• Section 1 - About this Procedure
• Introduction
• Purpose
• Scope
• Definitions
• Section 2 - The Academic Calendar Framework
• Standard Terms
• Non-Standard Terms
• Section 3 - Setting of Annual Academic Calendar Key Dates
• Amendments to Annual Academic Calendar Dates
• Section 4 - Roles and Responsibilities

Section 1 - About this Procedure

Introduction

(1) The development and publication of multi-year academic calendars enables students, academics, and staff to have information about important academic dates. It will assist staff across the University of Newcastle (University) to coordinate the scheduling of academic and non-academic events and ensure offer dates for future terms in admissions processes are correct.

Purpose

(2) This procedure establishes the process for the approval, publication and amendment of the annual Academic Calendar dates to ensure that important academic dates are scheduled and communicated in advance.

(3) This procedure supports the University's Timetabling Policy and Timetabling Procedure and should be read in conjunction with those documents.

Scope

(4) This procedure applies to all teaching terms in which programs and courses offered by the University are delivered, including terms utilised by controlled entities or partner institutions in delivery of University programs.

Definitions

(5) For the purpose of this procedure:

1. “standard terms” are the primary teaching periods for the University, which also serve as the main admission intake terms for commencing students;
2. “non-standard terms” are teaching terms created for operational purposes or to cater for specific requirements of individual programs.

Section 2 - The Academic Calendar Framework

(6) The Academic Calendar is comprised of all teaching terms offered by the University in a calendar year, including both standard and non-standard terms.

(7) The Academic Calendar is designed to:

1. support the delivery of quality education by providing appropriate time for teaching, assessment, student engagement and student support; and
2. support the efficient delivery of University services and operational requirements, including admissions, enrolment, assessment, examinations, results, student progression and graduation.

Standard Terms

(8) The University’s standard terms are established by the Vice-Chancellor, and consist of:

1. two semesters;
2. three trimesters;
3. three Singapore trimesters;
4. the MidYear Session; and
5. the Global Experience term.

(9) The standard terms are comprised of:

1. a Welcome Week which precedes the first teaching week (for semesters, trimesters and Singapore trimesters only);
2. the specified number of teaching weeks for each term, being:
   1. twelve weeks for semesters, trimesters and Singapore trimesters;
   2. six weeks for MidYear Session; and
   3. four weeks for the Global Experience term; and
3. any relevant non-teaching weeks, which may include:
   1. a mid-term recess period (if applicable);
   2. a one or two week formal examination period; and
   3. a one or two week resheduled examination period.

Non-Standard Terms

(10) A non-standard term may be established where it is essential for operational or education purposes because the requirements of a specified program or student cohort are not acommodated by the University's standard terms.

(11) The establishment of non-standard terms will be approved by the Senior Deputy Vice-Chancellor (Academic & Global) on the recommendation of the University Registrar.

(12) Requests to establish non-standard terms must be submitted to the University Registrar for consideration.

(13) Before making a recommendation to establish a non-standard term, the University Registrar must consider whether the proposed term;

1. can be operationalised without unreasonable impacts on University systems or services;
2. will support the delivery of quality education and a positive student experience; and
3. will not compromise the University's ability to manage enrolment, census dates, assessment, examinations, results, student progression or graduation.

(14) The Senior Deputy Vice-Chancellor (Academic & Global) may approve the disestablishment of a non-standard term from a specified future academic year, on the recommendation of the University Registrar.

(15) Before recommending the disestablishment of a non-standard term, the University Registrar must consider whether:

1. the original requirement for the non-standard term no longer exists;
2. there is minimal or no enrolment or teaching activity in the non-standard term;
3. the non-standard term is no longer operationally feasible; or
4. a suitable alternative term (whether standard or non-standard) has become available.

(16) Following approval of the establishment or disestablishment of a non-standard term, the University Registrar will coordinate implementation and ensure affected staff, students and other relevant stakeholders are advised.

Section 3 - Setting of Annual Academic Calendar Key Dates

(17) The Academic Calendar specifies the following key dates annually for each teaching term (including both standard and non-standard terms):

1. the start and end date of the teaching period;
2. enrolment dates;
3. the census date;
4. the timing of the mid-term recess (if applicable);
5. the formal examination period and rescheduled examination period; and
6. the fully graded date.

(18) The annual Academic Calendar key dates will be approved by the Senior Deputy Vice-Chancellor (Academic & Global) on the recommendation of the University Registrar.

(19) Before recommending proposed Academic Calendar dates, the University Registrar must:

1. consult with staff, students and other relevant stakeholders; and
2. have regard to:
   1. the operational requirements of the University, including admissions, enrolment, timetabling, assessment, examinations, results, student progression and graduation;
   2. relevant sector practices (such as Universities Australia common teaching weeks);
   3. relevant external factors, such as public holidays and the New South Wales school holiday periods; and
   4. relevant legsilative and regulatory requirements.

(20) Where possible, indicative annual Academic Calendar dates will be published to staff in advance on a rolling three (3) year basis to support proactive future planning.

(21) Academic Calendar dates will not be considered official until they are published to students and made available on the University website.

(22) Official Academic Calendar dates must be published to students no later than August of the calendar year preceding the academic year to which the dates relate.

Amendments to Annual Academic Calendar Dates

(23) Approved Academic Calendar dates will only be amended where it is considered essential.

(24) Amendments to Academic Calendar dates will be approved by the Senior Deputy Vice-Chancellor (Academic & Global), on the recommendation of the University Registrar.

(25) Requests to amend an approved annual Academic Calendar date must be submitted to the University Registrar for consideration.

(26) Before recommending an amendment, the University Registrar must consult with staff, students and other relevant stakeholders.

(27) Following approval of an amendment, the University Registrar will ensure that staff, students and other relevant stakeholders are advised, and that the University website is updated accordingly.

Section 4 - Roles and Responsibilities

(28) The Vice-Chancellor is responsible for establishing the University's standard terms.

(29) The Senior Deputy Vice-Chancellor (Academic & Global) is responsible for:

1. approving the establishment and/or disestablishment of non-standard terms;
2. approving the annual Academic Calendar key dates; and
3. approving amendments to Academic Calendar key dates.

(30) The University Registrar:

1. considers requests for the establishment and disestablishment of non-standard terms, and makes recommendations to the Senior Deputy Vice-Chancellor (Academic & Global)) for approval;
2. recommends proposed annual Academic Calendar dates to the Senior Deputy Vice-Chancellor (Academic & Global) for approval;
3. considers requests for amendments to annual Academic Calendar dates and makes recommendations to the Senior Deputy Vice-Chancellor (Academic & Global) for approval;
4. coordinates consultation with staff, students and other relevant stakeholders in relation to proposed non-standard terms and annual Academic Calendar dates;
5. coordinates the publication of the annual Academic Calendar dates to staff, students and relevant stakeholders (including indicative future dates); and
6. coordinates notifications to staff, students and other relevant stakeholders when annual Academic Calendar dates are approved or amended.