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Office of General Counsel Policies & Guidelines

Academic Calendar and Student Registration : A-019

Policy/Guideline Area

Academic Guidelines

Applicable Divisions

Community Colleges, Universities

Purpose

This guidelines’ primary purpose is to provide a common academic calendar among system institutions in order to:

1. Facilitate student enrollment at more than one TBR College or university and in the collaborative programs offered by multiple institutions;

2. Enable institutions to share resources, including courses, faculty, and physical facilities;

3. Encourage and enable the formation of consortia among institutions;

4. Permit greater efficiency in system-wide information technology resources.

 

Policy/Guideline

  1. Effective Fall Semester 2014
    1. Academic Calendar
      1. All TBR colleges and universities will offer fall and spring terms that follow the Academic Calendar Template included in this guideline. Institutions may offer terms of alternate length in addition to the 15-week fall and spring semesters, but should be mindful of calendar conflicts and federal financial aid requirements.
      2. Each semester, the 14th day of class must be identified as the last date a student can drop a class (withdraw) without a grade designation, including a “W,” appearing on the transcript. When providing alternate class formats, the institution is responsible for documenting equivalence in terms of student outcomes and competencies.
    2. Template
      1. Fall Semester, Full Term
        1. Week 1 of Fall Semester begins with the first day of class.
          1. Classes begin the fourth Monday in August.
          2. Labor Day Holiday (1st Monday in September)
          3. Fall break for community colleges must be scheduled for Monday and Tuesday of week 8.  RODP will follow the schedule of the community colleges.
          4. Fall break for each TBR University must be scheduled for Monday and Tuesday of week 8 or can be moved to the Monday and Tuesday of Thanksgiving week.
            1. To accommodate flexibility for universities, faculty may want to consider the possibility of requiring no tests or assignments to be due on either of these two Mondays or Tuesdays. This will allow students and faculty in a collaborative environment to participate in the break even if they are engaged at TBR institutions that observe different midterm breaks.
        2. Thanksgiving Break (Wednesday, Thursday, Friday, Saturday, and Sunday)
          1. Monday and Tuesday of Thanksgiving week may also be included if the fall break option described above is used. Wednesday is an extension of a break period where no classes will be held. (Administrative close days are not impacted.)
        3. Classes End
          1. Flexibility is provided at the end of the semester to allow institutions to address concerns with the number of class sessions, lab availability, etc.
          2. All grades must be submitted no later than the Monday of Week 17, except RODP grades which will be delivered to the appropriate “home” institution no later than 4:30 p.m. on Friday of Week 16.
          3. Each TBR institution must establish and publish an end-of-term schedule for the last day of class and final exams. Appropriate time for completion of end of course assignments and preparation for final exams must be included in the schedule.
          4. The institution assumes responsibility for communicating any variations in breaks or end of term schedules to students and faculty engaged in collaborative programs.
      2. Spring Semester, Full Term
        1. Week 1 of Spring Semester begins with the first day of class.
        2. Classes must begin on Tuesday after MLK holiday with the exception of when MLK is on the 21st of January, when classes will begin on the Monday before MLK holiday.
        3. Martin Luther King Holiday (3rd Monday in January)
        4. Spring break must take place beginning Monday of week 8 at all community colleges. RODP will follow the schedule of the community colleges.
        5. Universities have flexibility to adopt an alternate spring break date.
          1. Each TBR institution will assume responsibility for communicating the impact to students and faculty involved in collaborative programs when there are differences in the scheduling of spring break.
        6. Friday before Easter Holiday (may be used to provide additional flexibility)
          1. Institutions have the option of requesting an exception to the TBR Policy from the Chancellor in order to take the Good Friday Holiday on the Friday of spring vacation rather than the Friday prior to Easter. This provides an additional Friday for instruction.
      3. Classes End
        1. Flexibility is provided at the end of the semester to allow institutions to address concerns with the number of class sessions, lab availability, etc.
        2. All grades must be submitted no later than the Monday of Week 17, except RODP grades which will be delivered to the appropriate “home” institution no later than 4:30 p.m. on Friday of Week 16.
        3. Each TBR institution must establish and publish an end-of-term schedule for the last day of class and final exams. Appropriate time for completion of end of course assignments and preparation for final exams must be included in the schedule.
        4. The institution assumes responsibility for communicating any variations in breaks or end of term schedules to students and faculty engaged in collaborative programs.
    3. Registration
      1. The published registration schedule for each institution must designate specific registration deadlines for each phase of registration.  Late registration may be permitted through the seventh calendar day for regular fall and spring courses with late registration period proportionally adjusted for summer and alternate length courses.
    4. Exceptions
      1. Exceptions to the common calendar for specialized programs may be approved by the President, with notification to the Vice Chancellor for Academic Affairs.
      2. Other exceptions to the calendar and registration guideline must be approved, in advance, by the Vice Chancellor for Academic Affairs. 

Sources

Presidents Meeting February 10, 1987; Presidents Meeting May 21, 2001; Presidents meeting August 13, 2002; Presidents meeting November 8, 2006. Presidents meeting November 7, 2012.

Contact

Mickey Sheen
615-366-4437
mickey.sheen@tbr.edu