2010 HODs Diary of Annual Events and Activities
January February March April May June July August September October November December
January 2010
| Specific | On-going | |
|---|---|---|
| 1 | New Years Day | |
| 2 | Day after New Year | |
| 3 | ||
| 4 | Day after New Year’s Day Observed | Applications open for Internationalisation of the Curriculum Initiative Grants, International Office |
| 5 | Summer School begins | |
| 6 | December 2009 financial reports distributed in first week of January | |
| 7 | ||
| 8 | ||
| 9 | ||
| 10 | Fringe Benefit Tax return due to Financial Services Division PCard statements due back to Financial Services Division | Applications for Final Examination Only enrolment in Summer School papers must reach the Student Records Office by this date Applications for entry to Health Sciences Professional Programmes Special Examinations must reach the Examinations Office by this date |
| 11 | Students may collect Second Semester and Full Year 2009 examination scripts from departments from this date | |
| 12 | ||
| 13 | ||
| 14 | ||
| 15 | Application closing date for alternative arrangements for final examinations at Summer School, Disability Information and Support Closing Date for registration for Returning Students taking only first semester or full year papers in 2010 | |
| 16 | ||
| 17 | ||
| 18 | ||
| 19 | ||
| 20 | PDR Committee | |
| 21 | Human Ethics Committee | |
| 22 | Otago Bulletin distributed | |
| 23 | ||
| 24 | ||
| 25 | Wellington Anniversary Day | |
| 26 | Institutional Biological Safety Committee | |
| 27 | Job Evaluation Committee | |
| 28 | ||
| 29 | ||
| 30 | ||
| 31 |
February 2010
| Specific | On-going | |
|---|---|---|
| 1 | Corporate Systems Steering Group Meeting | Effective date for approved promotions and progressions for staff Closing date for Examinations Office to receive master copies of examination papers for Summer School |
| 2 | Staffing Advisory Committee | Term 1 begins for Primary & Intermediate schools, and Secondary & Composite schools |
| 3 | Board of Undergraduate Studies | |
| 4 | Board of Graduate Studies | January 2010 financial reports distributed in first week of February |
| 5 | Otago Bulletin distributed | January 2009 Financial Reports distributed |
| 6 | Waitangi Day | |
| 7 | ||
| 8 | Hazardous Substances and Radiation Committee Internationalisation Committee | Summer School Failed Terms lists to Student Records Office |
| 9 | Meeting of the University Council | |
| 10 | Animal Ethics Committee, Dunedin Job Evaluation Committee Research Committee PCard statements due back to Financial Services Division Summer School and Continuing Education Committee | |
| 11 | Research Committee meeting Summer School Board meeting | |
| 12 | Summer School lectures cease | |
| 13 | Summer School examination period begins | |
| 14 | ||
| 15 | ||
| 16 | ||
| 17 | PDR Committee | |
| 18 | Human Ethics Committee Animal Ethics Committee, Christchurch | Summer School examination period ends |
| 19 | Otago Bulletin distributed | First Semester Course Approval (ends 23 February) Last day for students to collect Second Semester and Full Year 2009 examination scripts from departments, or view scripts in departments |
| 20 | Residential Colleges open for the year | |
| 21 | ||
| 22 | First Semester Course Approval Departments should now dispose of remaining Second Semester and Full Year 2009 examination scripts | |
| 23 | Institutional Biological Safety Committee Graduate Research Committee College Sports Day, Recreation Services | First Semester Course Approval |
| 24 | Meeting of the Senate Job Evaluation Committee | All Summer School results uploaded by 5pm Semester 1 International Orientation starts |
| 25 | Committee for the Advancement of Learning and Teaching | All proof into Student Records Office by 12pm |
| 26 | Preliminary lectures held Pacific Welcome, Pacific Islands Centre | Semester 1 International Orientation ends |
| 27 | ||
| 28 |
March 2010
| Specific | On-going | |
|---|---|---|
| 1 | Corporate Systems Steering Group Meeting | First Semester lectures begin Summer School candidates may apply for a recount of results , or view an examination script in the department from this date Applications for Final Examination Only enrolment in First Semester and Full Year papers must reach the Student Records Office by this date |
| 2 | Staffing Advisory Committee | February 2010 financial reports distributed in first week of March |
| 3 | Board of Undergraduate Studies | February 2010 financial reports distributed in first week of March |
| 4 | Board of Graduate Studies | |
| 5 | Otago Bulletin distributed | |
| 6 | ||
| 7 | ||
| 8 | Internationalisation Committee | |
| 9 | Meeting of the University Council | Documentation regarding the Academic Promotion Round (effective from 1 February 2011) available |
| 10 | Animal Ethics Committee, Dunedin Job Evaluation Committee Research Committee Summer School and Continuing Education Committee PCard statements due back to Financial Services Division Information Technology Advisory Committee (ITAC) | |
| 11 | ||
| 12 | Equipment Advisory Committee | Te Oranga Hui/Freshers Hui, Maori Centre |
| 13 | Te Oranga Hui/Freshers Hui | |
| 14 | ||
| 15 | Animal Ethics Committee, Wellington | |
| 16 | Quality Advancement Committee | |
| 17 | PDR Committee Distance Learning Committee | |
| 18 | Human Ethics Committee | |
| 19 | Human Ethics Committee meeting Health Sciences Divisional Board meeting | |
| 20 | ||
| 21 | ||
| 22 | Otago Anniversary Day (observed by the Dunedin Campus on 6 April) | Heads of Department receive from the Human Resources Division, guidelines and lists of Senior Lecturers and Senior Research Fellows eligible for salary review |
| 23 | Institutional Biological Safety Committee | |
| 24 | ||
| 25 | Committee for the Advancement of Learning and Teaching | |
| 26 | Closing date for applications for recounts for Summer School papers | |
| 27 | ||
| 28 | ||
| 29 | ||
| 30 | Graduate Research Committee | |
| 31 | Meeting of the Senate |
April 2010
| Specific | On-going | |
|---|---|---|
| 1 | Lecture Theatre and Timetables Committee Meeting Otago Bulletin distributed | Second Semester applications open for Residential Colleges and University-Managed Flats (International) open Term 1 ends for Primary & Intermediate schools, and Secondary & Composite schools |
| 2 | Good Friday | Mid-semester break begins |
| 3 | ||
| 4 | ||
| 5 | Easter Monday | |
| 6 | Otago Anniversary Day (observed on the Dunedin Campus) | |
| 7 | Board of Undergraduate Studies | March 2010 financial reports distributed in first week of April |
| 8 | Board of Graduate Studies | |
| 9 | ||
| 10 | PCard statements due back to Financial Services Division Fringe Benefit Tax returns due to Financial Services Division | |
| 11 | ||
| 12 | Internationalisation Committee, Corporate Systems Steering Group Meeting | First Semester resumes Students may collect Summer School examination scripts from departments from this date |
| 13 | Meeting of the University Council Information Technology Advisory Committee (ITAC) | |
| 14 | Animal Ethics Committee, Dunedin Job Evaluation Committee Research Committee Summer School and Continuing Education Committee | |
| 15 | ||
| 16 | Otago Bulletin distributed | |
| 17 | ||
| 18 | ||
| 19 | Term 2 begins for Primary & Intermediate schools, and Secondary & Composite schools | |
| 20 | ||
| 21 | PDR Committee | |
| 22 | Human Ethics Committee | |
| 23 | ||
| 24 | Academic Divisional Budget Review due to Financial Services Division | |
| 25 | ANZAC Day | |
| 26 | ||
| 27 | Institutional Biological Safety Committee Graduate Research Committee Committee for the Advancement of Learning and Teaching | |
| 28 | Meeting of the Senate Job Evaluation Committee | |
| 29 | ||
| 30 | Otago Bulletin distributed |
May 2010
| Specific | On-going | |
|---|---|---|
| 1 | Application closing date for alternative arrangements for final examinations, Semester 1, Disability Information and Support | |
| 2 | ||
| 3 | Corporate Systems Steering Group Meeting | Closing date for Examinations Office to receive master copies of examination papers for the First Semester |
| 4 | Staffing Advisory Committee | |
| 5 | Board of Undergraduate Studies | |
| 6 | Board of Graduate Studies | Closing date for applications and recommendations for academic promotions (as part of the Academic Promotion Round) to be received by Human Resources Division |
