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2. Scheduling Terms

2.1 Overview

Academic terms, sometimes known as “sessions”, “semesters” or "quarters", help define academic course sections that are offered for a period of time. Terms have a start date and an end date that normally correspond to the range of dates associated with the planned section offerings. It is possible that a section will have a start and end date that does not match the term dates. It is also possible for term dates to overlap with other terms and sections from other terms. 


To access Terms, click on 'Terms' under the Settings tab in the lefthand navigation bar. 


2.2 Creating Semester Names

If your Coursedog environment is integrated with your SIS then semester names will be automatically defined for you and you will not need to configure them as shown below --this is the case 99% of the time.   The simple test is to leave these undefined and if the semester names show up nicely in Coursedog then your integration is handling it for you. Also, your Coursedog data engineer can determine whether the integration is sending term.displayName  along with term.semester and whether it is important to edit these fields.  Sometimes an SIS doesn't contain semester names and is only able to send numbers like 7 or 4Simply click on 'Semester Names' and add them in.   


Current Active Term refers to the term that is the current term of an institution. For example, if today is June 26, 2020, and the institution’s summer term is from June 1 - August 1, then the Current Active Term would be the summer of 2020.


Current Scheduling Term refers to the term that the institution is currently preparing its class scheduling for. For example, if today is June 26, 2021, and this institution is planning the schedule for Spring 2022, then the Current Active Term would be Spring 2022.


2.3 Creating Terms

Terms define the specific dates for which institutions schedule their course sections. For example, Fall could begin on 08/01/2019 and end on 11/10/2019. 


To create a new term, click the '+ Add Term” button in the top right corner and select a semester and year in which the term will take place (see "Semester Names" above for notes on creating a semester name for this step), then 

 enter a start and end date for the term. Terms may be renamed to match institutions' academic calendar vernacular in the 'Display Name' field. The 'Term Code' field is meant to be filled in with the term's SIS Key associated with course offerings for this term (this field should match the term code used in your SIS).


Note that terms should be pulled in via your integration. 

2.4 Parts of Term

Within terms, you can assign parts of term with different start and end dates. Any section assigned to this part of term will have corresponding start and end dates, which take precedence over the start and end dates of the term itself.


To create a part of term, simply select a term from the list in the terms tab and click "+ add part of term" at the end of the form:


Note that par terms should be pulled in via your integration. 


2.5 Date Exceptions

Date Exceptions are used to define date ranges where academic meetings are cancelled. As a result, academic meetings within the date exception range will not be sent to events, allowing rooms booked during that time to appear available. This is commonly used during holiday periods. Date Exceptions should be set prior to the start of any scheduling for a given term.

In other words, all academic meetings that occur during a date exception will NOT show up in events.

Date exceptions are available in Settings > Terms > *select specific Term* > 'Date Exceptions' tab on the left navigation.


Required Permissions: In order to be able to edit Date Exceptions, permissions must be set up as follows: Settings > Roles > *select Role* > Institution Settings > Edit Date Exceptions set to 'Allow.'


Integration Settings: Date Exception information is stored on the term, so if you are using Coursedog in an integrated environment, you must specify Date Exceptions as a field that is "Coursedog" owned, otherwise they will be overwritten by SIS data during nightly merges. 

2.6 Conversion Dates

Conversion Dates are used to move all academic meetings from the original scheduled day to a 'converted' day, and as a result, cancelling all prior academic meetings on the 'converted' day. Conversion Dates should be set prior to the start of any scheduling for a given term.

For example, if original date is March 17th and converted date is March 18th - all academic meetings on March 18th will not show up in events, and all academic meetings on March 17th will show up in events, except on the date March 18th.

Required Permissions: In order to be able to edit Date Exceptions, permissions must be set up as follows: Settings > Roles > *select Role* > Institution Settings > Edit Term Conversion Dates set to 'Allow.'


Integration Settings: Conversion Dates information is stored on the term, so if you are using Coursedog in an integrated environment, you must specify Conversion Dates as a field that is "Coursedog" owned, otherwise they will be overwritten by SIS data. 





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