Academic Scheduling Policy

Policy Number: SS-3107-2008

Policy Title: Academic Scheduling Policy

Policy Owner: Registrar

Effective Date:

Last Revised:

On this page:

  1. Purpose
  2. Application and Scope
  3. Definitions
  4. Principles
  5. Accountability and Compliance
  6. Roles and Responsibilities
  7. Rules
  8. Policy Revision Date
  9. Attachments]
    1. Appendix A - Scheduling and Timetabling Procedures and Guidelines
    2. Appendix B - Procedure for Creation of Important Academic Dates
  10. Specific Links

1. Purpose

Mohawk College is committed to the design, creation and publication of student and faculty timetables. It is understood that the quality of timetables and the quality of education are related and impact the overall experience of students. The preparation of Postsecondary and Apprenticeship timetables involves a team of academic area and Academic Scheduling working together. The manner in which all stakeholders discharge their duties is critical to the quality and timeliness of the final schedules.

2. Application and Scope

This policy establishes a framework to support the creation of timetables and applies to Postsecondary, Apprenticeship and Continuing Education timetables and examination schedules for all campuses.

3. Definitions

“Academic Manager” means a managerial employee who performs administrative duties with oversight of academic activities in each Department or School, typically an Associate Dean. The Academic Manager may assign part or all responsibilities for discharging the duties of this policy to an alternative administrator or designate (e.g., Program Manager) as required.

“Constraints” means the reasons why a delivery cannot take place at a certain time or in a certain location, why a delivery must be in a specific room and/or when a particular or group of Instructors are not available to teach.  

“Program of Studies (POS)” means an official list of all the required courses and work integrated learning components within all semesters or levels of an approved degree, diploma, or certificate program, successful completion of which leads to a credential.

“Scheduling” means action of producing a coordinated timetable that is effective and student focused and that will maximize the efficient use of the College’s learning and teaching resources.

“Standard Workload Form” (SWF) is a standardized means to assign, measure, and monitor the workload of academic staff, per the Academic Collective Agreement.

“Timetable” means the published version of the schedule of course offerings.

4. Principles

The creation of quality timetables is a collaborative effort requiring all parties to meet the annual pre-established deadlines for various processes, including review of the program of studies, the input of information regarding academic workload and timetabling requirements into approved SWFs, and publication of preliminary and final schedules.

5. Accountability and Compliance

5.1 Accountability Framework

This policy has been approved by the Senior Leadership Team.

5.2 Compliance

The Registrar is responsible for monitoring this policy and ensuring compliance.

6. Roles and Responsibilities

6.1 Strategic Enrolment Management

All relevant data regarding enrollment projections (as the primary source for identifying workloads to be assigned) will be shared via SEM.

6.2 Facilities Planning and Property Services

The Facilities Planning and Property Services Department is responsible for providing all relevant data regarding physical space allocation, ensuring that room utilization is maximized, as well as ensuring that all classroom and learning spaces are adequately prepared for the educational activity assigned to them.

6.3 Registrar’s Office

The Registrar’s Office is responsible for maintaining the Programs of Study, as identified by the Academic Schools, on the College’s corporate information system, preparation of the annual scheduling process and timely development, publication and distribution of timetables. 

6.4 Academic Managers

  • Identify faculty who require a timetable constraint, approved leave of absence and/or approved scheduling accommodation as defined in the Timetable Constraints section (P2.3) in Appendix A – Scheduling and Timetabling Procedures and Guidelines.
  • Ensure that Programs of Study are updated according to the Program of Study (POS)  Policy.
  • Complete timetable requirements, using the corporate timetable and SWFs.
  • Submit approved faculty constraints, in writing, to the Academic Scheduling Department. When changes to the initial requirements are unavoidable, amendments will be communicated immediately.
  • Responsible for the comprehensive review of preliminary timetables and will report errors and omissions to the Academic Scheduling Department.

