9.2 Reviewing Term and Session Tables

Purpose: Use this as a reminder to check and review Term and Session tables.

Audience: Student Records 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: This step in the Beginning of Term Processes is simply a check or review of Term and Session Tables. Below is information and screen shots explaining what term and session tables are.

This table is locally managed by college and career.  This functionality enables you to structure different terms and sessions, depending on the academic career, to suit the needs of the institution.

Term/Session Table

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

  1. On the Term/Session Table search page, enter or look up the Academic Institution.
  2. Enter or look up the Term.
  3. Select Search. The Term Table page will display.
Find an Existing Value tab

Term Table

  1. Select the Term Table tab.
  2. The Term Category is Regular Term and should not be changed.
  3. The Term Table establishes Term Begin Date and Ending Date.
  4. You must associate each term with an Academic Year for reporting and financial aid accumulation purposes.
  5. Holiday schedule (set by HRMS) similar to SM5030 –Instructional Calendar.
  6. Populating Default Session Code assists with class scheduling.
  7. Weeks of Instruction is a required field but not used by Faculty Work Load (FWL) or FTE reporting.
  8. Transcript Date Print is used to select the dates to print on student transcripts for this academic career and term combination. Values are:
    • Do Not Print Any Dates: No dates are printed on student transcripts.
    • Print Class Dates: To print class dates on student transcripts for the specified transcript type, select this value and the Print Class Dates check box on the Enrollment/Statistics page of the Transcript Type component.
    • Print Session Dates: Select to print session dates on student transcripts.
    • Print Term Dates: Select to print term dates on student transcripts.
  9. Sixty Percent Point in Time is a required field used by financial aid but not used by finance.
  10. Use Dynamic Class Dates should always be checked for CNED career terms.
  11. Max Program Effdt for Term is critical as it is used by Financial Aid.  For Academic this should be the 1st day of term. For CNED this needs to be the last day of the latest ending class.
  12. In the Display in Self-Service section, Enrollment & Shopping Cart controls the class search in the Student Center Enrollment screens.  Please note: This does not impact the Class Search button on the main Student Center screen.
  13. Student Planner manages range of dates to control the availability of this term for use on the student self-service My Planner page.
  14. What-If Reporting sets the term for what-if degree audits for that population.
  15. Replaces SM5020: College Quarter Information.
Term Table tab

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

  • ZC OSECE College
  • ZZ OSECE College

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

  1. To check the configuration for a CNED career, navigate to the Student Enrollment Configs page.

Navigation: NavBar > Navigator > Ciber Solutions > Student Enrollment > Student Enrollment Configs

  1. On the Application Settings search page, select the Find an Existing Value tab.
  2. Enter or select the Academic Institution.
  3. Select Search. The Student Enrollment Configs page will display.
Application Settings search page
  1. On the Student Enrollment Configs page, select the Search/Select Config Page tab.
  2. Select the magnifying glass for Term.  The Look Up Term pagelett will display.  
  3. Ensure that the Term(s) listed in the Search Results are correct.
Search/Select Config Page tab with the Look Up Term Pagelett displayed

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

  • ZZ SS Student

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

  1. To confirm the configuration for a UGRD career go to the My Planner page to see the student view of terms.

Navigation: NavBar > Navigator > Self Service > Academic Planning > My Planner

  1. On the My Planner page, select the Plan tab.
  2. Select My Planner.
  3. Select the Move Selected Course to Term dropdown list.  Ensure that the Terms available are correct.
My Planner from the Plan tab
  1. For additional confirmation, select the Search tab.
  2. Select the Term drop-down list.
  3. Confirm that the Term is available.
Search tab

Session Table

  1. Sessions are time periods and defined types of classes within a term. Typically a college will have 3 sessions per UGRD career term (1-Regular Academic Session, DYN-Dynamic Dated & OEE-Open Entry/Exit) and 2 per CNED career term (a 1-regular that is dynamic & OEE).
  2. Enrollment Control. This field will be left blank. The Enrollment Control of term/session units is located on the Academic Program Table. Changes to these limits would require a ticket submitted to SBCTC CS Support.
  3. Holiday schedule (set by HRMS) carries from term.
  4. Use Dynamic Class Dates should be checked for an OEE or CNED session. (see Dynamic Dates Rules)
  5. Begin and End Dates set the default dates for class sections.
  6. First and Last Dates to Enroll controls enrollment requests for staff and students. The Last Date to Enroll for DYN and OEE should be the last day of the term.
  7. Open Enrollment Date is the date students can enroll without an appointment. This can be the same as the first date to enroll.
  8. Last date for Wait List is a deadline that applies to students and staff and is the last day someone can be added to a waitlist.
  9. Weeks of Instruction will carry from term and is not used for any purpose.
  10. Census Date is the 10th day/count date for FTE calculation.
  11. Sixty Percent Point in Time is a required field but not used by finance.  Enter a date between start and end date.
  12. Facility Assignment Run Date is used for 25Live Resource assignment.
  13. Program Enrollment Controls is a new feature that we are not implementing at this time.
  14. Replaces SM4012 – Touchtone Registration Configuration.
Session Table tab

Session Time Periods

  1. Select the Session Time Periods tab.  The system uses time periods for enrollment security to secure access to various enrollment functions. Enter a time period to enforce deadlines for performing enrollment access functions.
  2. End Date is the date on which the time period ends for the session. Only one time period in the session is active at a time.
  3. End of Term is the last day of the term.

Note: Many of the dates required affect more than one area of Campus Solutions. Keep in mind that the Student Financials, Financial Aid, and Student Records applications all must use dates that match the dates set here.

Session Time Periods Tab view all
  1. Process complete.


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