TracCloud: Semester Changeover - Revision history

Redrock at 16:54, 17 June 2026

2026-06-17T16:54:27Z

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Redrock at 23:29, 15 June 2026

2026-06-15T23:29:03Z

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	[https://www.youtube.com/watch?v=V7xv0CWgow0 <span style="color:white; font-weight: bold">{{#fab:youtube}} View a Tutorial Video</span>]		[https://www.youtube.com/watch?v=V7xv0CWgow0 <span style="color:white; font-weight: bold">{{#fab:youtube}} View a Tutorial Video</span>]
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	[[Category:TracCloud Manual]]		[[Category:TracCloud Manual]]
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Redrock at 22:31, 11 June 2026

2026-06-11T22:31:41Z

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	The process of activating new terms for your upcoming semester in TracCloud is designed to be as straightforward as possible. The steps below outline the process and everything you have to do to prepare and execute a semester changeover. As always, if you run into any trouble, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].		The process of activating new terms for your upcoming semester in TracCloud is designed to be as straightforward as possible. The steps below outline the process and everything you have to do to prepare and execute a semester changeover. As always, if you run into any trouble, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].

	~~<hr>~~		===0. Import New Term Data===
	~~<big><b>~~0. Import New Term Data~~</b></big><br>~~
	Before you can move forward in TracCloud, your IT will need to first send the new semester data to TracCloud via your import process. Once this has been completed, you can move forward to Step 1. [[TracCloudTechImport\|More information.]]		Before you can move forward in TracCloud, your IT will need to first send the new semester data to TracCloud via your import process. Once this has been completed, you can move forward to Step 1. [[TracCloudTechImport\|More information.]]

	~~<hr>~~		===1. Activate Your New Term===
	~~<big><b>~~1. Activate Your New Term~~</b></big><br>~~
	Now that your new term data exists in TracCloud, we have to tell the system which terms are active. Go to ~~<i>~~Other > Other Options > Preferences > Terms.~~</i>~~ You should see your new term here in a deactivated state (first/left screenshot). Click the pencil icon for your new term, this will open a Term Entry window where you can begin to make changes (second/right screenshot).		Now that your new term data exists in TracCloud, we have to tell the system which terms are active. Go to Other ➜ Other Options ➜ Preferences ➜ Terms. You should see your new term here in a deactivated state (first/left screenshot). Click the pencil icon for your new term, this will open a Term Entry window where you can begin to make changes (second/right screenshot).

	Make sure <b>Active</b> is checked, and add the <b>Active From</b> and <b>To</b> dates to the relevant fields as well (these are utilized for "This Term" date ranges in reports and scheduling rules). You may also want to deactivate your prior term at this time as well, or you can deactivate it later if preferred. Multiple terms can be active at once.		Make sure <b>Active</b> is checked, and add the <b>Active From</b> and <b>To</b> dates to the relevant fields as well (these are utilized for "This Term" date ranges in reports and scheduling rules). You may also want to deactivate your prior term at this time as well, or you can deactivate it later if preferred. Multiple terms can be active at once.
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	[[File:7526407.png\|400px\|Screenshot: List of term codes.]] [[File:4775299.png\|480px\|Screenshot: Term entry window for new term code.]]<br><br>		[[File:7526407.png\|400px\|Screenshot: List of term codes.]] [[File:4775299.png\|480px\|Screenshot: Term entry window for new term code.]]<br><br>

	~~<hr>~~		===2. Process Activations & Process Specialties===
	~~<big><b>~~2. Process Activations & Process Specialties~~</b></big><br>~~

	After activating your new term (and deactivating the old, if applicable), click the button in the Terms settings labelled <b>Process Activations</b>. This button will activate registrations for this term and deactivate registrations that are no longer relevant. Click this, then click <b>Process Specialties</b> to update your [[TracCloudGuideBasicsCourses\|Course Lists]]. Specialties can also be updated from the Course List Listing, which has the same effect as the option here.		After activating your new term (and deactivating the old, if applicable), click the button in the Terms settings labelled <b>Process Activations</b>. This button will activate registrations for this term and deactivate registrations that are no longer relevant. Click this, then click <b>Process Specialties</b> to update your [[TracCloudGuideBasicsCourses\|Course Lists]]. Specialties can also be updated from the Course List Listing, which has the same effect as the option here.
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	[[File:4963127.png\|600px\|Screenshot: The Process Activations button.]]<br><br>		[[File:4963127.png\|600px\|Screenshot: The Process Activations button.]]<br><br>

	~~<hr>~~		===3. Additional Date Fields (Optional)===
	~~<big><b>~~3. Additional Date Fields (Optional)~~</b></big><br>~~
	There are a few locations where semester-relevant date fields may exist. Your system may or may not be utilizing these, but here's a list just in case.		There are a few locations where semester-relevant date fields may exist. Your system may or may not be utilizing these, but here's a list just in case.

