Student Records & Examinations Office

Student Records & Examinations Office Academic Administration Calendar for 2002/03 About the Academic Administration Calendar About printing the Academic Administration Calendar Table of dates & actions, including Semester 1 Semester 2 Summer Abbreviations About the Academic Administration Calendar Note: The Academic Administration Calendar is intended primarily for the use of administrative staff and Directors of Studies. The Academic Administration Calendar was introduced in 1998/99 at the request of Faculty and Department administrators and Directors of Studies. The purpose of the document is to provide a summary of activities in this area and to help all concerned to plan work accordingly. This new version relates to work in the 2002/03 academic year, and some of that is, of course, preparatory work for the 2003/04 academic year. Points to note about the Academic Administration Calendar for 2002/03 1 The Academic Year chart for 2002/03 provides a useful additional overview of the pattern of the year. 2 The Calendar has been prepared in consultation with the Faculty Executive Assistants in order to take into account faculty and departmental perspectives. Most of the Calendar remains very similar to that for 2001/02. One more general point should be noted: One set of the new Calendar's dates, in particular, is marked as "Provisional - to be confirmed": this is the set of dates associated with the preparation of the teaching timetable for 2003/04. On-going changes in student numbers mean that there are uncertainties about the availability of space and the necessity for timetabling into certain teaching slots in the week. 3 In general, the deadlines set in this document relate to transactions between departments and other offices, not between students and their departments. In consequence, deadlines for students will normally need to be set to occur before those mentioned here. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (1 of 11)08/05/2008 11:39:54

4 Implementation work on the new student administration system (SAMIS) will be in hand during 2002/03. If this results in any changes to the processes mentioned in the Calendar, or if any new processes can usefully be incorporated in the Calendar as a result, there will be further consultation with Departmental Administrators, Directors of Studies, and Faculty Executive Assistants. This uncertainty means that particular procedures which are likely to change are marked in the Calendar with the following note: Should the implementation not occur then the procedure will remain as stated currently in the Calendar. 5 This year again, the Calendar will exist primarily in a Web-based form. It is designed so that it can be printed fairly readily by those who require a paper copy. If you have any difficulty with this, please see About printing the Academic Administration Calendar. Please note that, given the primacy of an up-dateable Web-based version, any printed copy may become out-of-date. 6 Enquiries will naturally be directed to colleagues in appropriate places (e.g., department or faculty administrators, or SREO staff), according to the circumstance. Any more general enquiries may be sent to: sreo@bath.ac.uk About printing the Academic Administration Calendar It is hard to plan for all circumstances under which this document might be printed, but the need to print on to A4 paper (portrait) has been considered. If you should find that some of the text is lost at the right-hand margin when printing, try one of the following methods: 1. In your browser's File menu, select Page Setup, and adjust the left- and right-hand margins so that both show either 1.00 cm or 10 mm or the equivalent. 2. Alternatively, you could change your paper orientation to landscape. In both Internet Explorer 5 and Netscape 4.5, for example, this is done via the File menu, Print option, Properties button. If you still experience difficulty, please contact sreo@bath.ac.uk. Table of dates & actions Semester 1 commencing designation Syllabus Plus timetabling week number Action http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (2 of 11)08/05/2008 11:39:54

09 Sep 2002 Summer 14 16 Sep 2002 Summer 15. 9 Sep - Deadline for submission to Faculty Offices of pro-formas requesting transfer to writing-up for fulltime research students nearing the end of their third year of study. 16 Sep am - Registration for PGCEs 16 Sep pm - Registration for returning FT PGR students and some new PGR students 20 Sep am - Registration for City of Bath College students 20 Sep pm - Open registration for returning UG students 20 Sep - Deadline for return of Unit Examination Information (UEI) forms for Semester 1 to SREO. NB: UEI forms will be sent to Departments in early Aug. 21 Sep - Open registration session for new UG students 22 Sep - Scheduled registration session for new UG students 21/22 Sep - Introductory weekend. 23 Sep 2002 Semester 1: 1 1 23/24 Sep - Student induction activities for new UGs. 23 Sep - Teaching starts for returning students. 23 Sep Registration for returning UG students and new PGT students 24 Sep - Registration for remaining returning UG students 28 Sep - deadline for return to FEAs of Departments' annual report forms for monitoring formal written student complaints (QA39). 30 Sep 2002 Semester 1: 2 2 1 Oct - Registration for Salisbury College students (not confirmed) 1 Oct - Registration and University induction for new PGRs. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (3 of 11)08/05/2008 11:39:54

