Maintaining the Term/Session Table 21

Purpose: Use this document as a reference for maintaining the Term/Session Table in ctcLink

Audience: Student Services Staff

Term and session dates are locally managed and can be set at any time. These dates should be reviewed for accuracy on a quarterly basis as part of the beginning of term processes.

Navigation:  Main Menu > Set Up SACR > Foundation Tables > Term Setup > Term/Session Table

  1. Search for an existing term or select Add a New Value if dates have not previously been established.
Term/Session Table
Term/Session Table Add a New Value tab
  1. Complete the Term Table.
    1. Term Begin and Ending Date: Enter the overall term start and end dates
    2. Academic Year: Associate this term with the applicable academic year for reporting and FA purposes
    3. Holiday Schedule: Set in the HCM pillar, accept the default value “AHCCS
    4. Default Session Code: *Optional* If entered, this session automatically populates in every class scheduled for the term
    5. Weeks of Instruction: Required value but not used in Faculty Work Load (FWL) or FTE calculation
    6. Transcript Date Print: Accept the default value “Print Term Dates
    7. Sixty Percent Point in Time: Required value used in FA processes.
    8. Use Dynamic Class Dates: *Optional* If entered, each session built on the Session Tab will default to dynamic dated.
      • UGRD: leave unchecked
      • CNED: check
    9. Max Program Effdt for Term: Last date a student can be made active in that career
      • UGRD: first date of the term
      • CNED: last date of the term
    10. Display in Self Service:
      • Enrollment & Shopping Cart: enables students to access the enrollment component and add classes to their shopping cart for that term via Student Center.
      • Student Planner: enables students to plan out courses for the term
      • What-If Report Advisor: enables advisors to run What-If reports for the requirements effective this term
      • What-If Report Prematriculated Student: enables What-If reports to be run for prematriculated students for the requirements effective this term
      • What-If Report Student: enables students to run What-If reports for the requirements effective this term
Term Table tab
  1. Navigate to the Session Table tab.
Session Table tab
  1. Complete the Session Table.
  2. Sessions subdivide a term into multiple time periods in which to offer classes. The Session Table allows you to define distinct dates for these various sessions. Dates must be set for the following in each Academic Career: UGRD: 1-Regular, DYN-Dynamic, and OEE-Open Entry/Exit CNED: DYN-Dynamic and OEE-Open Entry/Exit
    1. Session: Select the applicable session value. Click the [+] button to add additional sessions.
    2. Enrollment Control Session: This is set at the Academic Program level; leave field blank.
    3. Holiday Schedule: Accept the default value “AHCCS
    4. Use Dynamic Class Date: Check this box for the DYN and OEE sessions
    5. Begin and End Dates: Enter the session begin and end dates
    6. First Date to Enroll: Enter the first date on which students with an appointment and staff can perform enrollment transactions for this session.
    7. Last Date to Enroll: Enter the last date on which students and staff can perform enrollment transactions for this session.
    8. Open Enrollment: Enter the first date on which all term active students, with or without an appointment, and staff can perform enrollment transactions for this session. If your college does not offer open enrollment, enter the last date to enroll.
    9. Last Date for Wait List: This value is entered for the 1-Regular session only. Enter the last date on which a student can be added to a waitlist.
    10. Weeks of Instruction: This value carries over from the Term Table. Change as necessary.
    11. Census Date: This value is entered for the 1-Regular session only and must adhere to SBCTC census date policy.
      • 10+ instructional weeks: 10th instructional day
      • 9 instructional weeks: 9th instructional day
      • 8 instructional weeks: 8th instructional day
    12. Sixty Percent Point in Time: Required value used in FA processes.
    13. Facility Assignment Run Date: Can be used in 25Live room assignment, automatically populates to first date of term. Change if necessary.

Example of Regular session required dates:

Session Table tab Regualr Session example

Example of DYN and OEE session required dates:

Session Table tab DYN and OEE example
  1. Navigate to the Session Time Periods tab.
Session Time Periods tab
  1. Complete the Session Time Periods tab.
  2. Session Time Periods connect with enrollment security to enforce institutional deadlines for self-service enrollment transactions. Enter values for both Academic Careers and all sessions. Use the [>] button to navigate between sessions.
    1. Time Periods: Enter each of the following. Use the [+] to add a row for each period.
      • 135 End of Add: Last date on which students can add classes via Student Center
      • 138 Enroll with Permission: Last date on which a student can add classes with a permission number via Student Center.
      • 145 End of Drop: Last date on which student can drop classes via Student Center
      • 300 End of Term: Last date of the term
    2. End Date: Enter the deadline date for the time period.
Session time periods tab with right arrow and plus sign highlighted.
  1. When all tabs are complete, select the Save button.

After completing the Term/Session Table, ensure the Academic Calendar dates have been entered as well. Refer to Maintaining the Academic Calendar QRG.

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