	* <b>[[TracCloud:_Confirm_Bio\|Confirm Bio Reset Date]]</b>		* <b>[[TracCloud:_Confirm_Bio\|Confirm Bio Reset Date]]</b>
	::Student Confirm Bio: ~~<i>~~Other > Other Options > Preferences > Student Confirm Bio Settings > Reset Student Confirmations on date~~</i>~~		::Student Confirm Bio: Other ➜ Other Options ➜ Preferences ➜ Student Confirm Bio Settings ➜ Reset Student Confirmations on date
	::Staff Confirm Bio: ~~<i>~~Other > Other Options > Preferences > Staff Confirm Bio Settings > Reset Staff Confirmations on date~~</i>~~		::Staff Confirm Bio: Other ➜ Other Options ➜ Preferences ➜ Staff Confirm Bio Settings ➜ Reset Staff Confirmations on date
	::[[File:4994869.png\|700px]]<br><br>		::[[File:4994869.png\|700px]]<br><br>

	* <b>[[TracCloudGuideProfilePrefsSchedule#Appointment_Status_and_Management\|Calc Missed Appointments Since]]</b>		* <b>[[TracCloudGuideProfilePrefsSchedule#Appointment_Status_and_Management\|Calc Missed Appointments Since]]</b>
	::Global setting: ~~<i>~~Other > Other Options > Preferences > System Preferences > Calc Missed Appointments Since~~</i>~~		::Global setting: Other ➜ Other Options ➜ Preferences ➜ System Preferences ➜ Calc Missed Appointments Since
	::Profile-specific setting: ~~<i>~~Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Status and Management > Calc Missed Appointments Since~~</i>~~		::Profile-specific setting: Other ➜ Other Options ➜ Profiles ➜ [Your Profile]➜ Prefs ➜ Scheduling ➜ Appointment Status and Management ➜ Calc Missed Appointments Since
	::[[File:8541121.png\|700px]]<br><br>		::[[File:8541121.png\|700px]]<br><br>

	* <b>[[TracCloudGuideProfilePrefsSchedule#Max_Appointment_Rules_and_Blocks\|Max Appointment Rules]]</b>		* <b>[[TracCloudGuideProfilePrefsSchedule#Max_Appointment_Rules_and_Blocks\|Max Appointment Rules]]</b>
	::~~<i>~~Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Max Appointment Rules and Blocks > [Your rule] > Since/From date~~</i>~~		::Other ➜ Other Options ➜ Profiles ➜ [Your Profile] ➜ Prefs ➜ Scheduling ➜ Max Appointment Rules and Blocks ➜ [Your rule] ➜ Since/From date
	::[[File:3896176.png\|700px]]<br><br>		::[[File:3896176.png\|700px]]<br><br>

	* <b>[[TracCloud:_Announcements\|Announcements]]</b>		* <b>[[TracCloud:_Announcements\|Announcements]]</b>
	::~~<i>~~Other > Other Options > Announcements > [Your Announcement]~~</i>~~		::Other ➜ Other Options ➜ Announcements ➜ [Your Announcement]
	::[[File:7490611.png\|700px]]		::[[File:7490611.png\|700px]]

Redrock at 20:10, 31 March 2026

2026-03-31T20:10:12Z

← Older revision		Revision as of 20:10, 31 March 2026
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	The process of activating new terms for your upcoming semester in TracCloud is designed to be as straightforward as possible. The steps below outline the process and everything you have to do to prepare and execute a semester changeover. As always, if you run into any trouble, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].		The process of activating new terms for your upcoming semester in TracCloud is designed to be as straightforward as possible. The steps below outline the process and everything you have to do to prepare and execute a semester changeover. As always, if you run into any trouble, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].

	<~~div class="line"></div~~>		<hr>
	<big><b>0. Import New Term Data</b></big><br>		<big><b>0. Import New Term Data</b></big><br>
	Before you can move forward in TracCloud, your IT will need to first send the new semester data to TracCloud via your import process. Once this has been completed, you can move forward to Step 1. [[TracCloudTechImport\|More information.]]		Before you can move forward in TracCloud, your IT will need to first send the new semester data to TracCloud via your import process. Once this has been completed, you can move forward to Step 1. [[TracCloudTechImport\|More information.]]