7 Oct 2002 Semester 1: 3 3 8 Oct - Registration for Lackham and Trowbridge College students 10 Oct - Registration for Swindon and Chippenham College students 11 Oct - Deadline for UG Student-Unit Enrolment (SUE) changes for Semester 1 to be agreed by Directors of Studies and SUE forms given to FSSAs. NB: This determines registration for Semester 1 examinations and any delay in the receipt of this information will impact on the timing of the publication of the examination schedule. 14 Oct 2002 Semester 1: 4 4 14 Oct - Deadline for submission of proposed PG tuition fees for 2003-4 to the Graduate Office. 18 Oct - Deadline for all Semester 1 UG unit changes to be recorded on SAMIS. 18 Oct - UG prospectus text sent by Admissions Office to Departments for editing (for entry in autumn 2004). Departments asked to check UG students who have not registered. Departments asked to check PG students who have not registered. Provisional - to be confirmed: Draft Semester 2 timetables to be issued to Department timetablers only. 21 Oct 2002 Semester 1: 5 5 UG Unit Class Lists for Semester 1 to be circulated to Departments during this week. (Departments may run earlier versions of a class list through BusinessObjects report "srs_depclass_list_basic". ) 28 Oct 2002 Semester 1: 6 6 Draft Semester 1 examination papers to be considered by Boards of Examiners for Units (BEUs). Deadline for FHEQ changes for 2003/04 prospectus. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (4 of 11)08/05/2008 11:39:54

4 Nov 2002 Semester 1: Mid-semester break 7 Semester 1 examination papers (contributing to the assessment of an award) to be sent to External Examiners. Departments asked to check, during this week, PG student details (for HESES census). 8 Nov - Deadline for new or revised UG programmes to be notified to Admissions Office for UCAS Handbook (for entry in autumn 2004). 11 Nov 2002 Semester 1: 7 8 15 Nov - publication of finalised examination schedule (see note re: schedule in week 3 above). Provisional - to be confirmed: Provisional Semester 2 timetable issued to Departments. 18 Nov 2002 Semester 1: 8 25 Nov 2002 Semester 1: 9 9 10 27 Nov - Deadline for finalised Semester 1 examination papers to the SREO for printing by normal procedures, whereby SREO co-ordinates submission to the Printing Unit. 1 Dec - HESA/HESES census date. 1 Dec - Certificates will be issued in Dec/Jan for awards on pass lists dated from 1 August to this date. 2 Dec 2002 Semester 1: 10 9 Dec 2002 Semester 1: 11 11. 12 9 Dec - Deadline for return to Admissions Office of edited text for UG prospectus (for entry in autumn 2004). 13 Dec - Final Semester 2 timetable issued to Departments. 16 Dec 2002 Semester 1: 12 13 16 Dec - Multiple copies of finalised examination papers to reach SREO, if using procedure whereby Departments print their own papers. 17/18 Dec - December degree congregations. 20 Dec - Deadline for BoS-approved programme/unit changes for 2003/04 to reach SREO. Faculties and the School of Management will set their own timetables to reach this point. NB: This procedure is subject to possible change following further SAMIS implementation Deadline for completion of undergraduate unit and programme monitoring for 2001/02. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (5 of 11)08/05/2008 11:39:54

