Core Data Academic Terms

Overview Importing This File
Video Explaining This File Products That Use This File
Populating This File Next: Courses

Overview

This file establishes your institutions academic calendar in the Campus Labs tools. When building it, consider how your academic year runs (Fall to Summer? Summer to Spring?) and which terms need to be accessible to your users.

The decisions made in building this file impact the user experience across the platform, most commonly by populating drop-down menus for selecting a given term’s data. If too many terms are imported before they are needed, these menus can become unnecessarily long.

Video Explaining the Academic Terms File

          

Best Practices for Populating Academic Terms

TermIdentifier Source

The term identifiers defined in this file are used to assign sections to the terms in which they occur. These identifiers MUST be present in the SIS in a way that can be mapped to sections. When building the Academic Terms file, assess which identifiers are used on the tables that define sections.

Levels and Parentage

Because this file establishes a hierarchical structure, each term must have a parent identifier linking it to the annual term or semester to which it belongs. Each level of the hierarchy also has a type, defined by an enumerated value as listed in the data dictionary. Only Annual type terms should have a blank ParentIdentifier. Child terms should have begin and end dates that fall within the dates of the parent term. In the script, each unit will need to map to its parent in the SIS or be defined by case statements.

Term Logic

Creating all terms for the year at once can lead to a cluttered user experience, so best practice is to create terms as needed. Terms must be created before sections can be loaded, so the scripts should be written to pull a given term before the rest of that term’s data.

Suggested SIS Tables

Important Information About Importing This File

Import Order

Academic Terms must be imported before course section data is imported.

Record Updates

Once an Academic Term is created it cannot be deleted.  It is important to have your file as accurate as possible before it is imported. The Name, BeginDate, EndDate, ParentIdentifier and Type of an Academic Term can be updated by importing an updated file with the new information.

File Size

Academic Term files can be up to 10MB in size when importing via sFTP or manually.

 

Products That Use Academic Terms

Product Required Optional Not Applicable
Baseline - Rubrics     2000px-Checkmark_black.png
Beacon   2000px-Checkmark_green.svg.png   
Course Evaluations 2000px-Checkmark_green.svg.png    
Engage     2000px-Checkmark_black.png
Insight   2000px-Checkmark_green.svg.png   
Outcomes 2000px-Checkmark_green.svg.png    
Planning     2000px-Checkmark_black.png

 

Requirements for populating this file can be found in the Core Data Dictionary.

Next: Courses

 

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