Guideline No. A-019  

Subject:  Academic Calendars and Student Registration  

EFFECTIVE: FALL SEMESTER 2008

This guideline applies to all TBR universities and two-year colleges.  Its 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.

Academic Calendar: 

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.

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.

Template:

Fall Semester, Full Term       (Week 1 of Fall Semester starts with the last Monday in August.)

Early registration for summer and fall semesters must begin the 1st Monday in April.

• Classes begin the Saturday before the last Monday in August. 
• Labor Day Holiday (1st Monday in September)
• Midterm break must be scheduled for Monday and Tuesday of week 8.
• Thanksgiving Holiday (Thursday, Friday, Saturday, and Sunday)

Classes end 

Flexibility is provided at the end of the semester to allow institutions to address concerns with the number of class sessions, lab availability, etc.

•  The earliest date that classes may end is Wednesday of week 15
•  The latest date that classes may end is Monday of week 16
   

Study day and/or Final Exams begin

• The earliest day for study day and/or final exams is Thursday of week 15.
• The latest day for study day and/or final exams is Tuesday of week 16.

Final exams must end no later than Saturday of week 16.

Spring Semester, Full Term   (Week 1 of Spring Semester is counted as the week that begins with MLK holiday--not the week of the first day of class.)

• Early registration for spring semester (and summer semester if applicable) must begin the 2nd Monday in November.
• Classes must begin on Thursday before MLK holiday.
• Martin Luther King Holiday (3rd Monday in January)
• Midterm break must take place beginning Monday of week 8.
• Friday before Easter Holiday* (may be used to provide additional flexibility)

Classes end

•  The earliest date that classes may end is Wednesday of week 15.
•  The latest date that classes may end is Monday of week 16.
   

Study day and/or Final Exams begin

• The earliest day for study day and/or final exams is Thursday of week 15.
• The latest day for study day and/or final exams is Tuesday of week 16.

Final exams must end no later than Saturday of week 16.

*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.

Registration:

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.

Exceptions to the common calendar for specialized programs may be approved by the President, with notification to the Vice Chancellor for Academic Affairs.  Other exceptions to the calendar and registration guideline must be approved, in advance, by the Vice Chancellor for Academic Affairs. 

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