Associate Terms With Program Versions

You can use the Term Association tab at the bottom of the Program Versions page to select and associate terms with program versions so that Anthology Student can build academic years. You can select different campuses and specify start dates for each program version. You can also copy the term associations to other program versions.

If you selected Non-standard terms in the Academic Calendar list, Anthology Student also lists the number of academic year sequences and terms so that you can verify that you have enough sequences and terms associated for all sequences. If needed, you can also add sequences and change the number of terms in a sequence.

You must use the tab to associate terms if you want Anthology Student to determine loan period and academic year dates that are required to be accurately reported to COD. NSLDS under guidance provided in Dear Colleague Letter (DCL) GEN-13-13. If you chose not to use the Term Association feature, your institution will be responsible for manually managing and adjusting loan period and academic year dates to ensure regulatory compliance required under GEN-13-13 (such as Gainful Employment reporting and Student Status Confirmation Report (SSCR) processing).

If you configured term associations for different combinations of campuses and start dates, Anthology Student displays the first campus and start date you configured by default. You can then change the campuses and start date combinations to view your existing term associations.

If you also used the Academic Years tab to create academic years, the academic years and term associations you specify here take precedence.

Note: Term association requires each configured academic year to be a full academic year and all academic years must include the number of terms identified in the program version configuration. If the selection of terms causes two or more terms in the same academic year to have the same type (fall, winter, spring, or summer), Anthology Student will place these terms in separate academic years.

Prerequisites

You must have Financial Aid - Configuration - Manage authorization.

You must have selected one of these calendars In the Academic Calendar list. 

  • Non-standard terms

  • Standard terms of quarters

  • Standard terms of semesters

  • Standard terms of trimesters

You must have selected a value in the Academic Year Type list. (If you select a value, you must specify the term associations.)

You should be familiar with the Background for Academic Years and Term Association.

Access Method

Select the Configuration tile > locate Financial Aid in the tree > select Program Versions.

Procedure to Add or Edit Term Associations

You can only associate active terms common to the campuses you selected. Anthology Student filters the list to terms that match the program version configuration. For example, if you selected: 

  • Standard terms of quarters and Header for Uses Summer, Anthology Student filters the list so that it only contains terms that were configured by Academic Records to be standard terms of quarters and standard terms of quarters with a summer header

  • Non-standard terms in the Academic Calendar list, Anthology Student filters the list so that it only displays terms configured by Academic Records to be non-standard terms

The terms you select should not overlap. If the dates for the terms you selected overlap, Anthology Student will include the next available term.

If you selected Scheduled Academic Year and Header or Trailer for Uses Summer, you must also select the summer terms.

For a mid-year start, you must also select the previous term. The list only contains previous terms if you selected Scheduled Academic Year for Academic Year Type. Otherwise, it contains terms with start dates that are equal to or after the start date you selected in the Start Date list.

  1. If not already selected, select the program version in the grid.

  2. Select the Term Association tab.

  3. Specify or change the following values.

    CampusesClosed The campus or campuses to which the term association is assigned. When selecting additional campuses for a preconfigured term association, you must select the “Configure AY Track” button. This is needed to initiate a validation to make sure the selected terms are associated with the selected campuses.

    Start DateClosed The start date specified for program versions. Start dates are configured by your institution. The list is filtered so that it only displays the start dates common to the selected campuses.

    Terms Closed Select the terms you want Anthology Student to select from when it makes the term associations.

  4. If you selected Non-standard terms in the Academic Calendar list, expand Academic Year Term Validation to display the number of sequences Anthology Student calculated. If needed, you can also: 

    • Change the values for Terms in Academic YearClosed The number of terms in the academic year. It must be less than or equal to the value you specified for No. of Terms in Academic Year.

    • Use the Add button to add sequences and specify the value for Terms in Academic Year

    • Select sequences and use the Remove button to remove sequences (You must remove sequences beginning with the last record and you cannot remove a record that completes the number of sequences that Anthology Student calculated as required.) 

  5. Click the Preview button.

  6. If you selected Non-standard terms in the Academic Calendar list, verify that all the academic year sequences are listed.

  7. To copy term associations to other program versions, select Copy to Program VersionsClosed Select the program versions. Anthology Student filters the list to display only the program versions that have the same value for Academic calendar, for Academic Year Type, for Uses Summer, and where the term sequences match..

    Anthology Student copies the term associations to the other program versions. If any of the program versions already have term associations, Anthology Student displays a message so that you can confirm that you want to change them.

    Note: The program versions to copy need to be configured to match the configuration for the original program version. Especially, the Academic Calendar and Academic Year Type need to match between program versions. Other configurations for these program versions may also be needed for the functionality to fully work as expected.

  8. If you want to save and: 

    • Continue making changes, click the Save button

    • Close, click the Save & Close button

    Anthology Student saves the term associations. You can then select other campuses and start dates to complete your configuration.