Terms

Use the Terms page to configure start and end dates for your institution's terms and assign the terms to one or more campuses or shifts. You can also configure perpetual terms with no start and end dates.

After you define the term, you can:

Establish term relationships
Mark the term as a Global Extract term (if your institution uses Global as an FA servicer)

You can add one or more parent term records on the Terms page. A parent term can have multiple child terms. In addition, you cannot add a parent term as a child term for itself.

When you define a child term as part of a parent term, you can specify multiple start dates for the child terms while you can still calculate financial aid and academic information for the parent term.

A child term can:

Be a parent term to other terms
Have one or more parent terms

Impact of Closing and Inactivating Terms on Module Functionality

Reporting

Reports generally allow the selection of Closed or Inactive Terms.

Student Accounts

Student Profile > Student Accounts > Ledger Card: Selection of Closed/Active Terms is permitted. Inactive Terms, even if Open, cannot be selected when posting payments or charges.
Processes > Student Accounts: Closed Terms can be selected if they are still Active
Processes > Student Accounts > Billing Review & Post: Inactive or Closed Terms are available for selection if there are pending charges; otherwise, they do not appear for selection.
Other Processes and areas where there is a Term selection allow Active/Closed terms as a selection.
Any queued/scheduled records (ex: Scheduled Stipends, Refunds) are processed regardless of term status.

Academic Records

Processes > Academic Records: Closed Terms can be selected if they are still Active, except for Registration and Term Registration Groups.
Student Profile > Academic Records > Student Courses: Add and Register activities can be completed on a Closed Term that is still Active with specialized override permissions.
Student Profile > Academic Records > Student Courses > Final Grades: Final Grades can be changed even when a term is Closed and/or Inactive.
Class Scheduling: New Class Sections can be created in Closed Terms if they are still Active.

Financial Aid

The behavior is nuanced; the way processes, configurations, or pages handle term status can vary. Options to view the terms may appear in a drop-down, dialog, or might not be available.

For example:

In Configuration > Financial Aid > Disbursement Schedules Configuration: Deactivated terms are not visible and cannot be configured.

In Processes > Financial Aid, the focus is primarily on whether a term is active or inactive, rather than whether it is closed or open—a distinction that is generally managed within Academic Records. The Closed or Open status of a term is not validated against or displayed in any grid when presenting terms for Financial Aid functionalities.

Processes > Financial Aid > Approve Disbursement to Pay: This process only shows active terms, whether open or closed, and excludes inactive terms.
Processes > Financial Aid > Pell Annual Amount and Recalculate: Both active and inactive terms are shown, including both Closed and Open statuses.
Processes > Financial Aid > SAP Calculation: Displays both active and inactive terms, and includes Closed and Open statuses. Users can select terms, and grids indicate whether the term is active.

Prerequisites

Authorizations:

Academics - Configuration - View
Academics - Configuration - Manage

To edit an item associated with multiple campuses, you must have access to all assigned campuses. If you have access to only some of the campuses, you can view the item but cannot edit it. When adding an item, you can select only campuses you can access.

The Payment Recalculation Notification section is enabled only if the term:

Is a child term and is associated with at least one parent term
Is used for a Global Campus.

The Pre-Pull/Add-Drop Automation Configuration section is enabled only if the term is:

Used by a Global Campus
Not a child term

The Web Registration section is enabled only if your institution has disabled the Use Portal option. You can configure a term as a global extract term only if your campus is a global campus.

Access

Configuration > Academic Records > Terms

Filters

By default, the grid displays records for all authorized campuses. Use the drop-down to filter by campus.

Add or Edit Items

Select All Campuses or select a specific Campus.
Review the record values.
To:
- Add a list item, select New
- Duplicate a list item, select it and then select Duplicate
- Edit a list item, select its Name
- View the terms related to a selected term, select View Relationship

Review, specify, or change the values.

Active Specifies whether the associated record is active.

Add/Drop Date The last day that students can register or unregister from the class section. This field becomes available only when the Class Section Enforced Add Drop Dates are configured for the campus. If the campus is set to use the Term Enforced Add Drop Dates, this field will not be displayed on the Class Section page, and the Add Drop Date from the Online Registration configuration for the term is applied.

Allow Online Usage Indicates that the perpetual term will be displayed in the Portal. The Allow Online Usage check box is enabled only if the term is a perpetual term without a start or end date.

Audit Designation Date The deadline based on the term associated with the course. You cannot register a student for a course as an Audit after the specified date.

Campuses The campus or campuses for the term. You can associate the same code with campuses that are not already associated with the code. The term page displays only campuses that are not associated with a code.

Code The alphanumeric code assigned to the Term. You can associate the same code with campuses that are not already associated with the code. The term page displays only campuses that are not associated with the code.

End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

Global Extract Term Indicates that your institution is configured to send data to a third-party servicer, such as Global.

