Maintaining the Academic Calendar 01d

Purpose: Use this document as a reference for maintaining the Academic Calendar in ctcLink

Audience: Student Services Staff

Term/Session Table dates must be established prior to maintaining the Academic Calendar. Refer to the Maintaining the Term/Session Table QRG. Complete these steps for both Academic Careers each term.

Navigation: Main Menu > Set Up SACR > Foundation Tables > Term Setup > Academic Calendar

  1. Input or select the Academic Institution and applicable Academic Career. Click the Search button.
Academic Calendar page
  1. Navigate to the Term Calendar 2 tab.
Term Calendar 2
  1. Complete the Term Calendar 2 tab.
  2. Term Calendar 2 dates are informational only but are required in order to perform Term Cancellation & Withdrawal. Use the [+] button to add a new term. Use the [>] button to find an existing term.
    1. Term: Select the applicable value. *Note - terms must be established in the Term/Session Table prior to selection on this page.
    2. Cancel:
      • Deadline: Enter the last date on which students can be cancelled from the term
      • Reason: Select the applicable cancel reason
    3. Withdraw without Penalty:  
      • Deadline: Enter the last date on which students can withdraw from the term without receiving a “W” penalty grade
      • Reason: Select Student Drop Request
    4. Withdraw with Penalty:
      • Deadline: Enter the last date on which students can withdraw from the term with a “W” penalty grade
      • Grd Basis: Select GRD
      • Grade: W
Term Calendar 2
  1. Navigate to the Term Calendar 3 tab.
Term Calendar 3
  1. Complete the Term Calendar 3 tab.
  2. Term Calendar 3 establishes important landmark dates related to reporting, enrollment, graduation, transcripts, and FA processing.
    • Confer Date: The official award date posted on students' transcripts for completions conferred that term. Date not needed in CNED unless institution awards completions in that career.
    • Census Date: 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
    • Fully Enrolled Date: Date on which students are considered fully enrolled in a given term.
    • Show Enrollment on Transcript: Date on which students' in-progress enrollment for the term begin to appear on their transcript.
    • Show Statistics on Transcript: The date on which students' grades and statistics will begin to appear on their transcript for the term.
    • Fully Graded Date: Date on which students are considered fully graded for the term. Used in FA SAP and grade lapse processing.
Term Calendar 3
  1. Navigate to the Term Calendar 4 tab.
Term Calendar 4
  1. The Term Calendar 4 tab is optional. Dates entered on this page allow students to apply for graduation online via Student Center. Leave these fields blank if your college will not use online graduation application.
    1. Range Start Date: First date on which students can apply to graduate for that term.
    2. Range End Date: Last date on which students can apply to graduate for that term.
    3. Graduation Instructions: Free-form text, nearly unlimited character count. Instructions will only appear in Student Center if range dates are set.
Term Calendar 4
  1. Navigate to the Session Calendar 1 tab.
Session Calendar 1
  1. Complete the Session Calendar 1 tab.
  2. Session Calendar 1 deadline dates are required in order to perform Term or Session Cancellation & Withdrawal.  Enter dates for the following sessions in each Academic Career:  UGRD:  1-Regular and DYN-Dynamic, CNED: DYN-Dynamic.  Do not enter OEE-Open Entry/Exit in either Academic Career.
    1. Session: Select the applicable value. Use the [+] to add a new row for the DYN session. *Note: sessions must be established in the Term/Session Table prior to selection on this page.
    2. Cancel:
      • Deadline: Enter the last date on which students can be cancelled from a session.
      • Reason: Select the applicable cancel reason.
    3. Withdraw without Penalty:  
      • Deadline: Enter the last date on which students can withdraw from a session without receiving a “W” penalty grade.
      • Reason: Select Student Drop Request.
    4. Withdraw with Penalty:
      • Deadline: Enter the last date on which students can withdraw from a session with a “W” penalty grade.
      • Grd Basis: Select GRD.
      • Grade: W
Session Calendar 1
  1. Navigate to the Session Calendar 2 tab.
Session Calendar 2
  1. Complete the Session Calendar 2 tab.
  2. Session Calendar 2 dates are used by the enrollment engine to enforce drop and withdrawal deadlines when students and staff drop classes. Enter dates for the following sessions in each Academic Career - UGRD:  1-Regular and DYN-Dynamic, CNED: DYN-Dynamic.  

Use the second level [>] button to navigate between sessions.

a. Fully Enrolled Date: Enter the date on which students are considered fully enrolled for the session.

b. Drop (Retain Record):

c. Deadline: Enter the last date on which students can drop a class without receiving a “W” penalty grade.

d. Reason: Select Student Drop Request.

e. Drop with Penalty:

f. Deadline: Enter the last date on which students can withdraw from class with a “W” penalty grade.

g. Grd Basis: Select GRD.

  • Grade: W
Session Calendar 2
  1. When all dates have been entered, click the Save button.

2 Comments

Frances Mayfield

Nothing is said about the first tab - Term Calendar 1. Do you not have to add anything to that tab?

Corinne Taylor

Frances,
Thank you for your inquiry! The first tab (Term Calendar 1) is shown as a visual to choose tab 2. The FIRST tab auto-populates, so there is no need to enter values.

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