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.

Term Session Table

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

  1. The default option is Find an Existing Value.
  2. Enter or look up the Academic Institution by selecting the looking glass.
  3. Enter or look up Academic Career.
  4. Select Search to view existing values.
  5. Add another term by clicking the Add a New Value tab.
  6. Enter or look up the Academic Institution by selecting the looking glass.
  7. Enter or look up Academic Career.
  8. Enter or look up the Term.
  9. Select the Add button.

Term Table Tab

  1. Term Category: The options available are Regular Term and Summer Term.
    • Regular Term (R), to be used for Fall, Winter, and Spring terms
    • Summer Term (S), to be used for Summer terms from 2245 onwards
  2. On the Term/Session Table page, select the Term Table tab.
  3. Enter the overall Term Begin Date and Ending Date.
  4. Enter the Academic Year. The Academic Year field must equal the calendar year during which the term takes place (summer 2023 and fall 2023 will have "2023" in the Academic Year field). This may differ from your institution's internal definition of an "academic year" or your institution's financial aid year. The value entered in this field is used for student records only (i.e., transcript calculations, SBCTC reporting) and does not impact financial aid.
  5. The Holiday Schedule is set in the HCM pillar. Accept the default value AHCCS.
  6. The Default Session Code is optional.   This session automatically populates in every class scheduled for the term if entered.
  7. Weeks of Instruction is a required value but not used in Faculty Work Load (FWL) or FTE calculation. This field is used in FA Term build, and we recommend entering a value of 12 for every term.
  8. In Transcript Date Print, accept the default value Print Term Dates.
  9. Sixty Percent Point in Time is a required value used in FA processes.
  10. Use Dynamic Class Dates is optional. If entered, each session built on the Session Table tab will default to dynamic dated.
    • UGRD: leave unchecked
    • CNED: check
  11. Max Program Effdt for Term is the last date a student can be active in that career.
    • UGRD: first date of the term
    • CNED: last date of the term

Display in Self Service

  1. Enrollment & Shopping Cart enables students to access the enrollment component and add classes to their shopping cart for that term via the Student Center. This date determines how long a student can view the schedule for their final exams.
    1. Colleges control availability. Students have always actively gone “shopping” for class availability across our system. You may consider the intersection between future term class schedules and your Shopping Cart availability. Control Shopping Cart availability dates in the Display in Self-Service section of your Term/Session Table. This field does not open enrollment. It only allows a student to add classes to their Shopping Cart.
    2. You can use Shopping Carts to inform future class scheduling. Monitor the QCS_SR_STDNT_SHOPPING_CART query. It could provide insight into what classes are in high demand. To see what is in an individual student’s cart, go to the Student Services Center.
    3. The Shopping Cart Purge process removes student shopping cart data and should be run after students can no longer enroll in classes for the term. The Shopping Cart Purge process cannot be undone! PLEASE check, double-check, and triple-check your term selection before running.
  2. Student Planner enables students to plan out courses for the term.  The Schedule Planner dates are controlled by the display in the self-service section of the Term/Session Table. The Student Planner gives the student access to all the courses needed to complete their program--ideal for long-term planning.
  3. What-If Report Advisor enables advisors to run What-If reports for the term's requirements.
  4. What-If Report Prematriculated Student enables What-If reports to be run for prematriculated students for this term's requirements.
  5. What-If Report Student enables students to run What-If reports for the term's requirements.
  6. Select the Session Table tab.
Display in Self-Service section on the Term Table tab

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 various sessions. Dates must be set for each Academic Career: 

  1. UGRD: 1-Regular, DYN-Dynamic, and OEE-Open Entry/Exit 
  2. CNED: DYN-Dynamic and OEE-Open Entry/Exit.
  1. Use the Session Table tab to complete the Session Table.
  2. Select the applicable Session value. Select the [+] button to add additional sessions. In our system, there are three globally-defined sessions: 1 (Regular), DYN (Dynamic), and OEE (Open Entry, Open Exit). To build classes in any of these, you must have the setup in your Term/Session Calendar. At this time, our system is using just those three sessions. Additional sessions would require more than adding a row; doing so would involve configuration, decision points, and governance reviews.
  3. The Enrollment Control Session is set at the Academic Program level; leave the field blank.
  4. In the Holiday Schedule, accept the default value AHCCS.
  5. Check the Dynamic Class Date box for the DYN and OEE sessions.
  6. Enter the session's Begin Date.
  7. Enter the session's End Date.
  8. In First Date to Enroll, enter the date students have an appointment, and staff can perform enrollment transactions for this session.
  9. In the Last Date to Enroll field, enter the last date staff can perform enrollment transactions for this session without overriding the enrollment action date. This date must be on or after the end date of the last enrollment appointment within the session. (The ability of students to enroll themselves in classes through the Student Homepage is controlled by the End of Add and Enroll w/ Permissions time periods, found on the Session Time Periods tab.)
  10. In Open Enrollment, enter the first date for 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.
  11. Last Date for Wait List is entered for the 1-Regular session only. Enter the last date a student can be added to a waitlist.
  12. Weeks of Instruction carries over from the Term Table. Change as necessary.
  13. Census Date 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
  14. Sixty Percent Point in Time is a required value used in Financial Aid processes.
  15. Facility Assignment Run Date can be used in 25Live room assignment, which automatically populates 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

Session Time Periods Tab

  1. Select 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.
  3. 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. Note: DYN and OEE sessions can be set to later in the term or the end of the term if the college would like students the option of self-enrolling in late start and open entry classes. Dynamic rules will further define the last date to enroll in an individual DYN class.
    • 138 Enroll with Permission: Last date a student 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 on which students can drop classes via Student Center.
    • 300 End of Term: Last date of the term.
  4. End Date: Enter the deadline date for each time period.
Session Time Periods Tab
  1. When all tabs are complete, select Save. The Integration Dating tab does not require dates.
  2. Process complete.

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.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.