| Department: Academic Affairs |
| Effective Date: 5/15/2024 |
| Revised Date: |
| Cabinet Approval Date: 5/15/2024 |
| Next Review Date: 5/15/2025 |
| Policy: Semester (Term) Dates in the ERP |
| Responsible Cabinet Member: Executive Vice President of Academic Affairs |
| Approved By: Sheila Quirk-Bailey |
Operational Standard/Purpose
To build out the dates in the ERP for the Semester (Term Dates) the following process will be followed by utilizing the Establishing Term and College Academic Calendars Standard Operational Procedure (SOP). To set a standard process for the semester schedule production timeline.
| Semester |
Production Timeline |
Schedule Available
Online for Viewing Only (1 week) |
Enrollment Opens |
| Fall |
Begin October or November for the next Fall semester |
Last Monday in March or the 2nd to last Monday in March (depends on the year; determined by the Enrollment Open date) |
First Monday in April or the last Monday in March (depending on the year) |
| Spring |
Begin in late March or April for the next Spring semester |
Last Monday in September or the 2nd to last Monday in September (depends on the year; determined by the Enrollment Open date) |
First Monday in October or the last Monday in September (depending on the year) |
| Summer |
Begin July or August for the next Summer semester |
Last Monday in September or the 2nd to last Monday in September (depends on the year; determined by the Enrollment Open date) |
First Monday in October or the last Monday in September (depending on the year) |
Scope/Applicability
Having a standard timeline for production and making the schedule available for enrollment is crucial. It's also important to have easily identifiable 'Temporary Semester Dates' that are not the approved dates for the semesters' input into the ERP system at least six (6) years in advance to build out the academic terms for student completion plans.
These 'Temporary Semester Dates' will be replaced by the approved semester dates once approved by the Board of Trustees (BoT). This process applies to the Curriculum and Scheduling Office, Student Services, and the Enterprise Systems Team.
Procedures
See Grid in the Appendix for schedule production and timelines.
The “Temporary Semester Dates” are defined as:
- Fall Semester: 8/8/20xx to 12/12/20xx
- Spring Semester: 1/1/20xx to 5/5/20xx
- Summer Semester: 6/6/20xx to 7/7/20xx
These dates were selected as clearly inaccurate for each semester to serve as a signal to those working in scheduling, enrollment, and advising. They indicate that the correct dates must be adjusted before any work is done for the semester or year in question.
It is imperative that the official semester dates have been updated and are accurate prior to rolling of the next semester’s schedule.
The official semester dates will be determined according to the Establishing Term and College Academic Calendars Standard Operational Procedure (SOP). The Curriculum and Scheduling Office will communicate the dates approved by the Board of Trustees.
When entering the official semester dates, the Enterprise Systems Team will conduct a thorough check for accuracy. Additionally, they will ensure that there are at least six (6) years of 'Temporary Semester Dates' in the ERP.
Example: Fall 2025:
Dates in bold have been approved by the Board of Trustees at the March 21, 2024 meeting.
- Semester Begin: Monday, August 18, 2025
- Semester End: Monday, December 15, 2025
- Term Activation: Friday, February 28, 2025
- Schedule Available for Viewing Only: Monday, March 31, 2025
- Enrollment Begins: Monday, April 7, 2025
Additional Provisions/Information
See Appendix.
Appendix of PeopleSoft:
To be modified after migration to Workday.
Dates needed in PS to be input by the Enterprise Systems Department:
| Needed Dates |
Established by |
Date "Typically" Occurs - Need to confirm with Term and Academic Calendars |
PeopleSoft Input (Enterprise System Team member) |
| Semester Begin (Term Begin date in PS) |
Date recommended by Calendar Committee, recommended by Executive Cabinet, approved by BoT |
Refer to the Establishing Term and College Academic Calendars Standard Operational Procedure (SOP)
Fall: About the third Monday in August
Spring: About the third Tuesday in January
Summer: About the first Monday in June (starting Summer 2026)
|
Term Begin date in PS on Term/Session Table |
| Term Activation |
Date recommended/confirmed by Dean of Enrollment Services |
2-4 weeks before schedule is available, and enrollment begins for each semester |
Term activation process kick-off run by Enterprise System Team |
| Schedule Available for Viewing Only (1 Week) |
Date recommended/confirmed by Dean of Enrollment Services |
Fall: Last Monday in March or the 2nd to last Monday in March (depends on the year; determined by the Enrollment Open date)
Spring: Last Monday in September or the 2nd to last Monday in September (depends on the year; determined by the Enrollment Open date)
Summer: Last Monday in September or the 2nd to last Monday in September (depends on the year; determined by the Enrollment Open date)
|
Schedule available dates in PS on Term/Session Table |
| Enrollment Begins |
Date recommended/confirmed by Dean of Enrollment Services |
Fall: First Monday in April or the last Monday in September (depends on the year)
Spring: First Monday in October or the last Monday in September (depends on the year)
Summer: First Monday in October or the last Monday in September (depends on the year)
|
Schedule available dates in PS on Term/Session Table |
| Semester Ends |
Date recommended by Calendar Committee, recommended by Executive Cabinet, approved by BoT |
Refer to the Establishing Term and College Academic Calendars Standard Operating Procedure (SOP)
Fall: At least 4 to 5 days prior to the College Winter shut down in December - mid December
Spring: About mid-May
Summer: Around the last week in July and/or the first week in August
|
Ending Date in PS on Term/Session Table |
PeopleSoft Navigation:
Main Menu > Set Up SACR > Foundation Tables > Term Setup > Term/Session Table
Term Table: (Fall 2022 example)
Session Table: (Fall 2022 example)
Session Time Periods: (Fall 2022 example)
