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To establish uniform calendar guidelines to ensure timeliness and effectiveness of administrative services and student personal planning, as well as adherence to the schedule once established and promulgated.

Under the Deans, the Associate Deans for Academic Affairs, Student Affairs, Education, or designee, in accordance with each school's administrative organization and responsibilities, shall ensure compliance with and shall implement this policy.

This policy shall apply to all schools and programs within UMDNJ.

The calendar shall be defined as a chronological listing of both academic and administrative dates for a specified academic year that serves as the official schedule by which the students, faculty and staff within a school/program and the administration are expected to abide by during that academic year.

A.      Requirements:

1.     The following University administrators shall receive a copy of the final calendar 6
        months**  prior to the official start date of each academic year:

• Senior Vice President for Academic Affairs
•  University Director of Financial Aid
• University Registrar
• Associate Controller of the Business Office
• Manager of Student Loans
• Vice President for Operations
• Associate Vice President for Administration and Finance
• Associate Vice President for Support Services

(**Schools undergoing curriculum revision shall make certain they inform the above University administrators 4 months prior to the official start date of the academic year).

2.    Each school/program shall at the very least include the following administrative dates in their
       academic calendars:

• Official start and end date of all terms within an academic year by   year, class or academic program
• Financial aid exit interview dates for students completing their final year of study
• Start and end dates of exam periods (including reading periods and/or National Board examination (or other) review courses where applicable)
• Orientation dates
• Match day
• Convocations/Other special ceremonial dates
• Graduation
• Holidays

3.    Each school/program shall keep changes to the calendar (once established) to a minimum;
       however, start and end dates of each academic period within each academic year shall be
       final.

4.    When an unavoidable circumstance occurs that does cause a calendar change, the
        following prescribed procedure shall be followed:

        Notification (in the form of a memorandum) of the change must occur within 3 business
        days of the final decision.

        The memorandum must contain the following information:

• Reason for the change
• Term and academic year impacted
• Classes and/or program involved
• Revised start and end date for the term affected by this change

        The memorandum shall be signed by the appropriate authorized official (i.e. person
        responsible for implementing policy under Section II above).

        The memorandum shall be sent to the individuals listed in Section V.A.1 above.

  5.   Whenever possible, each school should notify the University's Director of Financial Aid
        and University Registrar of potential changes to the calendar as they arise.
 
 

__________________________________
Vice President for Academic Affairs
 
 

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