| 7 | Maori Pre-Graduation, Maori Centre Equipment Advisory Committee | |
| 8 | Graduation Ceremony (Degrees and diplomas in Applied Science, Consumer and Applied Sciences, Physical Education, Science, Surveying) | |
| 9 | ||
| 10 | Internationalisation Committee PCard statements due back to Financial Services Division Information Technology Advisory Committee (ITAC) | |
| 11 | University Council | |
| 12 | Animal Ethics Committee, Dunedin Job Evaluation Committee Research Committee | |
| 13 | ||
| 14 | Otago Bulletin distributed | |
| 15 | Graduation Ceremony (Degrees and diplomas in Commerce, Tourism and Law) | |
| 16 | ||
| 17 | Hazardous Substances and Radiation Committee | |
| 18 | ||
| 19 | PDR Committee Distance Learning Committee | |
| 20 | Human Ethics Committee Meeting | |
| 21 | Maori Pre-Graduation, Maori Centre | Closing date for Internationalisation of the Curriculum Initiative Grants, International Office Last day for students to collect Summer school examination scripts from departments, or view scripts in departments |
| 22 | Graduation Ceremony (Degrees and diplomas in Arts, Education, Music, Teaching, Theology, Biomedical Science, Health Sciences, Medicine, Dentistry, Medical Laboratory Science, Pharmacy, Physiotherapy) | |
| 23 | ||
| 24 | Departments should now dispose of Summer School examination scripts | |
| 25 | Institutional Biological Safety Committee Graduate Research Committee | |
| 26 | Meeting of the Senate Job Evaluation Committee | |
| 27 | Budget Review presented at Finance and Budget Committee Meeting Committee for the Advancement of Learning and Teaching | |
| 28 | Otago Bulletin distributed | |
| 29 | ||
| 30 | Second Semester applications closed for first round of offers for Residential Colleges | |
| 31 | First Semester Failed Terms lists to Student Records Office |
June 2010
| Specific | On-going | |
|---|---|---|
| 1 | ||
| 2 | Board of Undergraduate Studies | |
| 3 | Board of Graduate Studies | May 2010 financial reports distributed in first week of June |
| 4 | Lectures cease | |
| 5 | ||
| 6 | ||
| 7 | Queen’s Birthday | |
| 8 | Meeting of the University Council Budget Review Presented at Council | Mid-year examination period begins External ACC audit scheduled to start, Health and Safety |
| 9 | Animal Ethics Committee, Dunedin Research Committee Summer School and Continuing Education Committee | |
| 10 | PCard statements due back to Financial Services Division | |
| 11 | Otago Bulletin distributed | |
| 12 | ||
| 13 | ||
| 14 | Corporate Systems Steering Group Meeting Internationalisation Committee | |
| 15 | Quality Advancement Committee | Registration for Second Semester closes (all new registrations for Second Semester must be received by this date) |
| 16 | Job Evaluation Committee Information Technology Advisory Committee (ITAC) | |
| 17 | Human Ethics Committee | |
| 18 | ||
| 19 | ||
| 20 | ||
| 21 | ||
| 22 | Institutional Biological Safety Committee | |
| 23 | PDR Committee | |
| 24 | Committee for the Advancement of Learning and Teaching | Mid-year examinations end |
| 25 | Otago Bulletin distributed | |
| 26 | ||
| 27 | ||
| 28 | Animal Ethics Committee, Wellington | |
| 29 | Graduate Research Committee Meeting | |
| 30 | Meeting of the Senate Job Evaluation Committee | Closing date nominations to Royal Society Medals and Awards |
July 2010
| Specific | On-going | |
|---|---|---|
| 1 | Lecture Theatre and Timetables Committee | All First Semester results uploaded by 5pm Closing date Early Career and Distinguished Researcher Awards |
| 2 | Term 2 ends for Primary & Intermediate schools, and Secondary & Composite schools All proofs returned to the Student Records Office by 12pm | |
| 3 | June 2010 Financial reports due out in first week of July | |
| 4 | ||
| 5 | Corporate Systems Steering Group Meeting | Students may apply for recounts of results, or view examination scripts in departments for First Semester papers from this date |
| 6 | Staffing Advisory Committee | |
| 7 | Board of Undergraduate Studies | Semester 2 International Orientation starts |
| 8 | Board of Graduate Studies Animal Ethics Committee, Christchurch | |
