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Managing Program Terms


The Program Terms Admin tool enables you to name the periods of time during which your programs take place.


Applies to: TDS17;TDS18


Additional Resources
The Program Terms Admin tool enables you to name the periods of time during which your programs take place. To access this tool, go to Settings > Terms. You are taken to a page with a list of current terms in the institution's account.
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Adding a New Term: 
To add a new term to the list, click the 'New Term’ tab above the list of terms. You will be taken to a new pane:
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  1. Select a term from the drop-down list box next to 'Program Term.' If the term name you want is not listed, select 'Other (not listed).' A text box appears where you can type in the term name that you want. Term names must be unique and cannot be duplicated. 
  2. If this term will apply to exchange programs, enter the default exchange rate in the 'Default Exchange Rate' text box. The default exchange rate refers to the number of exchange units that an exchange application in an application cycle for that term will count. The System Settings Admin can define the unit of exchange, which can be semesters, applicants, or any other unit your office uses for exchange balances. Each term is then given the default weight accordingly. Note that these exchange weights can be adjusted on individual applications. 
  3. To indicate that a term spans over a period of two calendar years, select the 'Dual-year Term' check box. It implies that a term that begins in a particular year ends in the next year. The application cycle for this term includes both calendar years. 
  4. Click 'Save.’ The page refreshes with your new term name added to the list.
Editing a Term Name: 
To edit the name of a term, perform the following steps. 
  1. Click the pencil icon located to the right of the term name.
  2. Make the changes and click 'Save.'
There are a few caveats associated with editing a term name:
  • The changed term name does not cascade to all data where that term name had been previously used.
  • The programs assigned to the old term name will not have the new term name checked off. It will be necessary to return to the program builder for these programs and reassign the term under the new name.
  • Existing app cycles will still have the old term name assigned to them. You can disable these app cycles and create new app cycles with the proper term name. However, applications assigned to these old app cycles will also need to be migrated to the new term name.
  • Term-specific process elements will not be assigned to the new term name. You will need to go to the process elements and reassign the new term name as well as make sure that the process maps for the new application cycles are also including them as expected.
Note: The name of the term can always be reverted back to the original name. This will return the programs/process elements back to their previous functionality.

Deleting a Term: 
To delete a term name from the list, perform the following steps.
  1. Click the red 'X' located to the right of the term name. A dialog box appears asking you to confirm the action.
  2. Click 'OK' to proceed or 'Cancel' to ignore the action.
Prior to deleting a term, there are a number of caveats that should be taken into account:
  • This will remove the term from the list of checked terms for which applications are accepted from the program's 'terms' tab
  • The term name will no longer appear as an option for searching the program catalog
  • Application cycles that had been created with this term name will still exist AND they will still remain functional for existing applicants and as options in the application searches
  • Program date records that were created with this term and are still active will still exist and function the same way
  • Process elements that were created to be term-specific to this term will no longer have the item checked off when editing that process element
Changing a term's display of the year to current-only or current-plus-next year:
An application cycle or program date record can be changed from a single year term to a dual-year term or dual-year to single year after it has been created. To change the term year designation, access Settings > Terms > Edit > check or un-check the box "Dual-year Term" > Save.   
Note: The new year designation will only affect new application cycles and not change existing application cycles. 
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