6.5 Faculty

  • Communicate all timetabling issues and constraints through their Academic Manager or designate.
  • Communicate all accommodation requests to Human Resources.

6.6 Human Resources

  • Approves and communicates outcomes of faculty accommodation requests to faculty, Academic Manager, and Academic Scheduling department.

7. Rules

  • Academic timetables for faculty and students will be scheduled per the Academic Collective Agreement.
  • Any constraints imposed on the schedules will only be made when considered necessary by the Academic Manager as per section 2.2.2 Faculty Timetables section in Appendix A.
  • Changes will only be made to correct errors or omissions, or when unavoidable events occur, such as faculty reassignment or the addition or elimination of class sections. Changes will be made by the Academic Scheduling Department and communicated back to program areas
  • The annual deadlines for all activities impacting scheduling, will be established and communicated by the Academic Scheduling department. Extenuating circumstances impacting timelines will be reviewed in collaboration with the Academic Manager, Academic Scheduling Department representative and may include the Registrar as required. Exceptions to internal timelines supporting the creation of the schedules are at the discretion of the Registrar.

8. Policy Revision Date

8.1 Revision Date

August 2028

8.2 Responsibility

The Registrar will be responsible for reviewing this policy every five (5) years or earlier as required.

9. Attachments

Appendix A - Scheduling and Timetabling Procedures and Guidelines

10. Specific Links

AS-2007-2016 Academic Hiring (Degrees) Policy

AS-2004-2007 Program Curriculum Policy

SS-3003-2008 Program of Studies Policy

AS-2000-2013 Program Quality Policy

Academic Collective Bargaining Agreement (link unavailable)


Appendix A - Scheduling and Timetabling Procedures and Guidelines

P1. Scheduling Guidelines

P1.1 Postsecondary

Academic timetables for faculty and students will be scheduled as follows:

  • Monday to Thursday between 0800 and 2200 hours
  • Friday between 0800 and 1800 hours
  • Saturday between 0800 and 1800 hours*
  • Sunday between 0800 and 1800 hours*

A one-hour Common hour is where no classes are scheduled and will be scheduled and maintained where appropriate.   

Deliveries will be scheduled in the following manner:

  • 3-hour courses will could be scheduled as: 2 x 1.5 hour sessions, or 3 x 1.0 hour sessions or as per the Academic area request
  • 4-hour courses will could be scheduled as: 2 x 2.0 hour sessions or 4 x 1.0 hour sessions or as per the Academic area request
  • 6-hour courses/labs will could be scheduled as 2 x 3.0 hour sessions or as per the Academic area request, with a minimum of one day in between (unless otherwise specified with appropriate rationale). 

*Saturday and Sunday timetables are subject to the Collective Agreement requirements.

P1.2 Continuing Education

Continuing education will generally have space priority on Mondays through Fridays evenings, as well as on Saturdays and Sundays.

P1.3 Apprenticeship

Apprenticeship activity will be constructed in conjunction with postsecondary and continuing education space requirements.

P1.4 Other Activities

Other activities will be accommodated and supported once priorities for postsecondary, continuing education and apprenticeship have been met.

P2. Postsecondary Timetables

P2.1 Academic Block Timetables

Academic Block Timetables will be scheduled as follows:

  • A span of no more than 9 hours in a given day including travel time
  • No more than 5 hours of consecutive instruction, regardless of content, in a given day.
  • No more than 4 consecutive single hours of instruction and no more than 6 single hours of instruction in a given day
  • A maximum of 8 scheduled hours in a given day
  • Where possible, a student will have no fewer than 3 hours of classes in a given day
  • Where possible, a student will have gaps of no more than two hours.
  • A break of at least 30 minutes between 1000 and 1400 hours
  • Travel between campuses will be kept to a minimum. Sufficient travel time will be scheduled if travel is required as follows: 1.5 hours for 6 – 20 kms and 2 hours for 21+ kms
  • Travel time specifications between a virtual and in-person course is requested from the academic area as part of gathering timetable requirements and where possible, be accommodated in line with Scheduling and Timetabling Procedures and Guidelines

Students who move from their pre-scheduled block timetable or create their own schedule through the add/drop process will be permitted to deviate from these guidelines at their own discretion.

