This calendar of annual activities is designed to capture all the tasks with which administrators of academic departments, research centres and other academic units, may be involved that originate in 'central' administrative departments.
Click a link to skip to that month:
September - October - November - December
January - February - March - April - May - June - July - August
September
| Task |
Further information |
- Final version of teaching timetable released by Timetabling Office early September.
- Students' module/dissertation/Research Project results to be processed as soon as possible following Boards of Examiners.
- Decisions on intermediate year students to be notified to the Exams Office as soon as possible following the September examinations and module results processed within two weeks of boards of examiners.
- Recommendations on first year resits to be notified to Faculty Board Secretaries for Faculty First Year Board of Examiners
- Ensure that Department Collaborative Course Co-ordinators attend Annual Collaborative Course Coordinators' Forum via Teaching Quality Team.
- Departments to submit new and revised course and module proposals to the relevant Faculty Secretary for approval by Faculty Sub-Committees.
- Departments required to inform Student Records/Graduate School of changes to start dates of study Tier 4 Visa holders.
- Deadline for Heads of Departments to submit Academic Promotions nominations to Vice Chancellors Office- end of September.
- Introduction to Teaching and Learning workshops begin for PGR students who teach; these are compulsory for students teaching more than 20 hours each year.
- The annual start of the Postgraduate Award for Technology Enhanced Learning.
- Departments to circulate decisions made by Fees Committee.
- Departments to input new JeS records for new UK-funded PGR and PGT students.
- University Open day held.
- Deadline for departments to submit Welcome Meeting information for new academic year starters to the Study Abroad team in the International Office.
- ISB/SB Summer wave results released via the International Office.
- Departments are asked to review their results with a view to developing action plans to address issues arising.
- Delivery of the Orientation programme for incoming international students.
- Organise IT induction for new teaching and academic staff.
- Return time analysis surveys to Finance Office
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Central Timetabling Office Examinations Resources for
Departments Enrolment Tier 4 Visa Information
Teaching Quality Course Approval Forms Academic Promotions Information Module Registration Postgraduate Award in Technology
Enhanced Learning Arrival at Warwick Immigration Compliance Open Day Inbound Applications Study Abroad Events Orientation IT Induction Time Analysis Surveys |
October
| Task |
Further information |
- Department to ensure all PGR students have enrolled/re-enrolled for new academic year.
- Online registration for modules and methods of assessment opens in week 1 of term. Departments should work with students to ensure module registration is completed on time.
- Departments to ensure students for whom an award will be conferred at Degree Ceremonies appear on a Pass List to be sent to Student Records by 15th November.Mid-October closing date for students to register for modules and methods of assessment.
- Departments required to approve student module registrations by early November for the purposes of the University's statutory HESES return to the Higher Education Funding Council.
- External Examiner nominations to be submitted to Exams Office by early November. Departments submit nominations for Chairs & Secretaries of Boards of Examiners to the Exams Office (UG and PGT degrees). Departments to annotate and return to the Exams Office a print-out listing the details of written examinations to be taken in the current academic year by early November.
- Submissions of new and returning RCUK funded PGT and PGR student details in Je-S including research synopsis to be completed by Departments and return coordinated by the Graduate School.Departments ensure that students not yet enrolled to do so as a matter of urgency and in time for 31st October census date.
- Departments to complete and return to the Student Records/Graduate School request for attendance confirmation for all students by mid-October.
- Ensure pass lists for PGT courses with Boards of Examiners meetings held in Sept/Oct are submitted to the Graduate School by the given deadline.
- Consider NSS/PTES/PRES results and submit action plan to Teaching Quality Team/Graduate School (although PRES/ PTES outcomes are usually known earlier and distributed earlier in the year).
- Warwick Administrative Management and Leadership Programme starts.Departments to submit proposals for courses or modules involving delivery in collaboration with an organisation external to Warwick to the Secretary to the Collaborative Flexible and Distributed Learning Sub-Committee.
- Quarter 1 ends (Finance) – Critical period for forecasting of financial balance for the year, and year end.
- Departments to submit membership of Student Staff Liaison Committees for the year to the Student Union.
- Departments to update entries in undergraduate prospectus for next academic year in conjunction with the Communications Office and with due regard for CMA guidance.
- Heads of Department receive communications from HR on the study leave nominations process for the next academic year. Departments to send out relevant communication to academic staff in department.
- Ensure SSLC representatives attend Students’ Union SSLC training.
