• Section 1 - Purpose
• Section 2 -  Scope
• Section 3 - Principles
• Section 4 - The Academic Calendar
• Section 5 - Development and Approval of the Academic Calendar
• Existing Onshore Sessions
• Establishing Non-Standard Sessions
• Offshore Session Management
• Disestablishment of Sessions
• Section 6 - Publication of Academic Calendar
• Section 7 - Roles and Responsibilities
• Section 8 - Definitions

Section 1 - Purpose

(1) This Policy sets out the process for development, approval and publication of the Academic Calendar at the University of Wollongong (the University).

Section 2 -  Scope

(2) This Policy applies to all academic courses, staff and students.

(3) This Policy applies to the determination of dates for standard, non-standard and offshore sessions.

(4) The Policy does not apply to the determination of session dates for UOW College Australia (UOWCA).

Section 3 - Principles

(5) The University’s Academic Calendar is designed to:

1. support delivery of quality education by ensuring appropriate time allocations for teaching, assessment and student engagement and support;
2. provide transparency and predictability by ensuring the dates are published on the University website in a timely manner to allow students and staff to plan appropriately;
3. align with national and sector norms to ensure consistency and compliance;
4. ensure services and operational requirements, such as graduation and student progress monitoring, can be delivered effectively and efficiently.

Section 4 - The Academic Calendar

(6) The UOW Academic Calendar comprises all sessions utilised at UOW, including standard, non-standard and offshore sessions.

(7) The standard sessions of the University consist of two semesters (Autumn and Spring), a Summer Session.

(8) The offering of a subject(s) onshore outside of a standard session is referred to as a non-standard session.

(9) Offshore sessions are those used to support delivery via UOW Collaborative Delivery partners, including UOW offshore campuses.

(10) The University’s academic calendar captures the key dates for each session, including:

1. commencement and end dates for teaching periods;
2. enrolment dates, which include:
   1. first and last dates to enrol;
   2. fee statement release date;
   3. census date;
   4. the final date for enrolment variations without academic penalty;
3. dates for the release of results; and
4. non-teaching periods.

(11) The Academic Calendar also includes graduation periods.

Section 5 - Development and Approval of the Academic Calendar

Existing Onshore Sessions

(12) The Academic Calendar for standard and existing non-standard sessions is drafted by the Student Services Division (SSD) and approved five (5) years in advance to allow sufficient time for consultation, to provide predictability and enable students and staff to plan effectively.

(13) In drafting the calendar, key dates will be guided by:

1. the Universities Australia (UA) teaching calendar;
2. the NSW Government Education Periods, which set out the NSW school holiday periods; and
3. Commonwealth Higher Education legislation.

(14) The structure of the standard sessions shall consist of:

1. orientation before the start of the first teaching week, except for Summer session unless there is a commencing intake of students;
2. a specific number of teaching weeks:
   1. Thirteen for the two Semesters (Autumn and Spring);
   2. Ten for the Trimesters;
   3. Seven for Summer Session;
3. specific periods of non-teaching weeks, consisting of:
   1. A mid-session recess;
   2. A study week immediately prior to the commencement of the examination period;
   3. a one- or two-week examination period.

(15) Existing non-standard sessions will be rolled forward, utilising the same structure as the previous delivery, to determine appropriate key dates as outlined in clause 10.

(16) All onshore sessions must have only one (1) census date, which must:

1. be set on a date by which at least 20% of the session, including any subject with enrolments has been completed (as required by the Higher Education Support Act 2003);
2. occur within the same year as the start date of the session.

(17) For all onshore sessions except Autumn and Spring Semesters, if the census date falls on a non-business day (e.g. a weekend or public holiday), the census date will be nominated as the next business day.

(18) For Autumn or Spring Semesters, if the census date falls on a non-business day, the census date is not altered; however, the Acts Interpretation Act 1901 permits students to complete any required actions, such as enrolment changes or fee payments, on the next business day.

(19) Dates for existing onshore sessions in the Academic Calendar will be submitted to the University Education Committee (UEC) for endorsement.

(20) The Deputy Vice-Chancellor (Education) will approve the Academic Calendar.

