Company number: 12497951
6 Sutton Park Road, Sutton, SM1 2GD

School Calendar and Semesters Policy

Policy Statement

The School is committed to providing a structured and transparent academic calendar for its undergraduate and postgraduate programmes across various study modes. This policy ensures effective planning and delivery of teaching, learning, and assessments, while accommodating diverse needs. By aligning with sector standards, it supports clear timelines for academic terms, examination sessions, and breaks, fostering consistency and effective management for students, faculty, and staff.

Principles

Consistency: Establishing a reliable and recurrent academic calendar that the School community can depend upon.
Advance Planning: Providing adequate lead time for students and staff to prepare for academic terms and responsibilities.
Clarity: Presenting clear start and end dates for all semesters and breaks within the academic year.
Transparency: Making the academic calendar readily accessible and understandable to all stakeholders.
Balance: Structuring the calendar to provide a balance between academic pursuits and personal time.
Equity: Ensuring the calendar considers the needs of a wide range of students and staff.
Adaptability: Allowing for flexibility in the calendar to accommodate exceptional circumstances.
Harmony: Aligning the School’s calendar with external academic and sector requirements where applicable.
Cultural Sensitivity: Recognising and respecting cultural and religious observances in the planning of the academic year.
Efficiency: Maximising the use of time for both teaching and learning activities.
Student Welfare: Considering student welfare in the design of the academic schedule to prevent burnout.
Continuous Review: Regularly evaluating the calendar to ensure it meets the evolving needs of the School community.

Regulatory Context

This Policy has been developed in line with the applicable laws, regulations, regulatory advice, and sector best practices, including the following:

Authority	Name	Url
Office for Students (OfS)	Regulatory framework for higher education in England This framework outlines OfS' primary aim to ensure positive outcomes for students, including access, success, and progress in higher education. It covers quality academic experience, progress into employment, and value for money.
Quality Assurance Agency (QAA)	The Quality Code This code represents a shared understanding of quality practice across the UK higher education sector, protecting public and student interests and championing the UK's reputation for quality.
Quality Assurance Agency (QAA)	Advice - Course Design and Development
Quality Assurance Agency (QAA)	Advice - Enabling Student Achievement

Authority

Name

Url

Office for Students (OfS)

Regulatory framework for higher education in England
This framework outlines OfS' primary aim to ensure positive outcomes for students, including access, success, and progress in higher education. It covers quality academic experience, progress into employment, and value for money.

Quality Assurance Agency (QAA)

The Quality Code
This code represents a shared understanding of quality practice across the UK higher education sector, protecting public and student interests and championing the UK's reputation for quality.

Quality Assurance Agency (QAA)

Advice - Course Design and Development

Quality Assurance Agency (QAA)

Advice - Enabling Student Achievement

Policy Structure and Academic Calendar Overview

Title
Definition Semester and Academic Year Structure The academic year is divided into three semesters, each lasting four months: Semester 1: Commences on or around 1 February and concludes in late May. Semester 2: Commences on or around 1 June and concludes in late September. Semester 3: Commences on or around 1 October and concludes in late January. Intakes for all programmes will occur at the beginning of each semester. The number of semesters and credits that a student is required to complete will be determined by their specific programme of study and mode of enrolment. Effective dates for registration, fee deadlines, and maximum registration periods will be established for each academic year to ensure clarity and facilitate planning for both students and staff. The School operates on a semester-based system designed to provide a structured and predictable academic calendar. This framework, comprising three semesters per academic year, facilitates clear scheduling of classes and assessments. It allows for consistent programme delivery while ensuring that students and staff can effectively manage their academic and administrative responsibilities. By clearly delineating critical timelines for registration, fee payments, and maximum registration periods, the defined academic year supports both operational and academic requirements, fostering a cohesive educational experience.
Advice Semester Structure and Timetable Management Each semester comprises 14 weeks, which are allocated for teaching, reading week, revision, and assessments. Standard teaching weeks run from Monday to Friday, from 9am to 6pm. Students can download a personalised timetable from the Automated Governance System (AGS), which will also be used to communicate any timetable changes or events outside of standard hours. Key dates for each semester include: Registration deadlines. Start and end of classes. Reading weeks. Examination periods. Dates for assessments and submission of coursework. This structured approach to semester management ensures a transparent schedule for students, enabling them to effectively manage their time and commitments. By providing important dates and a personalised timetable through the AGS, students are kept informed of their academic responsibilities and any changes that may arise. This support aids in their academic planning and organisation, promoting a conducive learning environment.
Rule Assessment Schedule and Course Scheduling Within the context of the academic year and its three-semester structure, the assessment schedule will outline a detailed timeline for all assessments, including mid-term and final examinations, with specific dates communicated in advance. Classes are scheduled with consideration for student workload and course availability, aiming to minimise scheduling conflicts. Procedures will be in place to resolve any conflicts, ensuring students can access required courses. This approach to assessment scheduling and course management provides clarity and support for students. By detailing timelines and policies on resits and extensions, students can effectively plan their studies. Thoughtful class scheduling and conflict resolution further enhance their ability to manage workloads and succeed academically.

