Maintaining the Term/Session Table

Purpose: This document is a reference for maintaining the Term/Session Table in ctcLink.

Audience: Student Services Staff.

You must have at least one of these local college-managed security roles:

  • ZD SACR Found Tbl Config Inq
  • ZD SACR Term Config
  • ZD SR Super User
  • ZZ Early Alert Reviewer 2
  • ZZ SACR Term Config
  • ZZ Student Alert Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Note: Term and session dates are managed locally; reviewing them before each term is essential to ensure accuracy. The Term/Session Table must be correct as several processes depend on it. Further, ensure that you only work with your institution's data.

Expand or collapse content Search or Add a Term

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

Default Option: Find an Existing Value

  1. Enter or look up the Academic Institution (lookup tool).
  2. Enter or look up the Academic Career.
  3. Select Search to view existing values.

Add New Term

  1. Click the Add a New Value tab.
  2. Enter or look up:
    • Academic Institution
    • Academic Career
    • Term
  3. Select Add.
Expand or collapse content Term Table Tab
  1. Term Category
    • Regular Term (R): Used for Fall, Winter, and Spring.
    • Summer Term (S): Used for Summer terms from 2245 onward.
  2. Term Begin Date / Ending Date
    • Enter the overall dates for the term.
  3. Academic Year
    • Must equal the calendar year in which the term occurs.
    • Example: Summer 2025 and Fall 2025 both use Academic Year = 2025. A calendar year is a one-year period that begins on January 1 and ends on December 31, based on the commonly used Gregorian calendar. It is important to note that this may differ from your institution's internal definition of an "academic year" or financial aid year. The information entered in this field is used for student records only.
    • ⚠️ Incorrect entry impacts the transcript data file and SBCTC reporting.
  4. Holiday Schedule
    • Accept default value = AHCCS (set in the HCM pillar).
  5. Default Session Code (optional)
    • If entered, the session auto-populates in every class scheduled for the term.
  6. Weeks of Instruction
    • Required.
    • Not used in Faculty Work Load (FWL) or FTE calculation.
    • Used in FA Term Build.
    • Recommendation: enter 12 for every term.
  7. Transcript Date Print
    • Accept default value = Print Term Dates.
  8. Sixty Percent Point in Time
    • Required.
    • Used in Financial Aid processes.
  9. Use Dynamic Class Dates (optional)
    • If selected, each session built on the Session Table tab defaults to dynamic dating.
    • UGRD: leave unchecked
    • CNED: check
  10. Max Program Effdt for Term
    • The last date a student can be active in that career.
    • UGRD: first date of the term
    • CNED: last date of the term
Term Table Tab

Display in Self Service

  1. Enrollment & Shopping Cart
    • Enables students to access the enrollment component and add classes to their cart.
    • Determines how long students can view their final exam schedule.
    • ⚠️ Does not open enrollment—only allows adding to Shopping Cart.
    • Colleges control availability.
  2. Usage Tip:
    • Students regularly “shop” for courses across the system.
    • Shopping Cart availability should be considered in relation to future class schedule availability.
    • Run QCS_SR_STDNT_SHOPPING_CART query to see demand trends.
    • To view individual student carts, go to Student Services Center.
  3. Shopping Cart Purge
    • Removes student shopping cart data once enrollment closes.
    • ⚠️ Cannot be undone. Always verify the term before running.
  4. Student Planner
    • Allows students to plan courses for the term.
    • Dates controlled by the Display in Self-Service section.
    • Provides access to all courses needed to complete a program—useful for long-term planning.
  5. What-If Reports
    • Advisor: Enables advisors to run What-If reports for a term’s requirements.
    • Prematriculated Student: Allows What-If reports before matriculation.
    • Student: Enables students to run What-If reports on their own requirements.
Expand or collapse content Session Table Tab

Note

Sessions subdivide a term into multiple time periods to offer classes. The Session Table allows you to define distinct dates for these sessions.Dates must be set for each Academic Career:

  • UGRD: 1-Regular, DYN-Dynamic, and OEE-Open Entry/Exit
  • CNED: DYN-Dynamic and OEE-Open Entry/Exit
  1. Go to the Session Table tab.
  2. Select the applicable Session value.
  3. Click [+] to add additional sessions.
  4. System-defined sessions:
    • 1 (Regular)
    • DYN (Dynamic)
    • OEE (Open Entry/Exit)
  5. ⚠️ To build classes in any of these, the setup must exist in your Term/Session Calendar. At this time, our system is using just those three sessions. 
  6. Additional sessions would require more than adding a row; doing so would involve configuration, decision points, and governance reviews.
Session Details
Field Instructions
Enrollment Control Session Leave blank. Enrollment control is set at the Academic Program level.
Holiday Schedule Accept default value AHCCS.
Dynamic Class Date Check for DYN and OEE sessions.
Begin Date Enter the session’s start date.
End Date Enter the session’s end date.
First Date to Enroll Enter date when students with appointments (and staff) can perform enrollment.
Last Date to Enroll Enter the last date staff can perform enrollment transactions without overriding the action date. This date must be on or after the end date of the last enrollment appointment within the session.
Note: Student self-service enrollment is controlled by End of Add and Enroll w/ Permissions on the Session Time Periods tab.
Open Enrollment Enter the first date when all term-active students (with or without appointments) and staff can perform enrollment transactions for this session. If your college does not offer open enrollment, enter the Last Date to Enroll.
Last Date for Wait List Enter the last date a student can be added to a waitlist. (1-Regular session only)
Weeks of Instruction Carries over from the Term Table; adjust if needed.
Census Date Required for 1-Regular session and must follow SBCTC policy:
  • 10+ instructional weeks: 10th instructional day
  • 9 instructional weeks: 9th instructional day
  • 8 instructional weeks: 8th instructional day
Sixty Percent Point in Time Required. Used in Financial Aid processes.
Facility Assignment Run Date Used in 25Live room assignment. Defaults to the first date of the term; change if necessary.

Example of Regular session required dates.

Regular Academic Session row on the Session Table

Example of DYN and OEE session required dates.

Dynamic Dated Session Table Row
Expand or collapse content Session Time Periods Tab
  1. Go to the Session Time Periods tab.
  2. For each session (e.g., Regular, DYN, OEE), enter required Time Periods.
  3. Use the [+] button to add rows.
  4. Enter the corresponding End Date for each Time Period.
Time Period Description Instructions / Notes
135 End of Add Last date students can add classes via Student Center.
Note: For DYN and OEE sessions, this may be set later in the term or at term end to allow self-enrollment in late-start and open-entry classes. Dynamic rules also define last enrollment dates at the class level.
138 Enroll with Permission Last date students can add classes with a permission number via Student Center.
Note: Dynamic Dated classes are not impacted by 138.
145 End of Drop Last date students can drop classes via Student Center.
300 End of Term Enter the last date of the term.
Session Time Periods

Ensure that the Academic Calendar dates have been entered after completing the Term/Session Table. For more information, refer to Maintaining the Academic Calendar QRG.

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