Sessional Dates and the Scheduling of Examinations, Senate Policy on

Sessional Dates and the Scheduling of Examinations, Senate Policy on

Topic: Class and Examination Scheduling, Academic Activities Disruption, Emergencies
Approval Authority: Senate
Effective Date: FW2022-2023

1. Purpose

This Policy sets out the requirements regarding sessional dates and the scheduling of examinations at the University. Sessional dates refer to the permitted days of instruction, specific milestones and formal examination period within a term.

2. Applicability to All Faculties

This legislation will apply to all Faculties and programs unless otherwise noted.

3. Exceptions

Elements of this policy governing the setting of dates and schedules as expressed in 6, 7, and 9 (will not apply to Osgoode Hall Law School, Faculty of Education (Bachelor of Education, Consecutive Program only), and Schulich School of Business (Master’s Programs and Graduate Diplomas only) and the Faculty of Graduate Studies.

4. Definitions

For the purposes of this policy:

a. Examination shall mean an oral, written, or practical assessment that contributes toward the determination of an examination candidate’s final grade or standing in the respective course, and that is scheduled by the University Registrar and time-limited.

b. Formal examination period shall mean the period when formal examinations are scheduled (normally, in December, April, and August) as delineated in the Academic Year as scheduled by the University Registrar.

c. Term shall mean an academic period during the calendar year. There are three Terms: Fall (September to December), Winter (January to April), and Summer (May to August). Start and end dates for each Term are published annually. Other Terms may exist at the University but are not addressed in this Policy; details may be found in program or departmental rules and regulations.

5. Days When Classes and Examinations Will Not Be Held

Classes and examinations will not be held on statutory holidays or at other times as directed by the University Senate, administration, or Board of Governors.

6. Beginning, End and Suspension Dates: Fall Term

The following guidelines will govern the determination of dates by the University Registrar for the Fall Term:

a. Sessional dates will be scheduled to provide a teaching term of between 60 and 63 weekdays and an appropriate examination schedule (as defined in Section 8).

b. Classes will begin no later than the Monday following the statutory holiday of Labour Day.

c. A minimum of one day shall be reserved for student orientation programming before classes begin, normally the Tuesday following Labour Day

d. Classes, examinations and tests will not be held on the weekend preceding and on the Tuesday, Wednesday, Thursday and Friday following the statutory holiday of Thanksgiving. These days shall be designated Fall Reading Week.

e. A minimum one-day study break will occur between a student’s final class and their first examination in the examination period. No classes, tests or examinations shall be scheduled for a student on their study break.

7. Beginning, End and Suspension Dates: Winter Term

The following guidelines will govern the determination of dates by the University Registrar for the Winter Term:

a. Sessional dates will be scheduled to provide a  teaching term of between 60 and 63 weekdays and an appropriate examination schedule (as defined in Section 8).

b. Classes will begin no later than the Monday following the  statutory holiday of New Year’s Day.

c. Classes, examinations and tests will not be held on the weekend preceding and on the Tuesday, Wednesday, Thursday and Friday following the  statutory holiday of Family Day. These days shall be designated as ‘Winter Reading Week’.

d. A minimum one-day study break will occur between the end of the teaching term and the start of the examination period. No classes, tests or examinations shall be scheduled on this day.

8. Beginning, End and Suspension Dates: Summer Sessions and Other Terms

The setting of dates for summer sessions and other teaching periods will be coordinated to the fullest possible extent with other terms.

9. Formal Examination Periods

Examination schedules for end of term formal examination periods will be set by the University Registrar in accordance with the following guidelines:

a. Examination schedules and room allocations for examinations will be coordinated among all Faculties.

b. Examination schedules will not overlap with teaching dates.

c. A formal examination period should be no fewer than 14 consecutive days.

d. Examination schedules will be set in a manner that provides the longest interval possible between the last day of examinations in the Fall Term and the closure of the University for the December- January holidays.

e. Examinations will be set in a manner that provides the longest interval possible between the last day of examinations and the beginning of summer sessions.

f. Examination schedules will make the maximum use possible of available facilities and times, including evening sittings for day courses.

g. All other guidelines and principles, will continue in effect, including the Senate Policy and Guidelines on the Conduct of Examinations and the following factors influencing the scheduling of examinations:

i. Students will be protected from direct examination conflicts.

ii.Students will be protected from having to write three consecutive examinations within a 24-hour period.

iii.There will be a maximum of three examination periods of three hours duration each day.

iv. Special requests for exam date or time placements will be accommodated only with the approval of the designated Associate Dean of the concerned Faculty.

10. Religious Observances

York University is committed to respecting the religious beliefs and practices of all members of the community, and making accommodations for observances of special significance to adherents. The Senate Policy, Guidelines and Procedures on Academic Accommodation for Students’ Religious Observances govern this matter.

11.  Review

This policy shall be reviewed every five years.

Legislative History: Approved by CCAS: 1996/06/06; Notice of Motion reported to Senate: 1996/06/26; Approved by Senate: 1996/09/26; Date Effective: 1996/09/26; supersedes Length of Term and Common Start Dates policies approved by Senate 1990/09/27 and 1990/10/25; Amended 2008/10/23; Amended 2011/06/23; Amended 2014/06/26; Amended 2017/10/26; Amended 2018/01/25; Revisions approved by Senate 2022/05/26
Date of Next Review: 2027
Related Policies, Procedures and Guidelines: