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 11-20-24
| 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 |
| Deadlines for adopting course materials | Reminder of term deadlines for faculty to adopt course materials | Once per year, second Friday of January | University Scheduling | All Cal Poly faculty and instructors | Deadlines for adopting course materials |
| Academic Calendar approved | Notification to the campus community that the calendar has been approved | Once per year, generally in late fall/early winter | Academic Calendar | 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) | Academic Calendar | 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.