Academic Calendars Demystified

April 2024 (updated on February 20, 2025)

Spring is the season for academic planning, including the development of the academic calendar two years ahead. The academic calendar is crucial for the college to ensure smooth operation and academic success, but sometimes it can be a little tricky and confusing. In recent years, I have received various inquiries regarding the nuances of our academic calendar development process and its variations. So here I’d like to unveil some of the mysteries by delving into our current practice. 

An academic calendar is foundational for the college as it helps with structured planning, curriculum delivery, resource allocation, schedule balancing, regulatory compliance, and enrollment and financial management. The development of academic calendars at NPC is a comprehensive process designed to ensure that academic and operational needs are efficiently met. The IC-approved guidelines for constructing these calendars involve a series of steps and considerations that reflect the collaborative effort of various stakeholders within the institution. Here is a list of the key parameters we put into consideration during the development process:

1. Faculty Schedule

   • The academic year for 10-month faculty begins on the Monday of the first week in August (sometimes it falls in late July), with their contract including 215 workdays.

   • For 9-month faculty, the year starts on the day of the Fall Convocation, totaling 195 contract days.

2. Semester Start Dates

   • Fall Semester starts the Monday following the week of Fall Convocation.

   • Spring Semester begins on the Tuesday following Martin Luther King (MLK) Day, with the Spring Convocation scheduled for the preceding Monday. However, during the years when there are only 18 weeks between MLK and Memorial Day, Spring Semester starts on the Monday before the MLK Week, resulting in an early start of the semester.

   • Summer Semester starts the first Monday of June.

   • Note: Specific programs, such as NAVIT, may have different schedules not outlined in the general academic calendar.

3. Holidays

   • Thanksgiving break is the Thursday and Friday of the Thanksgiving week.

   • Winter break includes 7 days of college closure across the Christmas and New Year period. Per Procedure 2739, The President may provide for the college to be closed an additional five days (beyond the legal holidays) during the two weeks encompassing Christmas and New Year's Day.

4. Commencement is held on the Saturday of the final week of Spring Semester.

   • Note: Mothers’ Day is not among the primary deciding factors for determining when Commencement is held. Some years Commencement will be on the Mothers' Day weekend.

5. Spring Break is the week following the 8th semester week.

6. Final Grades are due by 11:59pm on the second business day following the last day of the semester. For example, if the semester ends on a Friday, final grades are due by 11:59pm on the following Tuesday.

7. Downtime Between Semesters

   • A five-week gap is allocated between the fall and spring semesters for preparation and registration activities and winter break.

   • A two-week gap is allocated between the last day of the spring semester and Memorial Day, and a three-week gap is allocated between the spring and summer semesters. This allows sufficient time for students, faculty, staff, and high school partners to conduct end-of-year activities and get ready for Summer Semester.

And here are the development and approval process:

• January: Development begins two years in advance, initiated in January by the Dean of Instructional Innovation.

• February to March: The draft is reviewed by the VPLSS Council, Faculty Association, CASO, and our NAVIT/High School partners from February to March.     

• March to April: Approval from the Instructional Council comes in March, followed by the District Governing Board's approval in April.     

• Post-approval, the Marketing Department coordinates with individual departments (Records and Registration, Financial Aid, Business Office, etc.) to finalize the calendar for NPC's website publication. NAVIT will finalize their calendar based on the DGB-approved version.

This process involves critical review stages by important stakeholders. Each stakeholder plays a vital role in ensuring the academic calendar meets the educational, operational, and community needs. The academic calendar is more than just a schedule of dates; it is a fundamental tool for strategic planning, quality assurance, and ensuring the best possible educational experience for our students. If you are interested in knowing more about the process, feel free to reach out.

Wei Ma, PhD
Dean of Instructional Innovation
Read previous Messages from the Dean