Administrative Policy: Academic
University/VPAA – Academic Semester Calendar Policy
Policy Number: 3349-AC-258
Effective Date: 01/04/2019
Updated: — 8/3/2021
Responsible Department: Office of the Registrar
Approval Authority: VPAA
Policy Author: University Registrar
This Policy ensures institutional compliance with state directives related to minimum and maximum semester term lengths and establishes guidance for curriculum decision-makers and administrative support offices for the development of the academic calendar and course schedule offerings.
This policy applies to all Colleges as specified and all credit-bearing academic degree and certificate programs contained within the University.
- “Part-of-Term” or “POT” is a set of dates within a larger semester used for scheduling and/or course start and end date monitoring. Most semesters consist of several POTs, some of which may have different add and/or drop dates for student registration purposes.
- “Semester” is sixteen (16) weeks of scheduled instruction which includes one (1) calendar week of examinations.
D. Review, Approval, & Publication Process
The timeline for review, approval, and publication of the academic calender is as follows:
- Summer – the draft of the next academic year’s calendar will be reviewed by the
Academic Management Partnership (AMP) and each College’s curriculum
committee or equivalent and their respective subcommittees(e.g., a review of the
draft 2022-23 academic calendar would begin in the summer of 2021).
- August 15 – any requests for revisions due to the Office of the Registrar.
- September 1 – VPAA approves the final calendar for publication. Following the
approval of the final published calendar for the next academic year, drafting of
calendars for the two subsequent academic years will begin and preliminary drafts
will be posted to the NEOMED Office of the Registrar website.
May – June
|Initial draft||AMP review||Curriculum Committee endorsements||AMP solicits VPAA approval||VPAA approval and publication|
E. Academic Calendar Components
The Academic Semester Calendar is prepared by the Office of the Registrar and published to the NEOMED Office of the Registrar website.
- Semester Length
- Summer Semester is a maximum of twelve (12) instructional weeks in length, inclusive of final examinations and/or papers. There is no break between the conclusion of Summer Semester and the start of Fall Semester.
- The College of Graduate Studies (COGS) will have two additional POTs within the twelve (12) week Summer Semester, designated Summer I and Summer II. Each is six (6) weeks in length.
- Fall Semester is sixteen (16) instructional weeks in length, inclusive of final examinations and/or papers. Fall Semester begins in August and ends in mid-to late December. Fall and Spring Semester are separated by three (3) weeks of break.
- Spring Semester is sixteen (16) instructional weeks in length, inclusive of final examinations and/or papers. Spring Semester begins in January and runs through early May inclusive of one (1) week of spring break.
- Clinical Term is a unique term during which each professional program that used clinical experiences will schedule M3 clerkship rotations, M4 elective rotations, and P4 Advanced Pharmacy Practice Experiences (APPE). The Clinical Term length is approximately fifty-eight (58) weeks beginning in June and ending in July of the following year.
- Maymester is three (3) weeks in length, inclusive of final examinations and/or papers. Use of Maymester is optional.
- Scheduling Parameters
- Summer Semester represents the start of a new Academic Year. It begins one week after the conclusion of Maymester and typically begins on a Monday in late May or early June and ends on a Saturday in mid-August.
- Fall Semester will always begin on a Monday at the end of August and end on a Saturday in mid- to late December.
- Spring Semester will always begin on a Monday of full (5-day) week in January and end on a Friday in early May.
- Maymester is exclusive to the month of May.
- Clinical Term will always begin on June 1 and end on a Friday in July of the following year.
- Summer Semester, but not Maymester, may be sub-divided to POTs as needed for course scheduling purposes. The Office of the Registrar will identify and determine the length of POT.
- Fall, Winter, and Spring Breaks
- Fall Break
- No designated breaks.
- Use of traditionally scheduled University holidays only (e.g., Veteran’s Day, Thanksgiving).
- Winter Break
- Three weeks in length between Fall and Spring Semesters.
- Two weeks occur in December and one week (may be partial) occurs in January.
- Spring Break
- One week in length.
- Occurs approximately midway through Spring Semester.
- Clinical Terms
- Clinical terms do not observe the above-listed breaks.
- Students in a clinical term should follow the specific schedule provided at the beginning of each experience.
- Fall Break
- College of Graduate Studies (only) – Drop/Add Period
- First ten (10) calendar days of a sixteen (16) week Fall or Spring Semester.
- First five (5) calendar days of an eight (8) week Fall or Spring POT.
- First seven (7) calendar days of a twelve (12) week Summer Semester.
- First four (4) calendar days of a six (6) week Summer I or Summer II POT.
- First three (3) calendar days of a four (4) week Summer POT, which is called a “Header.”
- First two (2) calendar days of a three (3) week Maymester.