- Submit timeliness report for assessed work for all modules taught in autumn term feedback to Faculty Secretary.
- Autumn Term Induction for Postgraduate Certificate in Academic and Professional Practice (PCAPP) for new members of academic staff.
- The Teaching Fellows Forum, Widening Participation Forum and Technology Enhanced Learning Forum take place.
- Room Utilisation Survey takes place in Week 3/4 of Autumn Term.
- Student Careers and Skills - Finalists ‘Get Ahead’ event aimed at all students entering their final year of study.
- International Office welcome meetings for arriving autumn starters.
- Return time analysis surveys to Finance Office.
- Call for applications to Warwick Impact Fund.
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PGT Pass Lists Module Registration Examinations Resources for
Departments Enrolment SSLC Information Communications Office Study Leave WAMP WLP Awards and Ceremonies Graduate School Five Year Plan Guidelines NSS PTES/PRES PCAPP Teaching Fellows Forum Widening Participation Forum Technology Enhanced Learning
Forum Arrival at Warwick Orientation CMA guidance  Time Analysis Surveys Warwick Impact Fund |
November
December
| Task |
Further information |
- Departments to nominate appropriate students in stage two of WPRS when invited by the Graduate School’s online platform.
- Departments to provide information on PhD student supervision loads to the Graduate School for submission to the HEFCE, as requested.
- Departments to submit UG Annual Course Review reports to the relevant Faculty Board Secretary.
- Arrange for SSLC Convenors to attend annual SSLC Convenors’ meeting.
- Departments approve proofs for the UG prospectus for next academic year with Communications Office.
- Departments receive the list of academic staff due annual probation reviews in March from HR.
- Departments to consider study leave applications for the subsequent year.
- Relevant departments asked to confirm student numbers on non-credit bearing courses by Strategic Planning and Analytics.
- Departments receive guidance on the process for strategic and financial planning for academic resourcing for the following academic year from the Academic Resourcing Committee.
- Departmental responses to External Examiners’ reports for PGT courses to be submitted to the Exams Office
- Staff volunteer sign-up for Degree Congregation closes.Graduand registration closes.
- URSS applications open.
- Return time analysis surveys to Finance Office
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Probation Form and Guidelines Annual Course Reviews SSLC Information Communications Office Study Leave External Examining Student Records Awards and Ceremonies Student Careers and Skills: URSS Time Analysis Surveys |
January
| Task |
Further information |
- Departmental administrative staffs should approve student module selections for the academic year in final form by the end of week 5 of the Spring Term.
- Departments to submit proposals for new courses and alterations to existing courses to the relevant Faculty Board Secretary as recommended by departmental committees.
- Departments to submit Postgraduate Research Annual Course Review reports to the Graduate School.
- Departments to submit nominations for the Combined PGR Scholarship Competition selection process.
- Departments to consider Warwick Collaborative Postgraduate Research Studentship bids to Faculty Graduate Studies Committees.
- 30th January Quarter 2 End (Finance). Critical period for the forecast of financial balance for the year, and year end.
- Departments to schedule DPR meetings and undertake associated paperwork for all staff.
- PTES and PRES typically begin. Departments to develop a communication strategy to encourage students to complete online surveys.
- Departments to submit timeliness reports for assessed work for all modules taught in autumn term to the relevant Faculty Secretary.
- Departments to report missed monitoring points for autumn term to Student Records. Where permitted by departments, an additional period of registration for modules and methods of assessment for students runs in January.
- Postgraduate prospectus is sent to Departments by the Communications Office for updating for the next academic year.
- Deadline for Heads of Department to submit Study Leave nominations to Human Resources.
- Department administrators and Heads of Departments work with SRAOS to confirm admissions procedures and targets for the next academic year.
- Degree Congregation held, predominantly for PG students
- Departments informed of course allocation for summer degree ceremonies.DPR meetings for all staff to be conducted. Cases for Merit Pay and Senior Staff Review to be prepared.
- Spring Term Induction for Postgraduate Certificate in Academic and Professional Practice (PCAPP) for new members of academic staff.
- Teaching Fellows Forum, Widening Participation Forum and Technology Enhanced Learning Forum meetings held.
- Spring Term start of the Postgraduate Award: Teaching and Learning in Higher Education (PGA:T&L in HE), optional for PGR students who are teaching over 10 hours a year.