Keep LDA on Unregistered Courses Not Set: Modifies the LDA based on the "Retain LDA on Unregistered Courses" campus-level setting. This setting is applicable until overridden by a similar setting contained within a specific course reason code. No: Clears the student's attendance records for the unregistered courses. In addition, this setting resets the LDA to the last date the student was in attendance in courses other than the unregistered course. Yes: Retains the LDA for the specified course even when the attendance records are removed.

Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Require Child Term End Date in Term Date Range Enforce that the child term’s end date must fall within the end date of the parent term.

Revenue Units The revenue units that will override the term length calculation. This setting applies only to institutions that bill by term and earn by month.

Shift Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.

Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

Type Indicates the term is used for reporting only.

Under Term Usage, specify or change the following values.

Days after Term End Date to allow SAP Calculation If your institution uses the automated SAP calculation process, set this value to override the campus-level default value. Based on the specified value, the automated SAP calculation process days are adjusted. If you do not specify a value, the campus-level default value is used to determine when SAP processing will occur.

Financial Aid Indicates the term is used for scheduling financial aid.

Instructional Weeks (Non-Standard Term Only) Specify the number of instructional weeks for non-standard terms. Use whole numbers only (max 100). This number is used only in the Enrollment Intensity calculations for non-standard term programs. Full-time Credit Formula = Instructional Weeks defined on the Term * Credits on a Full Academic Year from Program Version / Weeks on a full Academic Year from Program Version Enrollment Intensity Formula = Full-time credits calculated for the term / Financial Aid credits in the term (could be multiple courses)

Registration/Attendance Indicates the term is used for registration and attendance.

Reporting Indicates the term is used for reporting only.

SAP Select this check box when adding or editing a term. The SAP Calculation page displays only terms that have this check box selected and meet other criteria to retrieve the terms, such as campus.

Student Accounts Indicates the term is used for posting financial aid or billing.

Under Term Association, specify or change the following values.

Association Type You can select one of the following association types: - Non Standard Term: Select this option if FA Academic Calendar 1 is selected in the FA Program Version Setup. This option disables Standard Term lists. - Standard Term: Select this option when configuring scheduled academic years (SAYs). Terms that are configured with these options are used in scheduled academic years.

Header/Trailer Enabled only if you select Summer as the Term Type. You can specify a Standard Term as a Summer Header or Trailer. By configuring a Summer term as a Header or Trailer for a scheduled academic year, student financial aid packaging can be done for all terms at once. This option enables students to plan their schedules for the year based on the availability of funding for each semester.

Of The following Academic Calendar Types are available when you select Standard Term: - Quarter - Semester - Trimester

Type The following Term Types are available when you select Standard Term: - Fall - Spring - Summer - Winter

Select Save to save the Term record and enable related lists.
If the campus is configured as a Global campus, select Configure to configure the term as a global extract term.

If you select Do Not Configure, the term will be created, but it will not be a Global extract term.
In Parent and Child Relationships, if applicable:
- Select Add Parent. Select one or more terms as parent terms. Select Select to confirm.
- Select Add Child. Select one or more terms as child terms. Select Select to confirm.

If you do not select a Parent term, and the term is a global extract term, specify the following values in Configure Notification for Pmt Calc.

Days After Term Start Date Indicates the number of days after the term start date when the payment recalculation notification is sent. The payment recalculation notification is sent when a student's schedule changes, and the global weekly extract process is started.

Schedule Change That Require Notification Enables payment recalculation.

Type of Schedule Changes Determines the kinds of schedule changes that will start a payment recalculation notification. The types are "Both Increases and Decreases", "Decreases Only", and "Increases Only".

If the term is not a child term, under Configure Pre-Pull and Add/Drop Automation, specify the following values.

Days After Term Start Date to Process Add-Drop Extract Indicates that initial instructor assignment information will be sent to the LMS.

Days Before Term Start Date to Process Pre-Pull Extract Indicates the period before the Term Start Date when the Pre-Pull extract process is started.

Requires Pre-Pull and Add /Drop Indicates that the term should be included in the automated pre-pull and add-drop processes.

Under LMS Settings Version 1.0 and Version 2.0, specify the following values.

Send Course Sections

Indicates that Course Section information will be sent to the LMS.

Send Student Registrations

Indicates that Student Registration information will be sent to the LMS.

Under LMS Settings Version 1.0, specify the following values.

Send Initial Course Sections Indicates that initial course section information will be sent to the LMS.

Send Initial Instructor Assignments Indicates that initial instructor assignment information will be sent to the LMS.

Send Initial Student Registrations Indicates that information on initial student registration will be sent to the LMS.

Send Instructor Assignments Indicates that instructor assignment information will be sent to the LMS.

Under Web Registration, specify the following values.

Allow Student Registration Web Allows students to register online for this term.

Registration End Date The date when the registration period ends (usually the first day of class). If the Term is a parent term, Registration Start and End dates are not required. If the Term is a child term, Registration Start and End dates are required.

Registration Start Date The start date of the registration period. If the Term is not a parent term, Registration Start and End dates are required.

Save your changes.