Title

Definition
Semester and Academic Year Structure

The academic year is divided into three semesters, each lasting four months:

Semester 1: Commences on or around 1 February and concludes in late May.
Semester 2: Commences on or around 1 June and concludes in late September.
Semester 3: Commences on or around 1 October and concludes in late January.

Intakes for all programmes will occur at the beginning of each semester.

The number of semesters and credits that a student is required to complete will be determined by their specific programme of study and mode of enrolment. Effective dates for registration, fee deadlines, and maximum registration periods will be established for each academic year to ensure clarity and facilitate planning for both students and staff.

The School operates on a semester-based system designed to provide a structured and predictable academic calendar. This framework, comprising three semesters per academic year, facilitates clear scheduling of classes and assessments. It allows for consistent programme delivery while ensuring that students and staff can effectively manage their academic and administrative responsibilities. By clearly delineating critical timelines for registration, fee payments, and maximum registration periods, the defined academic year supports both operational and academic requirements, fostering a cohesive educational experience.

Advice
Semester Structure and Timetable Management

Each semester comprises 14 weeks, which are allocated for teaching, reading week, revision, and assessments. Standard teaching weeks run from Monday to Friday, from 9am to 6pm. Students can download a personalised timetable from the Automated Governance System (AGS), which will also be used to communicate any timetable changes or events outside of standard hours.

Key dates for each semester include:

Registration deadlines.
Start and end of classes.
Reading weeks.
Examination periods.
Dates for assessments and submission of coursework.

This structured approach to semester management ensures a transparent schedule for students, enabling them to effectively manage their time and commitments. By providing important dates and a personalised timetable through the AGS, students are kept informed of their academic responsibilities and any changes that may arise. This support aids in their academic planning and organisation, promoting a conducive learning environment.

Rule
Assessment Schedule and Course Scheduling

Within the context of the academic year and its three-semester structure, the assessment schedule will outline a detailed timeline for all assessments, including mid-term and final examinations, with specific dates communicated in advance.

Classes are scheduled with consideration for student workload and course availability, aiming to minimise scheduling conflicts. Procedures will be in place to resolve any conflicts, ensuring students can access required courses.

This approach to assessment scheduling and course management provides clarity and support for students. By detailing timelines and policies on resits and extensions, students can effectively plan their studies. Thoughtful class scheduling and conflict resolution further enhance their ability to manage workloads and succeed academically.

Registration Timelines and Fee Requirements: Full-Time and Part-Time Blended Learning Students

Title
Rule Registration Dates and Fee Payment New students receive their effective date of registration upon accepting an offer. They must pay their fees and complete registration by this date. This registration date also establishes the minimum and maximum registration periods. Effective dates for Full-Time Blended, Part-Time Blended, and Accelerated Blended programmes are on or around: 1 February 1 June 1 October This rule ensures students are informed of their registration deadlines and fee obligations, facilitating timely enrolment and clear management of their study period.

Title

Rule
Registration Dates and Fee Payment

New students receive their effective date of registration upon accepting an offer. They must pay their fees and complete registration by this date. This registration date also establishes the minimum and maximum registration periods. Effective dates for Full-Time Blended, Part-Time Blended, and Accelerated Blended programmes are on or around:

1 February
1 June
1 October

This rule ensures students are informed of their registration deadlines and fee obligations, facilitating timely enrolment and clear management of their study period.

Registration Timelines and Fee Requirements: Flexible-Online Learning Students

Title
Rule Registration Dates for Flexible-Online Programmes New students on Flexible-Online programmes may start at any time during the academic year. The Admissions Team will provide details on the effective date of registration and enrolment, which will determine their maximum registration period (MRP). This rule allows flexibility for students starting Flexible-Online programmes while ensuring they are informed about important registration details that affect their enrolment duration.