(21) The Executive Director, Student Services, will approve summer session Orientation Week dates on the recommendation of the Senior Manager, Education and Scheduling. 

Establishing Non-Standard Sessions

(22) The offering of a subject(s) outside of a standard session will only be approved by the Delegated Authority where there is a sound business and/or pedagogical reason to do so.

(23) The rationale for establishing a non-standard session may include the following:

1. to meet accreditation requirements;
2. to meet industry needs in facilitating student placements;
3. to provide a pathway subject or course;
4. to meet the needs of a particular student cohort (e.g. intensive subjects);
5. to combine standard sessions into extended teaching periods (e.g. Trimester 1/Trimester 2).

(24) Requests for new sessions or amendments to already approved key session dates must be submitted in writing to the Senior Manager, Education and Scheduling.

(25) New sessions and amendments to existing sessions will only be considered if:

1. the session is essential for the delivery of an approved degree;
2. existing sessions are not suitable for the business need;
3. the key session dates can be set in accordance with the rules set out in this Policy;
4. the session can be feasibly operationalised without resourcing issues;
5. University support services can accommodate the requested session without significant impact on their capacity to support programs of existing sessions;
6. the session will not compromise the University’s ability to deliver:
   1. a course, ensuring academic quality and compliance are maintained;
   2. key elements of the student experience, including student support;
   3. timely graduation on completion of the course;
   4. final exams and release of results;
   5. annual assessment of academic progress;
   6. management of census dates; and
   7. allocation of load in the case of international students and students on Centrelink payments.

(26) If a subject is offered over a reduced timeframe, the Subject Coordinator must demonstrate how the subject will meet the requirements of the University’s Course Design Procedures and Assessment and Feedback Policy.

(27) The UEC will review and determine whether to endorse the creation of a new or modified session.

(28) If a new or amended session is endorsed, SSD will conduct a feasibility assessment to determine appropriate timeframes for implementation.

(29) SSD will submit the UEC endorsement and feasibility assessment to the DVCE for consideration and determine whether to approve the amendment or new session, including the implementation date.

Offshore Session Management

(30) When determining offshore sessions and key dates, the principles set out in Section 3 apply. In addition, specific partnership, industry, country/region, and cultural factors must also be considered.

(31) Offshore session dates shall be set in the year prior to the commencement of the academic year.

(32) Where session dates for an offshore location have previously been set, roll-over of these sessions is managed by:

1. UOWGE in the case of UOWD sessions; or
2. the Transnational Education Unit (TNE) in consultation with the partner institution and relevant UOW Faculty for courses delivered at other offshore locations.

(33) If a new session structure is proposed, in the case of establishing a new offshore collaborative delivery partner/campus or changes to the duration or structure of existing course offerings, then UOWD or TNE (as appropriate) must consult with the Faculty (via the Faculty Education Committee and/or Faculty Internationalisation Committee) and the Transnational Education Committee.

(34) New offshore sessions will be submitted by UOWGE or TNE to the DVCE for consideration and approval.

Disestablishment of Sessions

(35) The Deputy Vice-Chancellor (Education) may approve the disestablishment of a session from a specified future teaching year, on the recommendation of the Executive Director, Student Services.

(36) Grounds for disestablishment include:

1. none or minimal teaching load and a suitable alternative exists; and/or
2. initial business rationale no longer exists; and/or
3. maintenance of the session is no longer operationally feasible.

(37) If a session is approved to be disestablished, SSD will conduct a feasibility assessment to determine appropriate timeframes for implementation.

Section 6 - Publication of Academic Calendar

(38) The Academic Calendar will be published on the University’s website.

Section 7 - Roles and Responsibilities

(39) The Deputy Vice-Chancellor (Education) is responsible for approving the Academic Calendar onshore and for approving new or substantially changed sessions for offshore offerings.

(40) The Student Services Division is responsible for applying local procedures to implement the policy for onshore sessions.

(41) The Transnational Education Unit is responsible for applying local procedures to implement the policy for offshore sessions, excluding UOWD.

(42) UOW Global Enterprises is responsible for applying local procedures to implement the policy for UOWD.

Section 8 - Definitions