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Policy 9.1.1

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SUBJECT: ACADEMIC TERM DESIGNATIONS AND RELEVANT DATES

To standardize academic term designations and reporting of enrollment data, term designations and census dates (dates on which enrollments are reported for official records) will be established and published in the annual academic calendar. Census dates for each campus for a given session or term establish the time at which the enrollment will be reported.  

Term Designations- Census dates are recorded based on term designation as outlined in the table below. Plainview	External Campuses	WBUonline
FALL	Fall Term	Fall Term	Fall Term
16-weeks	1 st 8-weeks Session	1 st 8-weeks Session
2 nd 8-weeks Session	2 nd 8-weeks Session
SPRING	Spring	Spring	Spring
16-weeks	1 st 8-weeks Session	1 st 8-weeks Session
2 nd 8-weeks Session	2 nd 8-weeks Session
MAY MICRO	May Micro
SUMMER	8-weeks Session	8-weeks Session
*SUMMER A	Summer 1 Micro	Summer Session	Summer Session
*SUMMER B	Summer 2 Micro

* Summer reporting is classified in two periods based on fiscal year reporting of July 1-June 30.

Census Dates - The census date for 16-week terms is the 12 ^th day of class. Census date for 8-week sessions is the 6 ^th class day. The census date for all other shorter terms (such as May micro) is the 4th class day.

Add/Drop – The last day to add a class for the 16-week term is the 10 ^th class day. For 8-week sessions, the last day to add a class is set as the end of the first week of courses or the first business day of the second week of the term. This allows a class to meet at least once and have the following business day to add/drop.  The last day for initial registration for a given session will be the last day of the first week of classes.  The last day to drop a class without record is on or prior to the census date. Students who drop a class by this date will not be included on the official class roll.

The last day to withdraw from a class with a grade of “W” is Friday of the 10th week of classes for terms of 15 or more weeks, Friday of the 5th week of classes for 8-week session, and Friday of the 2nd week of classes for 3-week micro terms.

For students wishing to withdraw after the “W” period, a graded option of “WP” or “WF” is available.  The last day to withdraw from a class with a grade of “WP” or “WF” is the Friday two weeks prior to the end of a term for all terms longer than 15 weeks.  For terms or sessions 8-weeks or shorter the “WP” or “WF” date would be equivalent to counting back two weeks’ worth of classroom time from the end of the scheduled term or session.

On-Demand Terms – On-demand terms are terms requested on short notice from institutions such as military commands, local law enforcement, or other agencies.  In most cases, on demand terms are offered on a three week schedule and are not a part of the regular schedule of classes.  Census date and add/drop dates will follow the policy outlined previously.  Campuses offering an on-demand term are requested to notify the following offices as soon as possible to assure the timely service to the campus, faculty member (full-time or adjunct), and students:

Institutional Research and Effectiveness – start and end date for the term; institutional research will notify the campus of when the enrollments for the on-demand term will be reported.

University Registrar – to assure the term is built in the student information systems for proper registration and reporting to institutional research.

Financial Aid – any student enrolled in the term who may receive Title IV to assist with tuition costs, may require award modification for the term.

Vice President of Academic Affairs – start and end dates for the term; submission of EFQ, including necessary paperwork if a new adjunct or faculty member, and overload authorization for adjunct or faculty member assigned to teach the course to assure payment for services.

Human Resources - necessary paperwork if a new adjunct or faculty member, and overload authorization for adjunct or faculty member assigned to teach the course to assure payment for services.  This should be done in conjunction with information supplied to the vice president of academic affairs.

Business Office – to assure term billing codes are established for the term as well as billing for any special tuition assistance programs.

Contact for Interpretation:  Vice President of Academic Affairs

This policy statement supersedes all previous policy statements on this subject.

 

	Revisions:

02/15/2021 – Revision-reflect the change to 8-week sessions

08/14/2017 – Revision-title changes

02/29/2016 – Revision- removal of Hawaii term reference on table; changed 10 week references to 11 weeks; add/drop consistency with 9.1.4.

03/20/2012 – Revision-update of table

06/09/2011 – Revision of table and addition of On-Demand Terms

02/22/2007 – Review

09/15/2004 – Reissue as 9.1.1

09/15/2004 – Revision-“term designation” table added

12/05/1994 – Inception as policy 9.1.2

 

Printable Policy 9.1.1

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