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For many support roles, there is an annual cycle of activities - the actual activities and requirements at each stage may differ betwen roles, but is generally based around the academic year, which runs from the start of August until the end of July.
Here is a broad overview of the main events and the more general activities involved:
- August
Activities Event Administrator/Manager Role Teaching Administrator Role Before term starts Plan major staff meetings for the coming year and book rooms;
Check and reconcile monthly financial reports;
Finalise previous year's departmental budgets and set for coming year
Form S (to allocate fees and studentships from grant/DTG accounts) for new/continuing funded PhD students;
Organise Induction events and book rooms;
Contact students, prepare new student files;
Finalise and send out timetables;
Create Moodle pages for course modules
- September
Activities Event Administrator/Manager Role Teaching Administrator Role Students arrive Induction week activities;
Induction of new staff (academics, teaching fellows, post-doctoral researchers)
Contact students about Induction week;
Induction week activities;
Arrange BoE (Board of Examiners) meeting;
1st PE (point of engagement) check as students enrol
- October
Activities Event Administrator/Manager Role Teaching Administrator Role Autumn term begins Arrange students' print credits;
Check and reconcile monthly financial reports for last 2 months;
Plan Christmas hospitality events for staff
Module approvals in Portico;
BoE meeting;
2nd PE check for all students on Portico;
Plan Christmas hospitality events for students
- November
Activities Event Administrator/Manager Role Teaching Administrator Role Autumn term Check and reconcile monthly financial reports;
Mid-term break (1st or 2nd wk of Nov)
Arrange Teaching committee and SSCC meetings;
Mid-term break (1st or 2nd wk of Nov)- December
Activities Event Administrator/Manager Role Teaching Administrator Role End of Term Check and reconcile monthly financial reports;
3rd PE check on Portico;
Help Programme Directors with Annual Monitoring reports;- January
Activities Event Administrator/Manager Role Teaching Administrator Role Spring term starts Check and reconcile monthly financial reports Module approvals in Portico;
Complete Annual Monitoring reports;
Feedback from students about course- February
Activities Event Administrator/Manager Role Teaching Administrator Role Spring term Check and reconcile monthly financial reports;
Mid-term break (2nd or 3rd wk in Feb)
Deadline for UCL Graduate UK/EU/Overseas scholarships;
4th PE check on Portico;
Plan next year's course timetable;
Teaching Committee and SSCC meetings;
Mid-term break (2nd or 3rd wk in Feb)
- March
Activities Event Administrator/Manager Role Teaching Administrator Role End of Term Annual Data holdings survey for Data Protection;
Check departmental inventories are up to date;
Check and reconcile monthly financial reports
Complete timetabling and book rooms for next year's course;
Review programme diets;
Feedback from students about course check monthly financial reports;Plan Open Days for students
- April
Activities Event Administrator/Manager Role Teaching Administrator Role Summer term starts Check and reconcile monthly financial reports;
Plan Staff Away Day
5th PE check on Portico;
Plan end of term student hospitality
- May
Activities Event Administrator/Manager Role Teaching Administrator Role Summer term Check and reconcile monthly financial reports Arrange next Teaching Committee and SSCC meetings;
Exams begin
- June
Activities Event Administrator/Manager Role Teaching Administrator Role End of Term Check and reconcile monthly financial reports 6th PE check on Portico;
CAF form deadline;
Exams finish
- July
Activities Event Administrator/Manager Role Teaching Administrator Role End of UCL Financial Year Financial end of year procedures;
Check and reconcile monthly financial reports
Form S for new/continuing PhD students