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Timing

Typically the call for upcoming spring and summer POTs goes out in May of the previous year. The call for fall and year-long POTs will go out in September of the previous year.

Build the master spreadsheet

Using the template

, build a master spreadsheet for the term being configured, filling in POT 1 dates based on the CEP approved Academic Calendar, and other POTs based on their historical dates. For summer terms, also fill in the CEP approved dates for NTC Summer.

• Create school-specific POT templates, filling in suggested dates for them based on their dates in the previous term. Send the templates to the following people, asking them to review the dates and make changes as needed (email sample below):

  • Grad Business -

• • Anderson, Brandy D <banders9@tulane.edu>

  • Online MBA - Francis, Ashley

• • <afrancis2@tulane.edu>

  • Law - Kirkpatrick, Deleanor <dkirkpatrick@tulane.edu>

  • Medicine - Dierker, Allys <adierke@tulane.edu>

  • Nursing - Douglas, Brenda <bdouglas1@tulane.edu>; Mayville, Mary <mmayville@tulane.edu>

  • Grad Public Health - Cantrell, Susan <cantrell@tulane.edu>; Arcari, Christine M <carcari1@tulane.edu>;

• • Durden,

• • Tonya <

• • tdurden@tulane.edu>

  • Social Work -

• • McGraw, Kathy <kmcgraw1@tulane.edu>; Zwanziger, Tona J <tzwanzig@tulane.edu>; Fields, Lindsey S <lfields3@tulane.edu>

  • Architecture (summer only) - Keller, Angelle

• • <akeller5@tulane.edu>

  • UG Business (summer only) - Yest, Myke

• • <myest@tulane.edu>

  • SoPA (summer only) - Kwaske, Ilianna <ikwaske@tulane.edu>

Summer PoTs

• POT 1 is to be set up like an NTC special offering POT

  • POT 1 start date will be the earliest NTC summer start date (Maymester)

  • POT 1 end date will be the latest NTC summer end date (NTC Late Summer)

  • Last day to add for POT 1 will be the latest last day to add for the NTC Late Summer POT

• Special Offering (SO) summer POT will be set up as if for the whole University:

  • SO start date will be the earliest start date for any summer POT

  • SO end date will be the latest end date for any summer POT

  • Last day to add for SO will be the latest last day to add for the SoPA late summer POT

Review submissions

Once all POT dates have been returned:

Check for common errors

• There must be at least 48 hours between last day to add to waitlist and dropping waitlist

• The last day to add to waitlist must be at least 48 hours before the last day to add

• Drop with record and drop without record dates cannot be the same

• A WW date cannot be before the last DC date (DC indicates that the student dropped themselves online.)
  
  Once all POT dates have been reviewed and approved:

Alert Denise Kidd in the Registrar’s Officer:

• Alert her when the Parts of Term Master spreadsheet is finalized, so that she can begin working on building the calendar in Localist.

• Alert her of any changes to the spreadsheet after it’s finalized, so she can update Localist.

Update STVTERM

• For fall and spring terms, set STVTERM start and end dates based on POT 1.

• For summer terms, set STVTERM start date to the earliest

• start date of any POT, and set STVTERM end date to the latest end date of any POT.