- Departments to submit space returns detailing their current space allocation via the Q2 system. Student Finance requires comments from Departments on the level of fees set for AY+2.
- Opening of module registration for spring starters. Administrative Staff are required submit student module selections for the spring and summer terms in final form by the end of week 5 of the Spring Term.
- Opening of the inbound online Nomination Form by the International Office.
- Deadline for departments to submit outbound mobility nomination notifications to Study Abroad team.
- Return time analysis surveys to Finance Office.
- Deadline for applications for Chancellor's International scholarships.
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Five Year Plan Guidelines Finance Office Development and Performance
Review (DPR) Learning and Development Training Courses NSS PTES/PRES Module Registration Timeliness Report Monitoring Student Attendance and Progression Warwick Postgraduate Research
Scholarships Information Study Leave Communications Office Annual Course Reviews Awards and Ceremonies PCAPP Teaching Fellows Forum Widening Participation Forum Technology Enhanced Learning
Forum PGA:T&LinHE Inbound Nominations Outbound Mobility Pay & Reward Time Analysis Surveys Chancellor's International
Scholarships |
February
| Task |
Further information |
- Departmental administrators to prepare of first draft research income plan and submit to Finance Contact Officer.
- Departmental administrators to return new Capital Expenditure Forms to GAT. Approval of brought forward .capital plan (5YP).
- List of academic staff due annual probation reviews in June sent to departments by HR.
- NSS and WSS commence; departments should encourage students to respond.
- First draft of Student Number Plan released to Departments by Strategic Planning and Analytics Office.
- Departments submit first draft of bids for academic resources, including space (ARC & 5YP).
- Nominations for Warwick Awards for Teaching Excellence (WATE) and Warwick Awards for Teaching Excellence for Postgraduate Research Students (WATEPGR) open.
- Departments submit Annual Accommodation Round forms detailing space requirements for the following academic year to Space Management & Timetabling.
- URSS applications close.
- Departments to circulate decisions made by Fees Committee.
- Return time analysis surveys to Finance Office.
- Deadline for Undergraduate Reserch Support Scheme applications.
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Probation Form and Guidelines Five Year Plan Guidelines Development and Performance
Review (DPR)
WATE WATEPGR URSS Time Analysis Surveys Undergraduate Research
Support Scheme |
March
| Task |
Further information |
- Departments to submit master copies of exam question papers for May/June exams to the Examinations Office by no later than the last day of the spring term.
- Departments to submit nominations of PGT applicants for the combined PGT funding competition by the circulated closing date.
- Submit Postgraduate Taught Annual Course Review reports to the relevant Faculty Board Secretary.Departments make revisions to their Student Number Plan in negotiation with Student Recruitment and Strategic Planning and Analytics Office.
- Heads of Departments to sign off workload modelling for Five Year Planning purposes.
- Departmental staff complement to be verified as correct and staff headcount and FTE on BGTS forms to be agreed (with vacancies held open, if possible). Second version of student numbers, as input on BGTS forms, to be reviewed by departments. All CSC drivers to be completed and updated (5YP).
- Departments to complete and submit BGTS forms on shared drive for academic departments (5YP).
- All APSG and other departmental bids to be sent to Amanda Warner in GAT using bid template sheet (5YP).
- Departments to hold merit pay moderation meeting and finalise submission to VCAG.
- Deadline for submission of DPR paperwork for consideration for Merit Pay or Senior Staff Review.
- Departments to submit nominations for Warwick Awards for Teaching Excellence to LDC.Version 1 of the teaching timetable for the next academic year is released by the Timetabling Team in mid-March.
- Departments must check and return their draft timetables by end of April.
- Departments to submit information including learning contact hours and assessment types to aid in preparation of the Key Information Set (KIS) data return by Strategic Planning and Analytics Office.
- Heads of Department and Departmental Administrators attend strategic and financial planning meetings with ARC (and April).Deadline for applications to Green Steps programme.
- Heads of Departments and Departmental Administrators attend strategic and financial planning meetings with ARC (and April).
- Return time analysis surveys to Finance Office.
- Return conflicts of interest forms to the Finance Manager, Banking and Compliance.
