Calling for parts of term & creating the master part of term spreadsheet
The first step in term configuration is collecting the parts of term (POTs) and significant milestone dates from the various schools and divisions. In fall and spring semesters, POT 1 dates will follow the CEP-approved Academic Calendar, found here: https://tulane.box.com/s/9eeomzvi19qj0cf5lqooekoolkrvlu48 .
NOTE:
Beginning in 2024, students will be registering for summer courses during spring enrollment periods as opposed to fall. This will require changes in term configuration processes that will be noted here, as the changes are made.
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 October 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 school-specific templates to the following people, asking them to review the dates and make changes as needed (email sample below):
Grad Business & Online MBA - Anderson, Brandy D <banders9@tulane.edu>; Subramaniam, Venkata R <vencat@tulane.edu>
Law - Kirkpatrick, Deleanor <dkirkpatrick@tulane.edu>
Medicine (fall, spring, and year-long only) - 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 - Beasley, Candice <cbeasley@tulane.edu>
SoPA - Kwaske, Ilianna <ikwaske@tulane.edu>; Rials, Bill T <brials@tulane.edu>
Architecture (summer only) - Keller, Angelle <akeller5@tulane.edu>
UG Business (summer only) - Yest, Myke <myest@tulane.edu>
Hello ___.
Attached is the ______ calendar and parts of term template for Spring and Summer, 2026. I have prefilled the template based on your 2025 dates. I have also included the CEP-approved POT 1 dates for your reference. Please review and edit your dates in the template as necessary.
A part of term is a set of dates that takes place within a semester. Each part of term must have defined start, end, add, drop, and refund dates. This information is used to enable departments to build their courses in CLSS and ensure successful registration for our students. These dates are also sent to the Dept. of Education and directly impact students’ financial aid.
Please review the attached prefilled template and highlight any necessary changes. I have included significant, University-wide dates (highlighted) that should also be taken into consideration. If you would like to add any additional dates to be published in the online academic calendar (Academic Calendars | Tulane University - Office of the University Registrar ), please include them at the bottom of the spreadsheet. Please return your updated information to me by the close of business on Wednesday, June 25, 2025.
If you do not respond to this message, the dates entered in the template will be used for your term configuration.
If you have any questions or concerns, please don't hesitate to contact me.
Thank you,
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
Law special POTs
The Law School has two different special offering parts of term:
LSO - students are allowed to register themselves, need DW/RW date
LSI - students are not allowed to register themselves, do not need DW/RW date
Review submissions
Once all POT dates have been returned:
Check for common errors
The last day to add to waitlist must be at least 48 hours before the waitlist drop date
The last day to add to waitlist must be at least 48 hours before the last day to add a course
The waitlist drop date should not be later than the last day to add a course (students will not be able to register themselves if a seat opens up)
Different refund amounts cannot be on the same date
Drop with record and drop without record dates cannot be the same date
A WW date cannot be before the last DC date (DC indicates that the student dropped themselves online)
Share dates
Once all POT dates have been reviewed and approved:
Alert Denise Kidd in the Registrar’s Office that the Master spreadsheet is complete, so that she can begin working on building the online academic calendar in Localist.
Alert Denise of any changes to the spreadsheet after it’s been finalized, so she can update the online academic calendar.
Send the completed Master POT spreadsheet to Financial Aid (Tess Passey, Joseph Gonzales, and Sonda Johnson) and Accounts Receivable (Mike Pilman)
Send the completed Master POT spreadsheet to IT Banner team (Brittany West)
Note
Although we collect drop and refund dates for the Law School and Nursing, students registered in those parts of term are not permitted to drop their classes themselves, and must do so by contacting the schools directly.
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