The Sessions feature is used to define specific periods when courses are scheduled, including registration dates, start and end dates, and restrictions. Sessions help manage course availability and control the timing of enrollment activities.
Navigation
Main Menu → Selects → N-Z → Sessions
Applies To: Enterprise, Plus, Basic
Session Information
General Session Details
- Session Name: A unique name for the session (e.g., Fall2021, Quarter 1). Required field.
- Year: Optional reference field for tracking session year.
- Display in Course Popup: If Yes, course sections linked to this session will appear in Course Display Popups.
- Sequence: Defines the order in which sessions occur (Optional).
- Type: Identifies session type (e.g., partial year, full-year session) for reference purposes.
Session Dates
Key Dates for Session Management
- Start / End Dates: Defines session duration. Used in automated Client Invoicing.
- Start / End Times: Optional reference field for tracking daily session hours.
- Preregistration Start / End Dates: Defines pre-registration periods. If Enforced Registration is enabled, these dates control the availability of specific system functions.
- Registration Start / End Dates: Determines when students can register for courses. Required for Enforced Registration.
- Drop/Add Start / End Dates: Controls the period when students can drop/add courses.
- Orientation Date: Tracks session orientation dates (Reference only).
- Roster/Grades Due Date: Determines when attendance and grades are due. Restricts access to Admin menu functions if modifications are locked.
Withdraw Information
- Withdraw Dates: Defines refund periods for dropped registrations (Reference only).
- Refund Percentage: Specifies refund amounts for withdrawals during a session.
Web & Other Settings
Client Web Registration Settings
- Display Online: If enabled, all course sections tagged as Display Online appear in the Web Registration module.
- Display Cart: If enabled, students can add courses to their shopping cart.
- Minimum Evaluations: Currently unused. Future development plans to enforce minimum evaluations before allowing new registrations.
- Brochures Mailed / Distributed: Tracks the total number of catalogs mailed or distributed. Used in Snapshot reports for response rate analysis.
- Invoice Message: Displays a custom message at the footer of invoices (only when a session has a single invoice).
Restricting Registrations
To restrict user access to registration based on session dates:
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Set Session Registration Dates
- Go to Selects → Sessions.
- Edit the desired session and navigate to the Session Dates tab.
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Add start and end dates for one or more of the following:
- Early Registration
- Preregistration
- Regular Registration
- Enable the Enforce Registration option for the selected periods.
- Save the session.
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Restrict User Permissions
- Go to System Users.
- Edit the desired user account.
- Enable the Restrict Registrations field.
- Save the user record.
Conclusion
Sessions play a vital role in managing course availability, registration timelines, and invoicing functions. Setting appropriate session restrictions ensures efficient enrollment control. For further assistance, refer to related articles or contact support.