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Postgraduate Taught Funding
Competition
Annual Course Reviews Placement Learning Warwick Awards for Teaching
Excellence
Examination Office Resources for
Departments
Central Timetabling Office Postgraduate Funding Opportunities
(Graduate School) Five Year Plan Guidelines Development and Performance
Review (DPR)
Student Recruitment Strategic Planning and Analytics
Office
Student Careers and Skills
– Green Steps
Time Analysis Surveys Conflicts of Interest |
April
| Task |
Further information |
- NSS Survey Closes 30th April. Departments should encourage students to complete NSS and WSS surveys.
- Science departments should approve module de-registrations by the beginning of the second week of the Summer Term.
- Departments to begin to update their module diets for the academic year 2014/15, for completion by the end of July.
- Once approved by the department, proposals for new or revised courses should be submitted for consideration by the relevant Faculty Committees by end of week 1 of summer term.
- Changes to modules to be submitted to Strategic Planning and Analytics by end of Easter vacation. Contact Group Accounting if satisfactory explanations to any outstanding queries have not been received, or matters remain unresolved (5YP).
- Departments / Contact Officers to confirm that capital plan correctly reflects all approved capital components of their plan (5YP).
- Deadline for Nominations for Honorary Degrees to be submitted to the Vice-Chancellor’s Office.
- Submission of proposals for new or revised collaborative courses and modules to the relevant Faculty Secretary, as recommended by departmental committees.
- Submit timeliness report for assessed work for all modules taught in spring term feedback to the relevant Faculty Secretary.
- Report missed monitoring points for the Spring term to Student Records.
- Deadline for Departmental Timetable Representatives to check and return version one of the draft teaching timetable for the next academic year to the Central Timetabling Office by the end of April.
- When it occurs (biennially), the PRES survey closes in mid-May. Departments should encourage students to complete the survey promptly.
- Departments to edit first proof of their entries in the postgraduate prospectus, with Communications Office. Departments to nominate staff for committee vacancies and SSLC convenors for next academic year via their Faculty Board.
- HR communicates the outcome of Study leave applications to academic departments. Heads of Departments and Departmental Administrators attend strategic and financial planning meetings with ARC.
- Summer Term Induction for Postgraduate Certificate in Academic and Professional Practice (PCAPP) for new members of academic staff.
- Summer Dates for the Teaching Fellows Forum, Widening Participation Forum and Technology Enhanced Learning Forum.
- Summer Term start of the Postgraduate Award: Teaching and Learning in Higher Education (PGA: T&L in HE), optional for PGR students teaching >10 hours a year.
- Deadline for registration with Student Careers & Skills for the Warwick Undergraduates Internship Programme (WUIP).
- Destination of Leavers from Higher Education (DLHE) survey begins for those students who graduated between 1 August and 31 December. Departments should encourage any graduates with whom they are in touch with to complete the questionnaire.
- Inform Student Finance of awards for the coming year for continuing students.
- 30th April Quarter 3 End (Finance). Critical period for the forecast of financial balance for the year, and year end.
- Return time analysis surveys to Finance Office.
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Degree Congregations Central Timetabling Office Online Module Diet Maintenance Course Approval Forms Module Proposal Forms Student Admissions and Recruitment Office Strategic Planning and Analytics
Office
Communications Office Examinations
Resources for Departments
NSS Timeliness Report Monitoring Student Attendance and Progression Study Leave PCAPP Teaching Fellows Forum Widening Participation Forum Technology Enhanced Learning
Forum
PGA: Teaching & Learning in HE Postgraduate showcase Warwick Undergraduate Internship
Programme
Destination of Leavers of Higher
Education
Five Year Plan Guidelines Time Analysis Surveys |
May
| Task |
Further information |
- Student registration for the Summer Degree Congregation opens in early May: Departments are asked to make students aware of the requirements for being able to graduate.
- Heads of Department will be asked to nominate invigilators for exam sessions by early May.
- Outcomes of all review meetings to be updated in plans by Department Administrators and Finance Contact Officers, in conjunction with Group Accounting (5YP).
- The version of the 5YP held on BGTS forms on the shared drive should be reviewed by departments and contact officers and confirmation given to GAT that plan held is correct (5YP).
- Final submissions for Warwick Awards for Teaching Excellence must be received by the Learning & Development Centre by the end of May.
- PTES survey closes mid-June.
- Departments are asked to encourage students to complete the survey.
- Departments to submit nominations for ordinary members of Exam Boards to the Examinations Office.
- Departments should provide information on accreditation/recognition of courses by professional, statutory and regulatory bodies to Teaching Quality for the Professional, Statutory and Regulatory Body (PSRB) register and Key Information Sets (KIS).
