View Current

Academic Calendar Approval Procedure

This is the current version of this document. To view historic versions, click the link in the document's navigation bar.

Section 1 - 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.

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

Top of Page

Section 2 - Intent

(3) This document establishes the process for the development and approval of the Academic Calendar to ensure that important academic dates are scheduled in advance.

Top of Page

Section 3 - Instructions

(4) The Deputy Vice-Chancellor (Academic) and Vice President and Pro Vice-Chancellor Education Innovation have delegated authority to approve standard and non-standard term dates.

Standard Terms

(5) The University Academic Calendar officially comprises two semesters and three trimesters, as well as three Singapore trimesters, in a calendar year. The Academic Calendar also includes a number of non-standard terms.

(6) The University Academic Calendar and any subsequent amendments will be approved, where possible, in advance by a relevant delegate on a rolling five (5) year basis.

(7) The Pro Vice-Chancellor Student Experience and Academic Registrar is responsible for coordinating the preparation of the University’s Academic Calendar and to recommend the dates for the University Academic Calendar for approval following consultation with the University community.

(8) Amendments to the approved University Academic Calendar will only be granted where it is considered essential.

(9) Requests for amendments must be submitted to the Pro Vice-Chancellor Student Experience and Academic Registrar for consideration and consultation with relevant parties.

(10) Amendments which are deemed essential may be approved by a relevant delegate on the recommendation of the Pro Vice-Chancellor Student Experience and Academic Registrar, with the University community to be advised accordingly.

Non-Standard Terms

(11) Non-standard terms will be approved at least one year in advance by the Deputy Vice-Chancellor (Academic) and Vice President, normally in conjunction with the University Academic Calendar. Non-standard terms include: Summer School, Singapore Block Terms, Winter School and ELICOS terms.

(12) As the Singapore Trimester terms will be approved, where possible, in advance by the Academic Senate on a rolling five (5) year basis, the Deputy Vice-Chancellor (Academic) and Vice President would normally approve the non-standard Singapore block terms at the same time.

(13) Due to the University-wide administrative overheads associated with maintaining terms, approval for any non-standard terms will only be granted where it is considered essential.

(14) Any requests for non-standard terms, or requests for variations to dates for existing non-standard terms, must be submitted to the Pro Vice-Chancellor Student Experience and Academic Registrar for consideration and consultation with relevant parties.

(15) Any requested amendments which are deemed essential or additions to the approved schedule of non-standard terms may be approved under delegated authority on the recommendation of the Pro Vice-Chancellor Student Experience and Academic Registrar, with the University community to be advised accordingly.

Non-Standard Terms - Joint Medical Program

(16) The Clinical Placement requirements for the Joint Medical Program do not fit within the standard terms for other University programs. This applies particularly to Years 4 and 5 of the program.

(17) The non-standard terms for the Joint Medical Program will be approved at least one year in advance, normally in conjunction with the University Academic calendar.

Top of Page

Section 4 - Roles and Responsibilities

(18) The Deputy Vice-Chancellor (Academic) and Vice President or Pro Vice-Chancellor Education Innovation may approve standard and non-standard term dates.

(19) The Pro Vice-Chancellor Student Experience and Academic Registrar coordinates the preparation of the University's Academic Calendar, and following consultation with the University community recommends the dates for the University Academic Calendar to the Deputy Vice-Chancellor (Academic) and Vice President for consideration.

(20) The Pro Vice-Chancellor Student Experience and Academic Registrar coordinates any amendments to University's Academic Calendar, and following consultation with the University community recommends the dates for the University Academic Calendar to the Deputy Vice-Chancellor (Academic) and Vice President for consideration.

(21) The Pro Vice-Chancellor Student Experience and Academic Registrar coordinates notifications to the University community when University Academic Calendar dates are approved or amended.