Set up School Years and Terms
Years & Terms
Define years and terms for your school. Create the year term (this is the entire length of a school year) for your school and then define additional terms for the school year, if necessary.
Terms created on the Years & Terms page are "scheduling terms," which define the school year and the length of the sections offered during the school year (semester, quarter, etc.). Classes offered during the school year determine the required scheduling terms. If students have the same teacher, room, and section throughout the year, only the year term is needed. However, if students change teachers, rooms, or sections throughout the year, create additional terms of varying lengths (semester, quarter, etc.).
Note: Customers in California should not add extra days to start or end of their school year, as this directly impacts how attendance reporting segments are generated. The first day in the school calendar year should equal the first in-session day of the school year. EX: If the first in-session day of the school year is 8/16, the yearlong term should have a start date of 8/16.
Create School Year
Navigation:
School Setup > Scheduling > Years & Terms > New
Data Elements | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Name of School Year | Enter the name of the school year. | [Terms]Name | All Reports |
Abbreviation (School Year) | Enter the school year abbreviation. | [Terms]Abbreviation | All Reports |
First Day of School | Enter the start date of the school year. | ||
Last Day of School | Enter the end date of the school year. |
Add Periods and Days
Navigation:
School Setup > Scheduling > Years & Terms > Year link
Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Periods | Choose the number of periods for the school from the pop-up menu. | [Terms]Periods_per_day | All Reports |
Days | Choose the number of days for the school from the pop-up menu. | [Terms]Days_Per_Cycle | All Reports |
Edit Period
Navigation:
School Setup > Scheduling > Periods > click period number link under Name
Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Period Number | The number of periods assigned to this school for the school year. | [Period]Period_Number | Att Reports CE Weekly Att Att Audit Sec Att Status |
Period Abbreviation | If required, edit the period abbreviation. | [Period]Abbreviation | Required Setup Att Audit Sec Att Status |
Period Name | If required, edit the period name. | [Period]Name | Not Required |
Set up Terms
Navigation:
School Setup > Scheduling > Years & Terms > Edit Terms link
Important: Create terms in the correct order. Term IDs (the ID used to identify the term in the database) are assigned based on the order in which the terms are created. For example, schools that use any of the following terms should create them in the following order: Year, Semester 1, Semester 2, Trimester 1, Trimester 2, Trimester 3, Quarter 1, Quarter 2, Quarter 3, Quarter 4.
For the Update Mobility Script to function as expected, the school calendar and terms must be set up for each year in which students have enrollments. For example, if school enrollments for students exist from the year 2013, but your Years & Terms start with 2016, then you must set up a year term for 2015, 2014, and 2013. After the year terms are set up, the calendar must be configured for each of these years, with bell schedules, cycle days, membership value and in session status.
Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Name | Enter a name for the term. | [Terms]Name | Scholarship Fed |
Abbreviation | Enter an abbreviation for the term. | [Terms]Abbreviation | N/A |
First Day of Term | Enter the date of the first day of the term. | [Terms]FirstDay | All Reports |
Last Day of Term | Enter the date of the last day of the term. | [Terms]LastDay | All Reports |
What portion of the school year does this term represent? | Choose the appropriate proportional value from the pop-up menu. | [Terms]Portion | Crs Sec UC/CSU Qual UC Direct |