- Staff sign-up for summer degree congregation volunteers opens.Departments to submit Learning and Development Needs summaries to the Learning & Development Centre.
- Institutional Teaching and Learning Showcase held, organised by LDC (Faculty showcases run throughout the year).
- Deadline for registration for the Postgraduate Showcase (poster competition).
- Return time analysis surveys to Finance Office.
- Deadline for annual report from Undergraduate Staff Student Liaison Committee.
- Deadline for applications to the Warwick Research Development Fund.
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Examinations Resources for
Departments
WAMP WLP Degree Congregations Exam Invigilators Five Year Plan Guidelines Warwick Awards for Teaching
Excellence
Student
Admissions and Recruitment Office
Strategic Planning and Analytics
Office
Awards and Ceremonies Learning and Development Needs Teaching and Learning Showcase Student Careers and Skills
- Postgraduate showcase Time Analysis Surveys Research Development Fund |
June
| Task |
Further information |
| June
- Departments to encourage as many academic staff as possible to register to process in degree congregation ceremonies by the specified deadline.
- Departments to submit to the Exams Office pass lists and decisions from final-year and intermediate-year Boards of Examiners.
- Departments to submit to Faculty Board Secretaries (Arts, Science & Social Sciences only) recommendations for Faculty First Year Boards of Examiners.
- Departments to ensure that any students eligible to attend Graduation have their examinations process finalised and communicated to the Graduate School (PGR), Student Records (PGT) and Exams Office (UG) by the advertised date.
- Academic, Research and Teaching Staff Promotions for the next academic year start. Communication will be sent from the Vice-Chancellor’s Office to Heads of Departments.
- Version 2 of the next academic year’s teaching timetable is released to Departments by Space Management & Timetabling Office in early June. Departments must check and return this by July.
- Staff sign-up for Degree Congregation closes.Graduand registration closes.Deadline for students who wish to request a Voluntary Year Out.
- Call to Departments for nominations for the next academic year for Warwick Administrative Management Programme (WAMP) and Warwick Leadership Programme (WLP) from the Learning & Development Centre.
- Departments receive the outcome of Annual Accommodation Round bidding process from the Capital Space and Amenities Group.Finalists Get Hired event held by Student Careers & Skills.
- Postgraduate Showcase event held by Student Careers & Skills.Inform Student Finance of awards for the coming year for new students.
- Return time analysis surveys to Finance Office.
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Academic Promotions Information Exam Invigilators Central Timetabling Office Degree Congregation Examinations Resources for
Departments Awards and Ceremonies Voluntary Year Out WAMP WLP Postgraduate showcase Time Analysis Surveys |
July
| Task |
Further information |
- Module results need to be submitted via EMU or MRM upload by departments as soon as possible and within two weeks of meetings of Boards of Examiners taking place.
- September examination papers to be submitted to the Exams Office by late July.SSLC Convenors are asked to ensure that SSLCs submit an Annual Report to the Students’ Union for consideration by the SSLC Co-ordinators.
- Departments to provide attendance monitoring plans for all students for the next academic year to Teaching Quality.
- Departmental administrators to work with Student Recruitment and Marketing, SRAOS, during Confirmation and Clearing to ensure each department meets its recruitment and HEFCE targets.
- Departments confirm returning and new Scholarship holder details to Student Finance.
- Deadline for Departmental Timetabling Representatives to check and return the latest version of the teaching timetable for the next academic year to Central Timetabling Office in mid-July.
- Degree congregation held for UG and PG students.
- Departments to submit nominations for WAMP and WLP to LDC.
- Summer space moves approved through the Annual Accommodation Round process take place between end of Term 3 and start of Term 1 of the following academic year.
- Study Abroad administrator in the International Office requests that academic departmental co-ordinators send final marks for inbound full-year departures.
- Handover between outgoing and incoming Sabbatical team takes place.
- 30th July, Year End (Finance). Critical period ahead of which all outstanding transactions should be processed and issues arising notified to the relevant Finance Link Officer.
- Return time analysis surveys to Finance Office.
- Deadline for annual report from Postgraduate Staff Student Liaison Committee.
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Electronic Marks Entry Utility (EMU) User Guides SSLC Information Student Admissions and Recruitment Office Student Finance Central Timetabling Office Examinations Resources for
Departments Monitoring Student Attendance and Progression Five Year Plan Guidelines Year End Time Analysis Surveys |
August
