End-of-Year Tasks and Planning Information

Updated: May 6, 2026

Resources

Seminar Chairs
Rapporteurs
Meeting Planning Information
Guest Speaker Travel Funds
Booking Travel
Subventions
Conferences
Gift Accounts and Donations
Using Submittable

As the academic year draws to a close, there are several important tasks and deadlines to keep in mind to ensure a smooth transition into the next year. This page serves as a resource for seminar chairs and rapporteurs, outlining key responsibilities and action items to address before the year ends. Please review the information below carefully and plan accordingly, as timely completion of these tasks is essential to the continued success of your seminar.

Questions?

The University Seminars team is available to answer questions or direct you to the information you need through the summer months. Email us at [email protected].

 

End-Of-Year Tasks

All seminars must submit a New Academic Year Planning Form by June 30, 2026. Earlier submissions are strongly encouraged, as they help us better support your planning needs. This form communicates essential information about your seminar to the office. All seminars are required to submit a planning form, even if they will not meet in Faculty House.

The information provided in the form will be published on your seminar's individual web page. Include as much detail as possible to keep schedules current. When planning your schedule, please consult the Reference Calendars to avoid conflicts. We also recommend that you review your seminar's page periodically throughout the semester to confirm its accuracy.

Check in with your rapporteur to confirm they will continue next academic year.

Travel budget request deadlines enable the office to work effectively and to purchase discounted fares. To avoid overspending, it is essential that chairs clearly communicate approved expenses (flight, hotel) with invitees. Please review travel coverage limitations in the Guest Speaker Travel Fund Requests page in the Administrative Portal. 

  • The deadline for travel funding requests is June 30, 2026.

  • Travel funding is not guaranteed and must be approved before inviting traveling speakers. 

  • If a seminar wishes to invite a guest speaker who will require travel funding, the chair must first submit a Travel Fund Request Form . Funding is very limited. 

  • Seminars are strongly encouraged to seek funding from other sources (e.g. gift account if established) and co-sponsorship is highly recommended. Contact Susan Boynton ([email protected]) for guidance on co-sponsorship. 

  • In the 2026-2027 year, seminars may not request funding for more than three (3) guest speakers who require travel funds to present at a regular seminar meeting. (If funds remain after the deadline, we will consider additional travel funding requests). 

  • Priority will be given to seminars which have used the least funding in the past. 

  • The office can provide advice on budget planning, but please review the resources in the Administrative Portal first. If you require a Zoom meeting with a team member or need an update regarding a seminar gift account, send an email to [email protected]. 

Each year, elections must be held to select new seminar chairs or reelect current and continuing seminar chairs. Elections are conducted at a regular seminar meeting or over email by the rapporteur. It is crucial to convey to the office if there is a change of chair, as soon as possible. 

All incoming chairs must meet with the director and attend an orientation. For an orientation, contact Pamela Guardia ([email protected]) for available dates.

Seminar chairs from academic year 2025-2026 are responsible for reviewing their seminars’ pages in the Annual Report: Directory of Seminars, Speakers, & Topics and submitting either corrections or confirmations, even if they are no longer seminar chairs. 

Look for an email from ([email protected]) in August. Please respond promptly.

Applications for conference funding and publication subventions are reviewed twice a year. 

  • The deadlines are September 15, 2026, and March 15, 2027. 
     
  • Applications are only accepted through Submittable.

SAVE-THE-DATE OCTOBER 20, 2026

The meeting will be held over Zoom on Tuesday, October 20, 2026 from 4:00-5:00 pm. 

  • Attendance by a chair or representative member is required. Rapporteurs may not serve as seminar representatives.

  • Do not plan seminar meetings on the same day and time. They will not be scheduled on that day.

 

Schoff Lectues will take place November 9, 16, and 23, 2026. 

  • NEW Start Time: Lecture begin at 5:30 pm 
     
  • Our 2026 Leonard Hastings Schoff Memorial Lectures will be given by Jack Halberstam.
     
  • Seminar meetings will not be scheduled on the evenings of the Schoff Lectures or on the day following each lecture. Therefore, the following dates are not available for seminar meetings in fall 2026: November 9, 10; November 16, 17; and November 23, 24, 2026.