Purpose and scope
This template helps theological institutions produce an annual academic calendar that communicates term dates, enrolment windows, assessment periods, public holidays, examinations, results publication, and key quality-assurance activities. It is designed for institutions preparing handbooks, public websites, and student communications.
The calendar should be adapted to local law, institutional registration requirements, and any national qualifications-framework dates. Institutions remain solely responsible for legal compliance, registration, and award authority within their jurisdiction. ITAA provides independent theological accreditation and does not replace governmental recognition or statutory degree-awarding powers. (See Important Accreditation Information.)
Minimum content to include
- Academic year definition: start and end dates, number of teaching weeks per term, and any inter-term breaks.
- Term and block dates: clear start/finish dates for each term, orientation week, and intensive teaching blocks.
- Enrolment and registration: opening/closing dates for applications, late registration penalties and refund deadlines.
- Assessment schedule: assignment deadlines, online assessment windows, exam weeks, moderation and resequence periods.
- Results and progression: provisional and final result release dates, graduation/award conferral dates.
- Academic governance milestones: academic board meeting dates, programme review, internal audits and external moderation visits.
- Student support dates: pastoral care intake points, orientation, intervention deadlines and appeals windows.
- Public holidays and contingency: nationally observed holidays and contingency plans for closures or shifts to remote delivery.
Template structure (recommended)
Use a single-page calendar summary plus a detailed month-by-month table. Provide both PDF and accessible HTML versions on the institutional website and include timestamps for any subsequent amendments.
Recommended fields per calendar entry:
- Date range
- Event title
- Responsible office (registry, academic office, finance)
- Action required by staff or students
- Reference to policy (assessment, refunds, withdrawal)
Keep student-facing language clear and include references to the student handbook and complaints/appeals procedures.
Governance, publication and version control
Publish the approved calendar on the institutional website and in the student handbook. Record the approving body (for example, Academic Board), approval date, and next review date. Maintain an archived changelog that records amendments and the reason for change.
Where dates affect assessment or progression, provide advance notice (recommended: minimum four weeks) and ensure assessment schedules remain fair and reasonable. Institutions must ensure published dates align with any governmental registration or consumer-protection requirements applicable locally.
Accessibility and student communication
Provide calendars in accessible formats (HTML, tagged PDF) and communicate key dates to students by email, the learning management system, and printed handbooks where used. Highlight critical deadlines (assessment submission, withdrawal for refund) and include contact points for registry and student support.
Sample annual timeline (concise)
| Month | Key activities |
|---|---|
| January March | Term 1: teaching weeks, assessment windows, academic board meeting |
| April | Break; marking and moderation; results publication |
| May July | Term 2: teaching, interim assessments, external moderation visits |
| August | Graduation/conferral; academic review |
| September November | Term 3: final assessments, examination weeks |
| December | Results, appeals window, calendar publication for following year |
Practical checklist before publication
- Confirm dates do not conflict with national legal obligations or institutional registration requirements.
- Obtain Academic Board or equivalent approval and record the date.
- Check assessment and progression policies for consistency with new dates.
- Publish accessible versions and update the student handbook and website.
- Notify students and staff at least four weeks before any change affecting assessment.
Frequently asked questions
ITAA provides governmental recognition for degrees.
ITAA is an independent theological accreditation agency and does not grant governmental recognition or statutory degree-awarding powers. Institutions must secure any government approvals required in their jurisdiction.
An academic calendar published by ITAA replaces institutional responsibility.
ITAA supplies guidance and expectations; each institution remains responsible for producing, publishing and complying with its own calendar and local legal requirements.
ITAA's Role
ITAA supports institutions by setting transparent expectations for academic calendars as part of quality-assurance practice. ITAA provides independent theological accreditation and guidance to improve institutional systems; it does not replace or override local law, governmental registration, or statutory degree-awarding powers. Institutions remain solely responsible for legal compliance, award authority, and accurate public information. For full legal and accreditation details see Important Accreditation Information.