	<~~div class="line"></div~~>		<hr>
	<big><b>1. Activate Your New Term</b></big><br>		<big><b>1. Activate Your New Term</b></big><br>
	Now that your new term data exists in TracCloud, we have to tell the system which terms are active. Go to <i>Other > Other Options > Preferences > Terms.</i> You should see your new term here in a deactivated state (first/left screenshot). Click the pencil icon for your new term, this will open a Term Entry window where you can begin to make changes (second/right screenshot).		Now that your new term data exists in TracCloud, we have to tell the system which terms are active. Go to <i>Other > Other Options > Preferences > Terms.</i> You should see your new term here in a deactivated state (first/left screenshot). Click the pencil icon for your new term, this will open a Term Entry window where you can begin to make changes (second/right screenshot).
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	[[File:7526407.png\|400px\|Screenshot: List of term codes.]] [[File:4775299.png\|480px\|Screenshot: Term entry window for new term code.]]<br><br>		[[File:7526407.png\|400px\|Screenshot: List of term codes.]] [[File:4775299.png\|480px\|Screenshot: Term entry window for new term code.]]<br><br>

	<~~div class="line"></div~~>		<hr>
	<big><b>2. Process Activations & Process Specialties</b></big><br>		<big><b>2. Process Activations & Process Specialties</b></big><br>

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	[[File:4963127.png\|600px\|Screenshot: The Process Activations button.]]<br><br>		[[File:4963127.png\|600px\|Screenshot: The Process Activations button.]]<br><br>

	<~~div class="line"></div~~>		<hr>
	<big><b>3. Additional Date Fields (Optional)</b></big><br>		<big><b>3. Additional Date Fields (Optional)</b></big><br>
	There are a few locations where semester-relevant date fields may exist. Your system may or may not be utilizing these, but here's a list just in case.		There are a few locations where semester-relevant date fields may exist. Your system may or may not be utilizing these, but here's a list just in case.

Redrock at 23:25, 30 March 2026

2026-03-30T23:25:05Z

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Redrock: Removed protection from "TracCloud: Semester Changeover"

2026-03-30T22:00:43Z

Removed protection from "TracCloud: Semester Changeover"

← Older revision	Revision as of 22:00, 30 March 2026
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Redrock at 16:35, 29 July 2025

2025-07-29T16:35:37Z

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	<onlyinclude><~~b><big~~>Changing Semesters in TracCloud</~~big></b><br~~>		<onlyinclude><div class="pageTitle">Changing Semesters in TracCloud</div>

	The process of activating new terms for your upcoming semester in TracCloud is designed to be as straightforward as possible. The steps below outline the process and everything you have to do to prepare and execute a semester changeover. As always, if you run into any trouble, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].		The process of activating new terms for your upcoming semester in TracCloud is designed to be as straightforward as possible. The steps below outline the process and everything you have to do to prepare and execute a semester changeover. As always, if you run into any trouble, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com].

Redrock at 21:01, 20 June 2025

2025-06-20T21:01:09Z

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Redrock at 18:44, 25 November 2024

2024-11-25T18:44:41Z

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	And that's it! You're all set for the new semester. </onlyinclude>		And that's it! You're all set for the new semester. </onlyinclude>

	[[Category:TracCloud]]		[[Category:TracCloud Manual]]
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Redrock at 22:49, 18 November 2024

2024-11-18T22:49:57Z

← Older revision		Revision as of 22:49, 18 November 2024
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	There are a few locations where semester-relevant date fields may exist. Your system may or may not be utilizing these, but here's a list just in case.		There are a few locations where semester-relevant date fields may exist. Your system may or may not be utilizing these, but here's a list just in case.

	* <b>[[~~TracCloudGuideGlobalBio~~\|Confirm Bio Reset Date]]</b>		* <b>[[TracCloud:_Confirm_Bio\|Confirm Bio Reset Date]]</b>
	::Student Confirm Bio: <i>Other > Other Options > Preferences > Student Confirm Bio Settings > Reset Student Confirmations on date</i>		::Student Confirm Bio: <i>Other > Other Options > Preferences > Student Confirm Bio Settings > Reset Student Confirmations on date</i>
	::Staff Confirm Bio: <i>Other > Other Options > Preferences > Staff Confirm Bio Settings > Reset Staff Confirmations on date</i>		::Staff Confirm Bio: <i>Other > Other Options > Preferences > Staff Confirm Bio Settings > Reset Staff Confirmations on date</i>