYNE
- Open the Academic Sessions in UT for IAP 2025 (January 5) and Spring 2025 (February 5).
WAYNE | KATIE | SUSANNE
- Enter late-requests for Spring final exams and post appropriately.
PAM
- Update composite spreadsheet to show fall stats regarding final exams and grades and forward to Brian. (Documentation for compiling this information is on the shared drive - updated summary forwarded during IAP.)
Project
Subject Evaluation/WTW
0
Completed Tasks
11
Active Tasks
0
Messages
PIERO | NICOLE | JULIA
- Run error-checking after WTW closes and send reports to SE coordinators.
NICOLE | MEGHAN
- Develop marketing and communication materials.
NICOLE | PIERO | JULIA
- Add CR questions to CI subjects.
NICOLE | PIERO | JULIA
- Add WRAP Instructors to CI subjects.
NICOLE | MEGHAN | JULIA
- Flip the SE website for window open and close.
NICOLE | PIERO | JULIA
- Send email reminders (opening of SE period, reminders, last chance).
MEGHAN
- Update online announcements and social media while SE is open.
PIERO
- Run daily response rate and status checks.
PIERO | NICOLE | JULIA
- Monitor sehelp emails for issues.
PIERO
- Run final screening of results before publishing.
PIERO | NICOLE | JULIA
- Publish evaluation reports.