| 9 | Otago Bulletin distributed | University Science Festival Expo St David’s Semester 2 International Orientation ends |
| 10 | PCard statements due back to Financial Services Division Fringe Benefit Tax returns due to Financial Services Division | University Science Festival Expo St David’s |
| 11 | ||
| 12 | Internationalisation Committee | Second Semester lectures begin |
| 13 | Meeting of the University Council | |
| 14 | Animal Ethics Committee, Dunedin Information Technology Advisory Committee Job Evaluation Committee Research Committee Summer School and Continuing Education Committee | |
| 15 | ||
| 16 | Human Resources Division write to eligible Senior Lecturers and Senior Research Fellow advising of outcome of annual performance and salary review | |
| 17 | ||
| 18 | ||
| 19 | Term 3 begins for Primary & Intermediate schools, and Secondary & Composite schools | |
| 20 | ||
| 21 | PDR Committee | |
| 22 | Human Ethics Committee | |
| 23 | Otago Bulletin distributed Equipment Advisory Committee | EFTs template for 2011 to Academic Divisions (to be returned by August 6) |
| 24 | ||
| 25 | ||
| 26 | ||
| 27 | Institutional Biological Safety Committee Graduate Research Committee | |
| 28 | Meeting of the Senate Job Evaluation Committee | |
| 29 | Committee for the Advancement of Learning and Teaching | |
| 30 | Closing date for recount applications for First Semester papers to be accepted | |
| 31 | Applications for Final Examination Only enrolment in the Second Semester papers must reach the student Records Office by this date |
August 2010
| Specific | On-going | |
|---|---|---|
| 1 | Performance Development Review process for general staff starts (ends 31 October) Applications open for Residential Colleges and University Managed Flats (International) | |
| 2 | Corporate Systems Steering Group Meeting | |
| 3 | Staffing Advisory Committee | July 2010 financial reports distributed in first week of August |
| 4 | Board of Undergraduate Studies | |
| 5 | Board of Graduate Studies | |
| 6 | Otago Bulletin distributed | EFTS template due back to Planning and Funding |
| 7 | ||
| 8 | ||
| 9 | Internationalisation Committee | |
| 10 | Meeting of the University Council PCard statements due back to Financial Services Division | |
| 11 | Animal Ethics Committee, Dunedin Information Technology Advisory Committee Research Committee | |
| 12 | ||
| 13 | ||
| 14 | ||
| 15 | ||
| 16 | Hazardous Substances and Radiation Committee | Students may collect First Semester examination scripts from departments from this date |
| 17 | ||
| 18 | Job Evaluation Committee Distance Learning Committee | |
| 19 | Human Ethics Committee | |
| 20 | Maori Pre-Graduation, Maori Centre, Student Services Otago Bulletin distributed | |
| 21 | Graduation Ceremony (Degrees and diplomas in all disciplines) | |
| 22 | ||
| 23 | ||
| 24 | Institutional Biological Safety Committee | |
| 25 | Meeting of the Senate PDR Committee | |
| 26 | Committee for the Advancement of Learning and Teaching | |
| 27 | ||
| 28 |
| |
| 29 | ||
| 30 | Mid-semester break begins | |
| 31 | Graduate Research Committee |
September 2010
| Specific | On-going | |
|---|---|---|
| 1 | Board of Undergraduate Studies Job Evaluation Committee | Closing date for Examinations Office to receive master copies of examination papers for Second Semester and Full Year papers Application closing date for alternative arrangements for final examinations, Semester 2, Disability Information and Support |
| 2 | Board of Graduate Studies | August 2010 financial reports distributed in first week of September |
| 3 | Otago Bulletin distributed | |
| 4 | 2011 Budget Allocations to Academic Divisions | |
| 5 | ||
| 6 | Corporate Systems Steering Group Meeting | Second Semester resumes |
| 7 | ||
| 8 | Animal Ethics Committee, Dunedin Information Technology Advisory Committee | |
| 9 | ||
| 10 | PCard statements back to Financial Services Division | 2010 Budget Forecast timetable distributed |
| 11 | ||
| 12 | ||
| 13 | Internationalisation Committee | |
| 14 | Meeting of the University Council Quality Advancement Committee | |
| 15 | Job Evaluation Committee Research Committee Summer School and Continuing Education Committee | |
