9.2 Maintaining the Academic Calendar

Purpose: Use this document as a reference for maintaining term and session academic calendar in ctcLink

Audience: Instruction and Student Services Staff

Navigation:  NavBar > Navigator > Set Up SACR > Foundation Tables > Term Setup > Academic Calendar

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.

  1. The Academic Calendar search page displays.
  2. Enter Academic Institution.
  3. Enter Academic Career.
  4. Select the Search button.
Academic Calendar search page
  1. The Term Calendar 1 tab displays.
  2. A code represents this academic calendar. If you have multiple academic careers that use the same academic calendar, set up the academic calendar for each of those academic careers, entering the same academic calendar code for each academic career.
  3. Select the Term Calendar 2 tab.
Term Calendar 1 tab
  1. The Term Calendar 2 tab displays.
  2. Term Calendar 2 dates are informational only but are required in order to perform Term Cancellation & Withdrawal. Use the Add a New Row [+] icon 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:
      1. Deadline: Enter the last date on which students can be cancelled from the term
      2. Reason: Select the applicable cancel reason
    3. Withdraw without Penalty:  
      1. Deadline: Enter the last date on which students can withdraw from the term without receiving a “W” penalty grade
      2. Reason: Select Student Drop Request
    4. Withdraw with Penalty:
      1. Deadline: Enter the last date on which students can withdraw from the term with a “W” penalty grade
      2. Grd Basis: Select GRD
      3. Grade: W
  3. Select the Term Calendar 3 tab.
Term Calendar 2 tab
  1. The Term Calendar 3 tab displays.
  2. Term Calendar 3 establishes important landmark dates related to reporting, enrollment, graduation, transcripts, and FA processing.
    1. 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.
    2. Census Date: Must adhere to SBCTC census date policy.
      1. 10+ instructional weeks: 10th instructional day
      2. 9 instructional weeks: 9th instructional day
      3. 8 instructional weeks: 8th instructional day
    3. Fully Enrolled Date: Date on which students are considered fully enrolled in a given term. As of this date the coursework appears on student transcripts if using the Obey Enrollment on Transcript Date check box on Enrollment/Statistics page of the Transcript Type component.
    4. Show Enrollment on Transcript: Date on which in-progress enrollment for the term begin to appear on transcripts for students who are active in the specified term for the specified academic career. When you define transcript types, you can indicate on the Transcript Type – Basic Data page whether the transcript processes should obey this date and display in-progress enrollment information.
    5. Show Statistics on Transcript: The date on which students' grades and statistics will begin to appear on their transcript for the term.
    6. Fully Graded Date: Date on which students are considered fully graded for the term. Used in FA SAP and grade lapse processing.
  3. Select the Term Calendar 4 tab.
Term Calendar 3 tab
  1. The Term Calendar 4 tab displays.
  2. 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.
  3. Select the Session Calendar1 tab.
Term Calendar 4 tab
  1. The Session Calendar1 tab displays.
  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.  
    1. Session: Select the applicable value. Use the Add a New Row [+] icon 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:
      1. Deadline: Enter the last date on which students can be cancelled from a session.
      2. Reason: Select the applicable cancel reason.
    3. Withdraw without Penalty:  
      1. Deadline: Enter the last date on which students can withdraw from a session without receiving a “W” penalty grade.
      2. Reason: Select Student Drop Request.
    4. Withdraw with Penalty:
      1. Deadline: Enter the last date on which students can withdraw from a session with a “W” penalty grade.
      2. Grd Basis: Select GRD.
      3. Grade: W
  3. Select the Session Calendar2 tab.
Session Calendar 1 tab
  1. The Session Calendar2 tab displays.
  2. Session Calendar 2 dates are used by the enrollment engine to enforce drop and withdrawal deadlines when students and staff drop classes. This setup is only for the Regular Academic Session. Sessions with dynamic date rules have calculated dates. Enter dates for the following sessions in each Academic Career - UGRD:  1-Regular and DYN-Dynamic, CNED: DYN-Dynamic.  
  3. Use the second level [>] button to navigate between sessions.
  4. Fully Enrolled Date: Enter the date on which students are considered fully enrolled for the session.
  5. Drop (Delete Record): Deletes enrollment transaction. Leave blank or the enrollment history is deleted prior to date entered.
  6. Drop (Retain Record):
    1. Deadline: Enter the last date on which students can drop a class without receiving a “W” penalty grade.
    2. Reason: Select Student Drop Request.
  7. Drop with Penalty:
    1. Deadline: Enter the last date on which students can withdraw from class with a “W” penalty grade.
    2. Grd Basis: Select GRD.
    3. Grade: W
  8. Select the Save button.
Session Calendar 2 tab

The refund impact is based upon the refund dates and periods as defined within Student Financials.

  1. Process complete.

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