Academic Calendar Approval Procedure

Document Number000920
Date Approved25 May 2010
    

1.      Introduction

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

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 to coordinate the scheduling of academic and non-academic events and ensure offer dates for future terms in admissions processes are correct. 

This Procedure supports the University’s Timetabling Policy 000918 and Timetabling Procedure 000919 and should be read in conjunction with those documents.

2.      Procedure

2.1. The approval of the Academic Calendar is the responsibility of Academic Senate in accordance with the delegation from Council (A9.5).

2.2. Standard Terms

2.2.1.   The University of Newcastle 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.

2.2.2.   The University of Newcastle Academic Calendar will be approved, where possible, in advance by the Academic Senate on a rolling five (5) year basis.

2.2.3.   It is the responsibility of the Academic Registrar to coordinate the preparation of the University’s Academic Calendar and to recommend the dates for the University Academic Calendar to the Academic Senate for approval following consultation with the University community.

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

2.2.5    Requests for such amendments must be submitted to the Academic Registrar for consideration and consultation with relevant parties.

2.2.6    Amendments which are deemed essential may be approved under delegated authority by the President of Academic Senate on the recommendation of the Academic Registrar, with Academic Senate to be advised accordingly.

 

2.3. Non-Standard Terms

2.3.1.   Non-standard terms will be approved at least one year in advance by the Academic Senate, normally in conjunction with the University Academic Calendar. Non-standard terms include: Summer School, Singapore Block Terms, Winter School and ELICOS terms.

2.3.2.   As the Singapore Trimester terms will be approved, where possible, in advance by the Academic Senate on a rolling five (5) year basis, the Academic Senate would normally approve the non standard Singapore Block terms at the same time.

2.3.3.   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.

2.3.4.   Any requests for non-standard terms, or requests for variations to dates for existing non-standard terms, must be submitted to the Academic Registrar for consideration and consultation with relevant parties.  

2.3.5.   Any requested amendments which are deemed essential or additions to the approved schedule of non-standard terms may be approved under delegated authority by the President of Academic Senate on the recommendation of the Academic Registrar, with to be Academic Senate advised accordingly.

2.4. Non-Standard Terms - Bachelor of Medicine

The Clinical Placement requirements for the Bachelor of Medicine program do not fit within the standard terms for other University programs. This applies particularly to Years 4 and 5 of the program.

2.4.1.   The non-standard terms for the Bachelor of Medicine will be approved at least one year in advance by the Academic Senate, normally in conjunction with the University Academic calendar.

2.4.2    It is the responsibility of the relevant Faculty Pro Vice-Chancellor to recommend non-standard terms for the Bachelor of Medicine to the Academic Registrar for consideration and approval by Academic Senate.

 

3.      Essential Supporting Documents  

Timetabling Policy 000918

Timetabling Procedure 000919

Guideline for Producing University Calendar (Under Development)

4.      Related Documents

Delegation of Authority Policy 000083

Approval AuthorityAcademic Registrar
Date Approved25 May 2010
Date for Review25 May 2013
Policy SponsorDeputy Vice-Chancellor, Services
Policy OwnerAcademic Registrar
Policy ContactDeputy Academic Registrar, Student Administration
Amendment History

Clause 2.1 revised by Governance and Policy to reflect change to delegation number from CTL2 TO A9.5, 9 January 2012