Title

Rule
Registration Dates for Flexible-Online Programmes

New students on Flexible-Online programmes may start at any time during the academic year. The Admissions Team will provide details on the effective date of registration and enrolment, which will determine their maximum registration period (MRP).

This rule allows flexibility for students starting Flexible-Online programmes while ensuring they are informed about important registration details that affect their enrolment duration.

Annual Credit Load Limits

Title

Rule
Credit Limits per Academic Year

The maximum credits a student can complete in an academic year vary by programme and study mode:

	Full-time Blended Learning	Part-time Blended Learning	Accelerated Blended Learning	Flexible Online Learning
Undergraduate	Up to 60 credits across 2-semesters	Up to 30 credits across 2 semesters	Up to 60 credits across 3 semesters	Up to 60 credits across 2 semesters
Postgraduate	Up to 60 credits across 3-semesters	Up to 30 credits across 3 semesters	X	Up to 60 credits across 3 semesters

Additional credits may be taken under the Module, Progression, and Award Regulations, allowing up to 20 extra credits to be carried over if a module is retaken.

This rule ensures that students are aware of their credit limits according to their study mode and programme, helping them plan their workload effectively and comply with academic regulations.

Availability of Customised Timetables

Title
Rule Access to Timetables Timetables for core and optional modules are available on the Automated Governance System (AGS). Students can also download their personalised timetables from this system. This rule ensures students have clear access to their module schedules, helping them manage their time effectively and stay organised.

Title

Rule
Access to Timetables

Timetables for core and optional modules are available on the Automated Governance System (AGS). Students can also download their personalised timetables from this system.

This rule ensures students have clear access to their module schedules, helping them manage their time effectively and stay organised.

Annual Re-registration and Fee Payment for Returning Students

Title
Rule Annual Re-registration for Returning Students Returning students, including those on multi-level programmes, must re-register each year and complete their programme within the maximum registration period (MRP) to qualify for a final award. Students will be notified of their registration date each year and must pay their fees and re-register by this date. They can download their timetables from the Automated Governance System (AGS). This rule ensures that students stay on track with their studies and comply with registration requirements. It also provides clear instructions for re-registration and timetable access, facilitating effective time management and financial planning.

Title

Rule
Annual Re-registration for Returning Students

Returning students, including those on multi-level programmes, must re-register each year and complete their programme within the maximum registration period (MRP) to qualify for a final award. Students will be notified of their registration date each year and must pay their fees and re-register by this date. They can download their timetables from the Automated Governance System (AGS).

This rule ensures that students stay on track with their studies and comply with registration requirements. It also provides clear instructions for re-registration and timetable access, facilitating effective time management and financial planning.

Protocols for Calendar Amendments

Title
Rule Communication Procedures for Calendar Changes Protocols for amending the academic calendar will be established to ensure any changes are communicated effectively to students and staff. These protocols will specify how modifications will be disseminated, including methods such as email notifications and updates on the School’s website. The criteria for decision-making regarding calendar changes will include unforeseen circumstances, such as public health emergencies or natural disasters, ensuring that adjustments are made in a timely and appropriate manner. Establishing clear protocols for calendar changes fosters transparency and ensures that students and staff are kept informed of any modifications that may affect their academic schedules. By outlining specific criteria for decision-making, the School can respond effectively to unexpected events, thereby minimising disruption to the academic experience and maintaining trust within the institution.

Title

Rule
Communication Procedures for Calendar Changes

Protocols for amending the academic calendar will be established to ensure any changes are communicated effectively to students and staff. These protocols will specify how modifications will be disseminated, including methods such as email notifications and updates on the School’s website.

The criteria for decision-making regarding calendar changes will include unforeseen circumstances, such as public health emergencies or natural disasters, ensuring that adjustments are made in a timely and appropriate manner.

Establishing clear protocols for calendar changes fosters transparency and ensures that students and staff are kept informed of any modifications that may affect their academic schedules. By outlining specific criteria for decision-making, the School can respond effectively to unexpected events, thereby minimising disruption to the academic experience and maintaining trust within the institution.

