Administrative Guidelines for Academic Department Chairs

Section Ten - General Information

Insurance – 10:0

Gustavus carries liability, property, and automobile insurance. In the event of an accident, it should be reported to Thomas Rooney ( or x7499), Vice President for Finance and Treasurer, within 24 hours of the event.

Parking and Traffic Information – 10:1

Parking and traffic information is available through the Office of Campus Safety and is available online at:

Student Entry into Locked Academic Areas – 10:2

If a faculty or staff member wishes to allow a student access to a room that is considered a limited access area or to a building after-hours, the student must be issued a gold-colored Permission for Admittance pass. The pass must include the following information completed by the faculty member (faculty members may only issue passes for rooms within their own areas of responsibility): student’s name, building, room authorized for use (up to 4 rooms per card), times student is authorized to use the room, pass ending date (cannot be longer that current academic year or current break time), and printed name and signature of faculty or staff member. Campus Safety officers are instructed to ensure proper access to limited access rooms after hours. If a student does not have a pass they may be asked to leave (even if they have a key or fob or are with a student with a pass). Additionally, officers are instructed to collect incomplete passes, passes that appear to be modified, or that do not allow the student access to the room in question. Confiscated passes will be turned over to the Director of Campus Safety.

Thank you very much for your cooperation in this matter. If you have any questions, please don’t hesitate to contact Campus Safety.

Academic Calendar Structure – 10:3

Revised 10/25/06

  • Each semester has at least fourteen weeks, including at least 66 class days but not more than 70.
  • Four days are reserved for final exams.
  • Fall classes begin on the Tuesday following Labor Day.
  • Nobel Conference is the first Tuesday and Wednesday of October.
  • Fall Break is Monday and Tuesday of the eighth week.
  • Thanksgiving Break includes the Wednesday before Thanksgiving.
  • January Term is four weeks (at least 19 class days, all M-F) and begins no earlier than January 3.
  • A one-week travel-touring period separates January Term and spring semester.
  • A one-week Spring Break separates the halves of the spring semester.
  • Whenever Easter doesn't occur during the Spring Break, Good Friday and the next Monday are an Easter recess.
  • Whenever the end of the Spring Break falls within one week of Easter Recess, the two shall be combined.
  • The MAYDAY! Conference is scheduled the Wednesday closest to May 1.
  • Honors Day is the first Saturday in May.
  • Commencement is the Sunday following final exams.

Reporting Grades – 10:4

Faculty policy requires that mid-term and final grades be reported for all students either via the web grading screens or on official grade report forms to the Registrar's Office within the published time lines of the academic calendar. The course instructor must sign all submitted grade reports. Direct fax service to the Registrar's Office is available by using 507-933-6258.

Mid-Term Grade Policy
Faculty will report mid-term grades for all students. The options for each class include either A-F grading or S/U (satisfactory/unsatisfactory).

Calendar of Tasks for Department Chairs – 10:5

Please note that this calendar is not intended to be comprehensive or duplicative of information available in the academic calendar ( Course proposal deadlines are available on the Curriculum Committee website (

Monitor department budget expenditures
Class visits for probationary faculty
Assessment activities
Hire/mentor new faculty
Collect data for annual report
Schedule regular department meetings
Administrative Assistant supervision/direction
Student worker supervision/direction
Curriculum changes/updates
Management of student and personnel issues

New chair assumes duties
Departmental annual reports are due to the Provost’s Office
Inform the Registrar’s Office of new faculty courses
Evaluation of departmental administrative assistants
Receive authorization(s) for tenure-track searches
Close out departmental budget

Orientation for New Faculty
Opening Faculty Meeting and Retreat

Tenure Files Close
Third Year Review Committee Chair and Deans meet with TYR candidates and chairs to review the process
Prompt (and assist) new faculty members in crafting and submitting January Term course proposals for approval
Finalized Spring departmental schedules due in Registrar’s Office
Collect course syllabi from department faculty
Course proposals due for new spring semester courses

Provost’s Office sends out staffing request/planning information
Begin planning for pre-tenure and non-tenure-track faculty reviews
Staffing information due to Provost’s Office
Admission event: Explore Gustavus

Second year evaluations of tenure-track faculty due (November 15)
SETs are administered the first two weeks of November (tenure, third-year review, promotion)
Admission event: Dean’s Day

Nominees for spring departmental or program academic assistants are due to the Provost’s Office

Voluntary Early Retirement (VERP) requests due first day of January Term
Budget packets are distributed
Admission event: Discover Gustavus
Course proposals due for new fall semester courses

RSC grant applications due
Promotion files close
Presidential Faculty/Student Grant applications due
First year evaluations of tenure-track faculty due (February 20)
First year evaluations of non-tenure-track faculty due (February 20)
Third year review files close
Fall departmental schedules due in Registrar’s Office
Departmental budget proposals are sent to chairs
Admission event: Gustie for a Day
Write letters supporting department sabbatical requests to the Faculty Development Committee (due in March)

Evaluations of non-tenure-track faculty due (March 1)
Notification due to Provost’s Office for faculty intending to retire the following year (March 1)
Sabbatical leave applications due
Tenure-track position requests due
Honors Day award information is due to the Provost’s Office
January IEX and spring departmental schedules are due in the Registrar’s Office
Departmental budget proposals are due to the Provost’s Office
Admission event: Scholarship Day
Course proposals due for new FTS courses

