TracCloud: Semester Changeover: Difference between revisions

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Revision as of 10:33, 22 May 2023

Global Preferences

• System Preferences

• Search Availability Options

• General KIOSK Login Options

• Terms

• Student Entry Choices

• Student Photo Files

• Dashboard Charts

• Campus IP Address Blocks

• Student Lists & Watch Lists

• Document Types

• Task Types

• Email Templates

• Public / Admin Docs

• Skills / Accommodations

• Notification Types

• Welcome Messages

• Prospective Student Settings

• Confirm Bio

• Reports Management

• Announcements

• Custom Fields

• Grade Groups & Assignments

• Tracking Staff Payroll

• Work Plans

• Workshops

Changing Semesters in TracCloud
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 helpdesk@go-redrock.com.

Step 0. Import New Term Data
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. More information.

Step 1. Activate Your New Term
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 Active is checked, and add the Active From and To 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.


Screenshot: List of term codes. Screenshot: Term entry window for new term code.

2. Process Activations & Process Specialties

After activating your new term (and deactivating the old, if applicable), a button will appear in the Terms settings labelled Process Activations. This button will activate registrations for this term and deactivate registrations that are no longer relevant. Click this, then click Process Specialties to update your Course Lists. Specialties can also be updated from the Course List Listing, which has the same effect as the option here.

Screenshot: The Process Activations button.

3. Additional Date Fields (Optional)
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.

Student Confirm Bio: Other > Other Options > Preferences > Student Confirm Bio Settings > Reset Student Confirmations on date
Staff Confirm Bio: Other > Other Options > Preferences > Staff Confirm Bio Settings > Reset Staff Confirmations on date
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Global setting: Other > Other Options > Preferences > System Preferences > Calc Missed Appointments Since
Profile-specific setting: Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Appointment Status and Management > Calc Missed Appointments Since
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Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Max Appointment Rules and Blocks > [Your rule] > Since/From date
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Other > Other Options > Announcements > [Your Announcement]
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And that's it! You're all set for the new semester.

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