Student Support Services

Title
Rule Access Procedures for Support Resources The School will provide information on various support services available to students, particularly during exam periods or critical dates. This information will include details about academic advising, mental health services, and tutoring resources. Procedures for accessing these services will be clearly outlined, ensuring that students know how to seek assistance when needed. This may include online forms, appointment scheduling, or designated support staff contacts. Providing comprehensive information about student support services ensures that students are aware of the resources available to them, especially during high-stress periods like exams. Clear procedures for accessing these services help to reduce barriers to support, promoting student wellbeing and academic success.

Title

Rule
Access Procedures for Support Resources

The School will provide information on various support services available to students, particularly during exam periods or critical dates. This information will include details about academic advising, mental health services, and tutoring resources.

Procedures for accessing these services will be clearly outlined, ensuring that students know how to seek assistance when needed. This may include online forms, appointment scheduling, or designated support staff contacts.

Providing comprehensive information about student support services ensures that students are aware of the resources available to them, especially during high-stress periods like exams. Clear procedures for accessing these services help to reduce barriers to support, promoting student wellbeing and academic success.

Communication Channel

Title
Rule Designated Contact Points for Calendar Inquiries Clear channels for communicating calendar-related information to students, faculty, and staff will be established. This will include regular updates via email, the School’s website, and the intranet to ensure all stakeholders have access to timely information. In addition, a designated point of contact will be assigned for any calendar-related inquiries, allowing for streamlined communication and quick responses to questions or concerns. Establishing effective communication channels is essential for ensuring that all members of the academic community are informed of important calendar-related updates. Regular updates help to maintain engagement and awareness, while a designated contact point simplifies the process for seeking clarification, ultimately supporting the smooth functioning of the academic year.

Title

Rule
Designated Contact Points for Calendar Inquiries

Clear channels for communicating calendar-related information to students, faculty, and staff will be established. This will include regular updates via email, the School’s website, and the intranet to ensure all stakeholders have access to timely information.

In addition, a designated point of contact will be assigned for any calendar-related inquiries, allowing for streamlined communication and quick responses to questions or concerns.

Establishing effective communication channels is essential for ensuring that all members of the academic community are informed of important calendar-related updates. Regular updates help to maintain engagement and awareness, while a designated contact point simplifies the process for seeking clarification, ultimately supporting the smooth functioning of the academic year.

Metrics and KPIs

The following metrics will be measured and regularly reviewed as key performance indicators for the School to ensure the effectiveness of this policy and associated operations.

Title
Availability of Personalised Timetables Provide personalised timetables to 100% of students within one week of their programme start date. Guarantees that each student receives their individual schedule promptly, facilitating effective time management.
Number of Complaints Related to Scheduling Maintain fewer than 10 formal complaints about scheduling issues per academic year. Monitors the number of complaints to assess the effectiveness of scheduling practices and identify areas needing improvement.
Percentage of Timetables Accessed by Students Achieve a 95% access rate for personalised timetables by students within 1 week of availability. Measures the extent to which students are using the provided timetables, reflecting their engagement with the scheduling system.
Resolution Time for Timetable Issues Resolve 90% of timetable issues or discrepancies within 3 working days of reporting. Ensures timely correction of scheduling problems, minimising disruption to students’ academic activities.
Student Satisfaction with Timetable Clarity Attain a student satisfaction score of at least 90% regarding the clarity and usefulness of timetables in annual surveys. Measures the effectiveness of timetable communication and its impact on student planning and satisfaction.

Title

Availability of Personalised Timetables
Provide personalised timetables to 100% of students within one week of their programme start date.
Guarantees that each student receives their individual schedule promptly, facilitating effective time management.

Number of Complaints Related to Scheduling
Maintain fewer than 10 formal complaints about scheduling issues per academic year.
Monitors the number of complaints to assess the effectiveness of scheduling practices and identify areas needing improvement.

Percentage of Timetables Accessed by Students
Achieve a 95% access rate for personalised timetables by students within 1 week of availability.
Measures the extent to which students are using the provided timetables, reflecting their engagement with the scheduling system.

Resolution Time for Timetable Issues
Resolve 90% of timetable issues or discrepancies within 3 working days of reporting.
Ensures timely correction of scheduling problems, minimising disruption to students’ academic activities.

Student Satisfaction with Timetable Clarity
Attain a student satisfaction score of at least 90% regarding the clarity and usefulness of timetables in annual surveys.
Measures the effectiveness of timetable communication and its impact on student planning and satisfaction.