Term Association

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 with 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 choose 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 > expand Financial Aid > select Program Versions.

Procedure to Configure 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.

   Start Date 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.  See Note. Note: If some or all start dates are not appear in the configuration form, the start dates may not have been configured in the correct location. For a configured Start Date to appear in the Term Association configuration, the Start Date must be defined under Configuration > Academic Records > Start Date. When a Start Date for a program is defined under Configuration > Academic Records > Programs > Versions > Start Date, that Start Date will be associated with the Program Version, but it will not be available for selection in the Term Association configuration.

   Campuses 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.

4. Select the Apply Filters button.

   Anthology Student retrieves the term association records for the Start Date and Campuses.

5. In the Terms field, select the applicable terms to configure term association for the start date specified above.

6. Select the Configure AY Track button to preview the term association track configuration.

7. 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 Year 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.) 

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

9. In the Program versions using this Start Date & Track field, select applicable program versions.

   To copy term associations to other program versions, use the Term Association Copy & Build Student AYs process.

   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.

10. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button

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