23 Dec 2002 Christmas Vacation 1 30 Dec 2002 Christmas Vacation 2 6 Jan 2003 Christmas Vacation 3 13 Jan 2003 Semester 1: 13 20 Jan 2003 Semester 1: 14 27 Jan 2003 Semester 1: 14. 15. 16. 17 Mon - Consultation day. Tue/Wed/Thu/Fri - Assessment. Sat morning - Assessment (if needed). 18 Mon/Tue/Wed/Thu/Fri - Assessment. Sat morning - Assessment (if needed). 19 Consolidation period. Semester 2 15 commencing designation 3 Feb 2003 Semester 2: 1 10 Feb 2003 Semester 2: 2 Syllabus Plus timetabling week number Action 20 Unit Examination Information (UEI) forms for Semester 2 sent out to Departments. 21 14 Feb - Deadline for UG Student Unit Enrolment (SUE) changes for Semester 2 to be agreed by Directors of Studies and SUE forms given to FSSAs. NB: This determines registration for Semester 2 examinations and any delay in the receipt of this information will impact on the timing of the publication of the examination schedule. 14 Feb - Finalisation of Semester 1 unit marks. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (6 of 11)08/05/2008 11:39:54

17 Feb 2003 Semester 2: 3 22 20 Feb - Deadline for the return of Unit Examination Information (UEI) forms for Semester 2 to SREO. 21 Feb - All Semester 2 unit changes to be recorded on SAMIS. 21 Feb - All students to have received feedback on their Semester 1 results (with appropriate disclaimer). Lists of potential graduands at Summer Degree Congregations to Departments for checking. 24 Feb 2003 Semester 2: 4 23 Unit class lists for Semester 2 to be circulated to Departments during this week. (Departments may run earlier versions of a class list through BusinessObjects report "srs_depclass_list_basic". ) Deadline for completion of taught postgraduate unit and programme monitoring for 2001/02. 28 Feb - Certificates will be issued in Mar/Apr for awards on pass lists dated from 1 December to this date. 28 Feb - Deadline for notification of major changes for 2003/04 teaching timetable to SREO. 3 Mar 2003 Semester 2: 5 10 Mar 2003 Semester 2: 6 24 3 Mar - Deadline for lists of UG students at Summer Degree Congregations to be returned to SREO. 25 14 March - Circulation of draft Undergraduate programme catalogue - structure of degrees only 14 Mar - Deadline for lists of PG students at Summer Degree Congregations to be returned to SREO. Semester 2 draft examination papers to be considered by Boards of Examiners for Units (BEUs). 17 Mar 2003 Semester 2: 7 26 Semester 2 examination papers (contributing to the assessment of an award) to be sent to External Examiners. 21 March - Deadline for submission of UG programme catalogue corrections http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (7 of 11)08/05/2008 11:39:54

24 Mar 2003 Semester 2: 8 27 28 Mar - Publication of full 2003/04 Programme/Unit Catalogues in hard copy 28 Mar - Deadline for notification of minor changes for 2003/04 teaching timetable to SREO. 31 Mar 2003 Easter 1 7 Apr 2003 Easter 2 14 Apr 2003 Easter 3 28 Distribution of departmental text from the 2003-entry PG prospectus to departmental contacts for revision for 2004-entry prospectus. 29 7 Apr - publication of finalised examination schedule (see note re: schedule in week 21 above). 30 16 Apr - Deadline for finalised Semester 2 examination papers to the SREO for printing by normal procedures, whereby SREO co-ordinates submission to the Printing Unit. 18 April - Publication of Undergraduate Programme/ Unit catalogue on WWW, subject to minor text corrections 21 Apr 2003 Easter 4 31 21 Apr - Student Unit Enrolment (SUE) forms for 2003/04 delivered to Departments 21 April - Circulation of full undergraduate Programme/Unit catalogue for checking of unit catalogue information 28 Apr 2003 Semester 2: 9 5 May 2003 Semester 2: 10 32 33 6 May - Deadline for submission of UG unit catalogue corrections 6 May - Multiple copies of finalised examination papers to reach SREO, if using procedure whereby Departments print their own papers. Departmental contacts to submit departmental text for PG prospectus for 2004-entry to Graduate Office. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (8 of 11)08/05/2008 11:39:54

