A102: Post-Secondary Academic Calendar

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Policy Details

Academic and Research Policies A1: Academic Administration

Effective Date

February 28, 2018

Next Review/Revised Date

February 28, 2023

Reference Committee

College Council

Policy Purpose

The purpose of this policy is to define the principles for determining the start and end dates for each academic term such that each term may have consistent numbers of days set aside as class days, exam days and inter-term days, and for formal examinations, tutorials, makeup activities or other purposes as designated by the College. Such dates are consistent with the provisions of the collective agreements pertaining to instructional assignments and align with College holidays.

POLICY

Two years in advance of each academic year, the Registrar, following consultation with College stakeholders, prepares a detailed academic calendar for consideration by the President.

The Registrar establishes, maintains and implements standards and procedures that achieve the objective of this policy in an effective and efficient fashion. Such standards and procedures align with the College mission, vision and mandate, and reflect College values.

REFERENCES

College Policies:

ADDENDA

Guideline A: Definitions and Principles
Form 1: Application for Exception to the Approved Academic Calendar

Guideline A: DEFINITIONS AND PRINCIPLES

Issued by: Registrar

Effective: 2018 02 28

DEFINITIONS

Inter-term days: College working days reserved for end-of-term and start-of-term activities.

Academic standing: End-of-term standing assigned to full-time post-secondary students after final grades have been posted.

Study week: A week scheduled during the term to provide students with an opportunity to complete course work and to study for mid-term examinations.

PRINCIPLES FOR THE DETERMINATION OF DATES

2.1. The academic year normally consists of three terms (Fall, Winter and Summer) commencing with the Fall term, and arranged so that available contact days and available working days other than contact days are divided as equally as possible over the year, having regard for College holidays and Orientation Day.

2.2. A term normally consists of fourteen weeks of classes and a formal examination period of up to one week.

2.3. An Inter-term period is provided for the purpose of grade reporting, subsequent course enrolment, grade appeal processing, make-up opportunities and other ancillary activities.

2.4. The Registrar is guided by the following principles and considerations:

That there are at least three, but preferably six, examination days in each examination period in the Fall and Winter terms, and at least three examination days in the Summer term;
That Saturday may be scheduled as an examination day;
That the daily time period in which examinations may be administered is 0800h-2200h;
That there is a Study Week of one week's duration during each of the Winter and Summer terms and the Fall term if possible;
That inter-term periods provide sufficient time for:
- Students to receive their grades and progression status prior to the commencement of the following term;
- Full-time and part-time students to be able to enrol in courses prior to the commencement of classes; and
- A minimum of five full inter-term days are needed prior to the Winter term start date to process student admission and registration, and other inter-term activities.
Similar guidelines apply for the development of the Winter-Summer and Summer-Fall inter-terms, recognizing that the number of inter-term days between these terms may be less due to the smaller number of students registered.

EXCEPTIONS TO THE APPROVED ACADEMIC CALENDAR

Notwithstanding the foregoing, in cases where it is more efficient and academically viable, the academic year for a program may be scheduled in academic terms of more or less than three. In such cases the principles of this policy are applied such that terms are appropriately balanced and provide sufficient time for all required activities to be completed. These would be considered exceptions to the approved academic calendar (see Form 1).

Form 1: APPLICATION FOR EXCEPTION TO THE APPROVED ACADEMIC CALENDAR