TracCloud: Semester Changeover

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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. 2. Process Activations 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 continue to step 3. Screenshot: The Process Activations button. 3. Process Specialties Lastly, head over to your Course Lists listing by going to Other > Listings > Course Lists, then select Process Specialties in the top-right corner. This step refreshes your course lists, ensuring that your Centers and Consultants are linked to the correct courses in the new term. Screenshot: The Course List listing with the Process Specialties button highlighted. 4. 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. Confirm Bio Reset Date 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 Calc Missed Appointments Since 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 Max Appointment Rules Other > Other Options > Profiles > [Your Profile] > Prefs > Scheduling > Max Appointment Rules and Blocks > [Your rule] > Since/From date Announcements Other > Other Options > Announcements > [Your Announcement] And that's it! You're all set for the new semester.