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Faculty and Staff Communications

Below is the schedule of emails that the Office of the Registrar routinely sends to Cal Poly faculty and staff. For your convenience, the schedule has been divided by Registrar unit.

To see the contents of a particular communication, please click on the PDF listed for that email.

Updated 3-1-22

Communication Purpose Date Sent Sender Audience PDF of sample email*
Beginning of term/line drop Line drop practice instructions and important term dates First day of class each term Records All Cal Poly faculty Beginning of term/line drop
Grade rosters available/grading deadline Grading instructions and important grading dates for the respective term Tuesday before last day of class each term Records All Call Poly faculty Grade rosters available/grading deadline
APDQ notice to advisors Timeline of APDQ report and notice distribution; request for list of students to be dismissed Tuesday before last day of class each term Records Specific advisors APDQ notice to advisors
Dean availability verification/grading issues Request to confirm availability to oversee grade roster completion One working day after the last day of class of each term Records Deans, Associate Deans, Assistant Deans Dean availability verification/grading issues
Grade rosters available/grading deadline REMINDER Grading instructions and reminder of important grading dates for the respective term Monday before grades are due each term Records All Cal Poly faculty Grade rosters available/grading deadline REMINDER
Dean 4 p.m. email - outstanding grade rosters Notification that list of outstanding grade rosters has been uploaded to the shared One Drive folder Tuesday grading deadline (4 p.m.) of each term Records Deans, Associate Deans, Assistant Deans Dean 4 p.m. email - outstanding grade rosters
Dean 11 a.m. email - outstanding grade rosters Notification that final list of outstanding grade rosters has been uploaded to the shared One Drive folder Wednesday grading deadline (11 a.m.) of each term Records Deans, Associate Deans, Assistant Deans Dean 11 a.m. email - outstanding grade rosters
Design phase email Instructions to complete the design phase for the respective academic term 3 times per year (January, May, September) University Scheduling Department Scheduling contacts Design phase email
Proofing phase email Instructions to proof the class schedule for the respective term 4 times per year (April, September, December, March) University Scheduling Department Scheduling contacts Proofing phase email
Reporting phase email Instructions to proof the term schedule before data is shared with the Chancellor's Office 4 times per year (September, January, April, June) University Scheduling Department Scheduling contacts Reporting phase email
Block scheduling kickoff Helpful information and dates for the block scheduling process Once per year for fall (January or February), once per year for winter/spring University Scheduling Block Scheduling contacts Block scheduling kickoff
Academic Calendar approved Notification to the campus community that the calendar has been approved Once per year, generally in late fall/early winter University Scheduling Management (key contacts from each division) Academic Calendar approved
Tuesday classes follow Monday schedule Notification to the campus community when Tuesday classes follow a Monday schedule, per the academic calendar As needed (twice for identified changes) University Scheduling All Cal Poly faculty, staff, and students Tuesday classes follow Monday schedule
Annual course deactivation notice Notification/list of courses within the respective college that have not been offered in the past six years and will be deactivated Once a year (August or September) Catalog and Curriculum Department Chairs, Associate Deans, Curriculum Chairs, and College Curriculum Chairs Annual course deactivation notice
Catalog Review Insider Cover page to the Catalog Review Insider periodical Once or twice a term, depending on topics Catalog and Curriculum Department Chairs, Associate Deans, Curriculum Chairs, and College Curriculum Chairs Catalog Review Insider
Term typically offered and flowchart updates Deadlines and instructions to update term typically offered data and flowcharts for the respective year Once a year (January or February) Catalog and Curriculum Department Chairs and Administrative Support Staff Term typically offered and flowchart updates
Term typically offered and flowchart updates REMINDER Reminder and confirmation that no updated are requested for the respective year (as no response was received) Once a year (February or March) Catalog and Curriculum Department Chairs and Administrative Support Staff Term typically offered and flowchart updates REMINDER
Flowchart updates REMINDER Reminder and confirmation that no flowchart updates are requested for the respective year (as only a TTO response was received) Once a year (February or March) Catalog and Curriculum Department Chairs and Administrative Support Staff Flowchart updates REMINDER
Term typically offered updates REMINDER Reminder and confirmation that no TTO updates are requested for the respective year (as only a flowcharts response was received) Once a year (February or March) Catalog and Curriculum Department Chairs and Administrative Support Staff Term typically offered updates REMINDER
New selected topics deadline REMINDER Reminder of the respective term's deadline to submit proposals for new selected topics courses Once a term, six weeks prior to the release of the Class Schedule Catalog and Curriculum Department Chairs, Associate Deans, Curriculum Chairs, and College Curriculum Chairs New selected topics deadline REMINDER

* PLEASE NOTE: The PDF copies of sample emails included on this page are subject to revision in real time.

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