| 16 | Human Ethics Committee | |
| 17 | Otago Bulletin distributed | |
| 18 | ||
| 19 | ||
| 20 | ||
| 21 | Staffing Advisory Committee | National Nga Manu Korero Speech Competition starts, Maori Centre (held in Dunedin for 2010 only) |
| 22 | National Nga Manu Korero Speech Competition | |
| 23 | National Nga Manu Korero Speech Competition | |
| 24 | Term 3 ends for Primary & Intermediate schools, and Secondary & Composite schools Last day for students to collect First Semester examination scripts from departments, or view scripts in departments National Nga Manu Korero Speech Competition ends | |
| 25 | 2010 Forecast and Narrative due to Financial Services Division | |
| 26 | ||
| 27 | Animal Ethics Committee Meeting, Wellington | |
| 28 | Institutional Biological Safety Committee Meeting Graduate Research Committee | |
| 29 | Meeting of the Senate | |
| 30 | Committee for the Advancement of Learning and Teaching | Applications close for first round of offers for Residential Colleges 2011 |
October 2010
| Specific | On-going | |
|---|---|---|
| 1 | Pacific Voices VII Postgraduate Symposium, Pacific Islands Centre Otago Bulletin distributed Commentaries for the 2011 Budget due (divisional heads) | |
| 2 | September 2010 financial reports distributed in first week of October | |
| 3 | ||
| 4 | Corporate Systems Steering Group Meeting | |
| 5 | ||
| 6 | Board of Undergraduate Studies Job Evaluation Committee | |
| 7 | Board of Graduate Studies Lecture Theatre and Timetables Committee | |
| 8 | ||
| 9 | ||
| 10 | PCard statements due back to Financial Services Division FBT return due back to Financial Services Division | |
| 11 | Term 4 begins for Primary & Intermediate schools, and Secondary & Composite schools Second Semester and Full Year Failed Terms lists to the Student Records Office | |
| 12 | Meeting of the University Council | |
| 13 | Animal Ethics Committee, Dunedin Information Technology Advisory Committee PDR Committee Research Committee | Notification of outcome to academic promotion applicants sent out by Human Resources Division (note: some applications for Association Professor/Professor may still be in progress) |
| 14 | Offers of place and waiting list letters for Residential Colleges start being sent out | |
| 15 | Mentoring Programme Final Dinner, Maori Centre Otago Bulletin distributed | Lectures cease Human Resources Division sends Heads of Department the lists of academic staff who are eligible for annual performance appraisal and who have not engaged in review as a result of processes such as confirmation, promotion application, annual/biennial salary review (process to be completed by 15 December) |
| 16 | ||
| 17 | ||
| 18 | End of year examination period begins | |
| 19 | ||
| 20 | Job Evaluation Committee | |
| 21 | Human Ethics Committee | |
| 22 | ||
| 23 | ||
| 24 | ||
| 25 | Labour Day | |
| 26 | Institutional Biological Safety Committee Graduate Research Committee | |
| 27 | Senate | |
| 28 | 2011 Budget presented to Finance and Budget Meeting Committee for the Advancement of Learning and Teaching | |
| 29 | Mana Pounamu Awards, Maori Centre, Student Services Otago Bulletin distributed | |
| 30 | ||
| 31 |
November 2010
| Specific | On-going | |
|---|---|---|
| 1 | Corporate Systems Steering Group Meeting | Closing date for main rounds of University postgraduate scholarships Maori Centre plans to hold 21-year celebrations in November (dates to be confirmed) |
| 2 | Staffing Advisory Committee | October 2010 financial reports distributed in first week of November |
| 3 | Board of Undergraduate Studies | |
| 4 | Board of Graduate Studies | |
| 5 | ||
| 6 | ||
| 7 | ||
| 8 | ||
| 9 | Meeting of the University Council 2011 Budget presented to Council | |
| 10 | Animal Ethics Committee, Dunedin Job Evaluation Committee Research Committee P Card statements due back to Financial Services Division | |
| 11 | ||
| 12 | Information Technology Advisory Committee Otago Bulletin distributed Canterbury Anniversary Day | |
| 13 | End of year examination period ends | |
| 14 | ||
| 15 | Hazardous Substances and Radiation Committee | |
| 16 | Quality Advancement Committee | |
