Semester (Term) Dates in the ERP

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

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)

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Details

Article ID: 4223
Created
Wed 3/16/22 11:36 AM
Modified
Thu 7/11/24 10:47 AM

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