Nomination letters for promotion candidates due in Provost’s Office
Fifth year evaluations of tenure-track faculty due (April 1)
SETs are administered the last two weeks of April (tenure, third-year review, promotion)
Admission event: Experience Gustavus
Nominations for faculty awards (i.e., teaching, service, scholarship) due April 15
Course proposals due for new IEX courses

PC Chair and Provost meet with tenure candidates and chairs to review the process
Academic Catalog revisions due in Registrar’s Office
Nominees for fall departmental or program academic assistants due in Provost’s Office
Nominations for endowed and/or annually funded scholarships due to Financial Aid Office
Admission event: Preview Gustavus

Academic Seniority – 10:6

1971 Ronald Rietz
1974 Douglas Huff
1979 Stanley Shetka, James Welsh
1981 Mark Kruger
1983 Lawrence Wohl
1984 Denis Crnkovic
1985 Steven Mellema, Charles Niederriter, Brian O'Brien
1986 Paul Estenson, Gregory Kaster, Kate Wittenstein
1987 Barbara Fister, Michael Hvidsten
1988 Laurent Déchery, Lisa Heldke, Colleen Jacks, Daniel Mollner, Michele Rusinko
1989 Philip Bryant, Thomas Huber
1990 Florence Amamoto, Mark Braun (1990-2007, 2011-), Eric Josef Carlson, Phillip Voight
1991 Christopher Gilbert, Michael Jorgensen, Paschal Kyoore
1992 Donald Scheese, Patricia Snapp, Bruce Van Duser
1993 Paul Saulnier, Joyce Sutphen
1994 Toshiyuki Sakuragi
1995 Jennifer Ackil, Gregory Aune, Cindy Johnson
1996 Richard Leitch, Margaret O'Connor
1997 Leila Brammer, John Cha, Debra Pitton, Amy Seham
1998 Michael Ferragamo, Scott Moore, Donald Myers, Marie Walker, Suzanne Wilson
1999 Patric Giesler, Pamela Kittelson
2000 Rebecca Fremo, Michele Koomen, Jillian Locke, Thomas LoFaro, Michelle Twait, Barbara Zust
2001 Eric Dugdale, Patricia English, Loramy Gerstbauer, Deborah Goodwin, Jon Grinnell, Elizabeth Jenner
2002 Aaron Banks, Jeffrey Dahlseid, Casey Elledge, Anna Hulseberg (2002-2007, 2008-), Jeffrey Jeremiason, Brenda Kelly, Matthew Panciera, Janine Wotton
2003 Priscilla Briggs, Scott Bur, Mary Gaebler, Margaret Bloch Qazi, San Skulrattanakulchai
2004 Yumiko Oshima-Ryan, Bonnie Reimann, Alisa Rosenthal, Esther Wang
2005 Thia Cooper, Martin Lang, Karl Larson, Baker Lawley, Brandy Russell, Katherine Knutson
2006 Sidonia Alenuma-Nimoh, Joel Carlin, Maria Isabel Kalbermatten, Amanda Nienow, Jeffrey Owen
2007 Ana Adams, Seán Easton, Julie Gilbert, Yurie Hong, Jeffery Jenson, Sarah Ruble, Kristen Lowe, Micah Maatman, Henry MacCarthy, Mary McHugh, Heidi Meyer, Daniel Moos, Melissa Rolnick
2008 Kyle Chambers, Baili Chen, Sean Cobb, Katrina Imison, Stephen Miller, David Obermiller, Stephanie Otto, So Young Park, Lianying Shan, Dwight Stoll, Anna Versluis
2009 Julie Bartley, Blake Couey, Robert Kendrick, Justin Knoepfel, Glenn Kranking, Sun Hee Lee, Jessie Petricka, Maria Beatriz Torres, Amy Vizenor (2001-2003, 2009-)
2010 Kristian Braekkan, Angelique Dwyer, Lauren Hecht, Ruth Lu Lin, Kjerstin Moody, Valerie Walker
2011 Betsy Beyers, Pamela Conners, Brandon Dean, Kathleen Keller, Karrin Meffert-Nelson, Lynnea Myers, Sheng-Ping Yang
2012 Joshua Brown, Kathy Lund Dean, Paula O'Loughlin
2013 Marcia Bunge (1995-1997, 2013-), Kayla De Lorme, Marian Frazier, Yuta Kawarasaki, Ursula Lindqvist, Jessica Stadick, Carlos Mejía Suárez, Joaquín Villanueva, Louis Yu
2014 Lisa Dembouski, Annika Ericksen, Jeff La Frenierre, James Patrick Miller (2008-09, 2014-), Fuad Naeem, Marta Podemska-Mikluch, Patricia Reeder, Darío Sánchez-González, David Stamps
2015 Laura Boehm Vock, Laura Burrack, Maddalena Marinari, Brookhart Shields
2016 Hayley Russell, Shu-Ling Wang
2017 Lucie Holmgreen

Copyright 2016-17, Gustavus Adolphus College. All Rights Reserved.
Last modified: 13 June 2016, by Shanon Nowell