| 17 | Distance Learning Committee PDR Committee Summer School and Continuing Education Committee | All Education Finalist 300/400 and Pharmacy 400/Postgraduate results uploaded |
| 18 | Human Ethics Committee | |
| 19 | All Education and Pharmacy Finalist proofs and level of awards for this group in to the Student Records Office | |
| 20 | ||
| 21 | ||
| 22 | Internationalisation Committee | |
| 23 | Institutional Biological Safety Committee | |
| 24 | Meeting of the Senate Job Evaluation Committee | All remaining results and all remaining level of awards uploaded by 5pm |
| 25 | Committee for the Advancement of Learning and Teaching | |
| 26 | Otago Bulletin distributed | All remaining proofs in to the Student Records Office by 12pm |
| 27 | ||
| 28 | ||
| 29 | Students may apply for recounts of results, or view examination scripts in departments for Second Semester and Full Year papers from this date | |
| 30 | Staffing Advisory Committee Graduate Research Committee |
December 2010
| Specific | On-going | |
|---|---|---|
| 1 | Planning and Funding Office request during December for academic departments to identify academic visitors, staff undertaking research & study leave and/or attending conferences Single Semester applications close for University Flats | |
| 2 | November 2010 financial reports distributed in first week of December | |
| 3 | Maori Pre-Graduation, Maori Centre, Student Services | |
| 4 | Graduation Ceremony (Degrees and diplomas in Education and Teaching, and Pharmacy) | |
| 5 | ||
| 6 | Animal Ethics Committee, Wellington Corporate Systems Steering Group Meeting | |
| 7 | Maori Pre-Graduation, Maori Centre | |
| 8 | Graduation Ceremonies (Degrees and diplomas in Education and Teaching (Invercargill campus) Animal Ethics Committee, Dunedin Information Technology Advisory Committee Job Evaluation Committee Meeting Research Committee | |
| 9 | PCard statements due back to Financial Services Division | |
| 10 | Maori Pre-Graduation, Maori Centre Otago Bulletin distributed | Closing date for registration for all new students taking papers in 2011 and for returning students taking Summer School papers in 2011 |
| 11 | Graduation Ceremony (Degrees and diplomas in Biomedical Sciences, Dentistry, Health Sciences, Medicine, Medical Laboratory Science, Physiotherapy) | |
| 12 | ||
| 13 | ||
| 14 | University Council Maori Pre-Graduation, Maori Centre | Term 4 ends for Secondary & Composite schools |
| 15 | Graduation Ceremony (Degrees and diplomas Applied Science, Commerce, Consumer and Applied Sciences, Physical Education, Science and Surveying) PDR Committee | Heads of Department confirm to Human Resources Division that performance appraisals undertaken with academic staff who are eligible for appraisal and not part of another review process |
| 16 | Human Ethics Committee | |
| 17 | Maori Pre-Graduation, Maori Centre | |
| 18 | Graduation Ceremony (Degrees and diplomas in Arts, Law, Music and Theology) | |
| 19 | ||
| 20 | Term 4 ends for Primary & Intermediate schools | |
| 21 | Institutional Biological Safety Committee, Dunedin | |
| 22 | ||
| 23 | Closing date for recount applications for Second Semester and Full year papers to be accepted | |
| 24 | University is closed | |
| 25 | Christmas Day | |
| 26 | Boxing Day | |
| 27 | Christmas Day Observed | |
| 28 | Boxing Day Observed | |
| 29 | University is closed | |
| 30 | University is closed | |
| 31 | University is closed |
Please note that:
a) the diary includes University-wide events and activities and currently it does not include:
- specific dates from the four academic divisions (e.g. for HoDs Meetings, divisional budget review timelines, semester end dates for Faculty of Medicine) – contact the Divisional Office for this information in the first instance
- research funding rounds (contact the Research and Enterprise Office)
- times of meetings and agenda item closing dates (contact the Committee secretary for this information)
b) all meetings are in Dunedin unless otherwise stated
c) if there are additional dates which should be included in the next update of the diary - please contact the Academic Leadership Development Programme on aldp@otago.ac.nz.
d) to search the diary for a keyword use the “Control” and “F” buttons.
