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Enrollment Periods

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. 

  1. Code is a number in the range of 0..9 or a letter of the alphabet, A..Z
  2. Name is a brief description of the period such as "Fall", "Winter", "First Qtr", etc.
  3. Type can be Semester or Quarter or Tri-mester
  4. Start Date is the first day any classes meets for this period
  5. 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. 
  6. End Date is the last day any class in the period will meet.
  7. 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 Types. 

  • 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!

Information in this document is subject to change without notice.
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