In addition, the above guideline - “gaps of no more than 2 hours” - may not apply if classes are scheduled on less than a 5-day week. Other guidelines, as stated above, will apply.

P2.2 Faculty Timetables

The timetable shall set out the schedule and location of assigned workload hours reported on the SWF, on a timetable form to be provided by the College, and a copy shall be given to the teacher, no less than two weeks prior to the beginning of the period covered by the timetable, which shall be the same as that covered by the SWF.

Faculty timetables will be established as follows:

  • The contact day shall not exceed eight hours from the beginning of the first assigned hour to the end of the last assigned hour except by written voluntary agreement. The Union Local shall receive a copy of such agreement within seven days.
  • Every effort will be made to ensure that the first scheduled teaching hour of the day shall not be assigned less than 12 hours after the end of the previous day.

A faculty member’s schedule will be constructed using the following guidelines:

  • A maximum of 4 consecutive instructional hours in a given day
  • A maximum of 3 consecutive single instructional hours in a given day
  • A maximum of 6 class contact hours  in a given day
  • A break of at least 1 hour between 1000 and 1400 hours

Where travel between campuses is required, sufficient travel time will be scheduled if travel is required as follows: 1.5 hours for 6 – 20 kms and 2 hours for 21+ kms.

Academic areas are responsible for indicating if a break is needed in the schedule to move between teaching in person and virtual. 

Collaborative and Partnership programs with other institutions may require adjustments to the normal scheduling guidelines pertaining to the faculty collective agreements.

Timetable Constraints

Constraints for the creation of timetables include but are not limited to the following:

  • Part-time faculty with specialized expertise and limited availability.
  • Religious observance.
  • Membership on the Board of Governors, and other committees as may be identified in the Academic Collective Agreement.
  • Clinical and field placements.
  • Approved Coordinator duties.

The Academic Managers will submit approved faculty constraints along with timetable requirements to the Academic Scheduling Department at the beginning of the scheduling process each semester. 

Accommodations

Accommodations supported through the Human Rights Code, such as medical grounds, family status, and other protected grounds will follow the accommodation process. Human Resources will communicate accommodations for faculty to Academic Scheduling.   

P2.4 Timetable Changes

Any timetable change requests received after the communicated scheduling deadline for preliminary timetables will not be processed unless:

  • They address faculty workload changes.
  • Classrooms or spaces are inadequate.
  • Errors or omissions have been identified.

The Academic Manager must approve all change requests. 

It is expected that all timetable change requests are captured during the preliminary timetable review timeframe as final timetables are necessary to prepare for the student registration period.

If requests are submitted following the distribution of final timetables, these requests are considered extenuating and will be reviewed in collaboration with the Academic Manager, Academic Scheduling Department representative and Registrar. 

All attempts will be made by the Academic Manager to assign faculty to the existing timetable to reduce the impact on students who may have already registered rather than developing an alternate timetable to accommodate the full-time or part- time faculty.

P3. Continuing Education Timetables

Rooms are scheduled for each term by the Academic Scheduling Department. Courses and room requirements are identified through the Continuing Education Catalogue download. Academic Scheduling staff will adjust room assignments to maximize course registrations.

The Academic Scheduling department will use discretion to schedule Continuing Education courses held during the day, assuming that facilities are available.

P4. Apprenticeship Schedules

Apprenticeship activity is pre-determined according to Ministry direction for classroom instruction. Apprenticeship schedules will be constructed in conjunction with postsecondary and continuing education space requirements.

