Administrative Calendar

The Administrative Calendar ensures the College has a complete list of all activity for a full calendar year.

Operational Standard/Purpose

The Administrative Calendar ensures the College has a complete list of all activity for a full calendar year. This calendar includes Holidays, scheduled breaks, term calendar dates, plus all other key dates to meet academic and student needs. The Academic Calendar requirements will typically drive the development of the Administrative calendar.

Each year, the approved Administrative Calendar will be created and uploaded to the HUB by the end of November, reflecting the next two years of activity.

The calendar is subject to change based on any regulatory changes, statutory changes (i.e., mandated holidays), or adjustments in the Academic Calendar that serve the interest and support of our students, that may occur after it is published.

Scope/Applicability

The Administrative Calendar provides information and dates to the College from: the Academic Calendar Committee, Board of Trustees, Payroll, Institutional Research, Marketing, and Administration and Finance.

Procedures

Information is gathered from various sources and added to the calendar by the office of the Executive Vice President of Administration and Finance. A draft is shared with the Cabinet for review and approval, and then posted to the HUB by the end of each November.

The information that will be added to the calendar for posting in November will include:

• Holidays (Including Election Day)
• Winter break
  • Current standard is a minimum of seven days and maximum of eight days based on the timing of the holidays. Holidays are recognized on the day they fall during the week, and recognized on Friday if the holiday falls on a Saturday, and on the following Monday if the holiday falls on a Sunday. 
• Payroll (both bi-weekly and monthly pay schedules)  
• Spring & Summer census days and fully enrolled days 
  • Census Day - Last day for a student to drop a class with a full refund 
  • Fully Enrolled Day - Credit hour reports and headcount totals are generated 
• Spring and Summer academic dates which are determined by the Academic Calendar Committee 

Other information that will be added to the Administrative Calendar, as it’s approved:

• Board of Trustee meeting and retreat dates, which are formally approved in April for the next calendar year, and tentatively scheduled for the second year. 
• Commencement date (Marketing and Events) 
• Fall academic dates (Academic Calendar Committee)

Once all relative information has been gathered, the tentative calendar is sent to the Executive Vice President of Administration & Finance for review and then presented to Cabinet for approval.

Once approved, the tentative Administrative Calendar is submitted to the HUB for posting. All outstanding dates and pieces are added to the calendar when determined, and the updated copy is reposted to the HUB.

Additional Provisions/Information

Administrative Calendar SOP (PDF)