12 May 2003 Semester 2: 11 34 13 May - Hard copy of UG programme/ unit catalogue to be sent to departments for use in their handbooks, etc. NB departments can have this earlier prior to final checking - their decision 16 May - Deadline for Student Unit Enrolment (SUE) choices for 2003/04 to be agreed by the Director of Studies and forms given to FSSAs. NB: This determines provisional class lists for coming academic year and is used in timetabling NB: This procedure is subject to possible change 19 May 2003 Semester 2: 12 35 23 May - FSSAs send provisional 2003/04 class lists and enrolment counts to Departments. 26 May 2003 Semester 2: 13 2 Jun 2003 Semester 2: 14 9 Jun 2003 Semester 2: 15 36 Tue/Wed - Designated revision days. Thu/Fri - Assessment. 37 Wed - Designated revision day.. Mon/Tue/Thu/Fri - Assessment. 38 Mon - Designated revision day. Tue/Wed/Thu/Fri - Assessment. Summer commencing designation 16 Jun 2003 Summer 1 23 Jun 2003 Summer 2 Syllabus Plus timetabling week number Action 39 BEUs for finalists. 20 Jun - Deadline for finalisation of unit marks for finalists. 40 Board of Examiners for Programmes (BEPs) for finalists. 26 Jun - University Open Day. 27 Jun - deadline for provisional pass lists for Summer Degree Congregations to reach SREO. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (9 of 11)08/05/2008 11:39:54

30 Jun 2003 Summer 3 41 30 Jun -2 Jul - BoSs for finalists (deadline for final confirmation for Summer Degree Congregations is 2 Jul). BEUs for continuing students. Provisional - to be confirmed: 4Jul - Publication of draft Semester 1 teaching timetable to departmental timetablers only. 7 Jul 2003 Summer 4 14 Jul 2003 Summer 5 21 Jul 2003 Summer 6 28 Jul 2003 Summer 7 4 Aug 2003 Summer 8 11 Aug 2003 Summer 9 18 Aug 2003 Summer 10 25 Aug 2003 Summer 11 1 Sep 2003 Summer 12 42 7 Jul - Deadline for the finalisation of unit marks for continuing students. 9/10 Jul - Summer Degree Congregations. 10/11 Jul - BEPs for continuing students. 43 14/15 Jul - BEPs for continuing students. 17/18 Jul - BoSs for continuing students. 44 25 Jul - Continuing students to have received written confirmation of their results. 45 Provisional - to be confirmed: 1 Aug - Publication of provisional semester 1 teaching timetable. 46. 47 Provisional - to be confirmed: Receipt of A Level results 48. 49. 50 Mon/Tue/Wed/Thu/Fri - Supplementary assessments. Provisional - to be confirmed: 5 Sep - publication of final Semester 1 teaching timetable. http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (10 of 11)08/05/2008 11:39:54

8 Sep 2003 Summer 13 15 Sep 2003 Summer 14 51 Mon/Tue/Wed - Supplementary assessments. 12 Sep - University Open Day 12 Sep - deadline for the exchange of supplementary assessment results. 52 16/17 Sep - Special BoSs for supplementary assessment results, pass lists to go to SREO as soon as possible for action in Registration week. Abbreviations BEP Board of Examiners for Programmes BEU Board of Examiners for Units BoS Board of Studies FEA Faculty Executive Assistant FSSA Faculty Student System Assistant HEFCE Higher Education Funding Council for England HESA Higher Education Statistics Agency HESES Higher Education Students Early Statistics (1 Dec. census for HEFCE) LEA Local Education Authority PGCE Postgraduate Certificate in Education PGT Postgraduate Taught PGR Postgraduate Research SAMIS Student & Applicant Management Information System (phased in from 2001/02) SLC Student Loans Company SREO Student Records & Examinations Office stusys The student administration system (introduced from Aug. 1997) SUE form Student Unit Enrolment form UCAS Universities & Colleges Admissions Service UG Undergraduate UEI form Unit Examination Information form Off-page links University of Bath Registry Student Records & Examinations Office Last update: 5 Aug 2002, Valerie Jukes, Administrative Assistant, Student Records & Examinations Office, University of Bath, Bath BA2 7AY http://www.bath.ac.uk/student-records/sreo.bho/aac-2002-2003-v01.htm (11 of 11)08/05/2008 11:39:54