The normal scheduling guidelines for postsecondary activity do not apply to apprenticeship activity. Faculty guidelines according to the collective agreement will be followed where Modified Workload Arrangements do not exist.

P5. Other Activities

It is understood that Corporate and Community Training Solutions and Ancillary Services activity are significant revenue sources and important to the community we serve. In addition to the dedicated space reserved for this activity, every effort will be made to accommodate additional requests, space permitting. Requests will be reviewed by the Academic Scheduling Department, however final confirmation is not provided until postsecondary and/or continuing education activity has been finalized for the term.

Appendix B - Procedure for Creation of Important Academic Dates

The creation of Important Academic Dates for an academic year is led by the Registrar’s Office and encompasses a collaborative effort amongst partners in the College. The process begins at least 1 academic year in advance of the posting and is approved by the Strategic Enrolment Management (SEM) Committee.

In certain situations, the setting of dates is directed by Ministry Binding Policy specifically the Tuition and Ancillary Fees Binding Policy Directive. 

Academic semesters for a full-time program generally follow a ‘7-1-7’ format, where there are 7 weeks of class followed by a break week followed by another 7 weeks of classroom instruction for the majority of programming. 

Exception programs may have different dates, primarily reflected in the semester start and end dates, break week and exam week.

Date

Guidelines

Deposit payment deadline

(according to Binding Policy)

Fall semester deposit deadline: June 15 of the respective year
The Winter semester deposit deadline: November 15 of the previous semester. 

The Summer semester deposit deadline: March 15 of the previous semester. 

Fall/Winter/Summer Timetable registration dates posted

Registration dates are posted on MyMohawk 10 business days prior to the first day of registration opening.

 

 

Fall/Winter/Summer timetables open - registration starts

As informed by deadlines in Ministry Binding Policy, the registration open date must be 30 days or less than the start date of the semester. 

 

New student OrientationScheduled the day prior to first day of class or day of classes. 

Deadline for full fee payment 

 

(according to Binding policy)

The deadline for full fee payment is approximately 1 business day prior to the Special authorization – add period date opens.

 

 

Special authorization - add period opens

The first day to add courses through the special course authorization process is 2-3 business days prior to the first day of class.

 

 

Classes start - new and returning students

Scheduled the first day following student orientation or the first Monday of the semester.

 

Last day to add and drop courses for tuition refund (if applicable)The last day for a tuition refund is 10 business days from the start of the first day of class. 
Last day to apply for exemption(s)

The last day to apply for exemptions is the same day as the last day to add and drop courses for tuition refund (if applicable) of the respective semester. 

 

 

Term break

The term break is scheduled for 8 days, Saturday to Saturday, in week 8 of the semester.

 

Balance of deferred fall/winter/summer fees due 

For the active semester, the balance of deferred fees are due:

 

Fall semester - November 1 of the respective year
Winter semester - March 1 of the respective year
Summer semester - June 15 of the respective year

 

These dates are aligned with enrolment audit reporting dates with the Ministry of Colleges and Universities.

 

Last day to withdraw without academic penalty

Scheduled for the last Friday of week 11 in the semester. 

 

Classes end

The last day of class is scheduled for the last Friday of week 14 in the semester.  If a statutory holiday falls on the Friday, the last day of class is scheduled for the final Thursday of the 14th week in the semester.

 

Final exams

The final exam week is scheduled for 8 days, Saturday to Saturday, in week 15 of the semester.

 

Grading period 

The grading period is 3 business days following the final day of the final exam week.

 

Report grades to students

Last day of the Grading Period

 

Student advisement begins 

Student advisement period is approx. 5-7 business days between the grading period and first day of orientation of the upcoming semester. 

 

Last day to apply to graduate

The last day to apply to graduate is during the final week of a student’s final semester. 

 

 

Convocation

Spring and Fall convocation ceremonies take place 6-8 weeks following the final day of the grading period. 

 

Although graduates are recognized, there are no convocation ceremonies for Winter.