STUREC(c) recognizes three distinct enrollment period Types. When
you set-up your Academic Year and Enrollment Periods (Menu:7.1.) you will
want to make sure that your enrollment periods are set-up correctly,
especially the Type.
An Enrollment Period consists of seven attributes.
- Code is a number in the range of 0..9 or a letter of the
- Name is a brief description of the period such as
"Fall", "Winter", "First Qtr", etc.
- Type can be Semester or Quarter or Tri-mester
- Start Date is the first day any classes meets for this period
- Count Date is the date students will be counted for this
period. The four "Official" count dates are; 4th Wednesday of July;
1st Wednesday of October; 2nd Wednesday of February; and 4th Wednesday of April.
- End Date is the last day any class in the period will meet.
- Transcript posting column. There are four columns in the
student transcript and you may indicate which column to post grades for
this period. If you do not indicate a posting column, STUREC(c) will
post all periods other than 1,2 or 3 into column 4.
The correct Type, correct beginning date, correct Count Date
and ending date are extremely important. There are three enrollment period
- The Semester is the most common enrollment period Type.
A Semester runs for 11 to 25 weeks. If you are counting PUPils in a
Semester Type enrollment period, it is assumed that the Semester Repeats
two times in the year (Fall & Winter). Thus as PUPil who enrolls for
550 hours for the Fall semester would be considered to be enrolled for
1,100 hours for the whole year. For PARticipants enrolled in a Semester Type
enrollment period, the Repeats is not meaningful, which means there are
no Repeats when calculating PARticipants and only Semester Type
is appropriate for participants.. You may run up to four
Semester Type enrollment periods in one year, each must encompass
one of the four official Count Dates as defined by the Legislature each
year. July and April Count Dates are not appropriate for PUPils.
- A Quarter enrollment period Type is really simply one half of a
semester. It Repeats four times in a school year, or two times in a
semester. The first Quarter of a two quarter/half semester pair, must
encompass either the October or February Count Dates. Example: a PUPil
who enrolls for 225 hours per Quarter would be considered to be enrolled
for 550 hours per semester or 1,100 hours for the whole year. When
signing up a PUPil for the first of the quarter pair, you should also
sign him/her up for the same number of hours for the second half of the
pair. Quarters are not appropriate for PARticipants. The concept
of Repeats does not apply to PARticipants.
- A Trimester is a new aberrant that is roughly one-third of a
school year in length. By definition it has a three repeat factor
and at least two of your three Trimesters must encompass a regular
Count Date. You must be able to provide pupils at least 366 hours of
instruction per individual trimester. One of the trimesters will
not have a Count Date.
The Ending dates and Beginning dates of enrollment periods of the same Type
should not overlap. If you have four quarters or two
semesters or three trimesters set-up throughout the year, make sure that the dates do not
overlap. A semester counted in October should not overlap with
a semester counted in February. If they do, you run the risk of having FTE
value for students enrolled in both periods disallowed upon audit. It is Ok
to allow a July semester to overlap an October semester, or February to
overlap an April semester -- as long as you do not enroll the same students
in both periods. Since Quarter Type and Trimester Type periods are only appropriate for
PUPils, their dates should never overlap.
Some programs find it useful to arrange their schedules into four
Quarters (1,2,3,4) for PUPils and two Semesters (F,W) for PARticipants. If
you run enrollment periods to utilize the July and April count dates you
may wish to code them J and A. Makes sense, eh?
Make sure that you create the enrollment periods before you begin
creating classes and enrolling students. Changing your mind later can have
unexpected results in your database!