Calling for parts of term

Owned by Stephanie Davis
Last updated: Nov 11, 2024
3 min read

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.

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 February 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.

Hello ___.

 Attached is the ______ part of term (POT) template for Fall 2025.  The format for this template has been changed this cycle to better align with the academic calendars published on the Registrar’s Website.  The requirements are still the same, only the look and layout has changed. 

 A part of term is a set of dates that takes place within a semester. Each part of term must have defined start and end dates, 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.

 The first tab in the attached spreadsheet lists your specific POT(s).  We have prefilled the 2025 template based on your 2024 dates.  Please review and edit these dates as necessary.  The second tab lists the CEP-approved academic calendar, included for your reference.  The third tab shows how this template will be translated to the published academic calendars. Some things to note:

  •  The POT CODE and POT DESC (columns B and C) should not be altered – they reflect necessary Banner codes.

  • Column D lists events as they will appear on the academic calendar.  The events listed are consistent across all POTs. 

  • EVENT NOTES will appear on the academic calendar highlighted blue beneath the event title.   Typically, these are special notes or exceptions to the CEP-approved calendar.

  • If your event has only one date, for instance the last day to add a course, please only enter the date in the START DATE column (F).  If the event spans multiple days, for instance final exam periods, please enter dates in both START DATE and END DATE (F and G).

  • If there are any special notes or instructions to be given to the Registrar’s Office, please enter these in column H.

  • Events highlighted green in the spreadsheet are university-wide events and will be included in both the academic calendar and specific POT calendars.

  • Events highlighted blue in the spreadsheet are not published calendar events but are necessary for back-end term configuration.  The number of weeks has been pre-calculated by subtracting the START DATE from the END DATE and dividing by 7.

 Please review the attached prefilled template and highlight any necessary changes.  This information should be returned to me by the close of business on Monday, November 11, 2024.

 If you do not respond, the dates entered on this template will be used for 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

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)

Once all POT dates have been reviewed and approved:

  • Alert Denise Kidd in the Registrar’s Office:

    • 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.

  • Send the completed Master POT spreadsheet to Financial Aid (Georgia Whiddon) and Accounts receivable (Gayle Hicks)

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.

  • Follow the standard pattern for year-long terms.