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  1. Xenegrade
  2. Understanding the Data
  3. Select Lists

Sessions

Used to identify periods of time when Courses are scheduled to run with dates and settings related to various registration periods.

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Main Menu > Selects > N-Z > Sessions

Applies To:    Enterprise    Plus    Basic

Session Info

  • Session Name:  This is the name of the session.  Can be alpha/numeric such as Fall2021. Spaces are allowed.  The field cannot be duplicated in more than one record and is a required field.  XenDirect allows the use of multiple session formats at the same time for various programs and courses.  For example, Summer, Fall, Winter, Spring, Quarter 1, Semester 1, Trimester 1, Full Year, etc.

  • Year: The year the session covers.  Optional and for reference only.  Does not affect any other field or function.

  • Display in Course Popup: If Yes, determines if course sections tagged to this session will display in the Display Course Popup used throughout the system. If No, course sections do not display in the popup. More than one session can be tagged yes.

  • Sequence: Order in which sessions are held.  Optional and for reference only.  Does not affect any other field or function.

  • Type: Determines if the session is a regular partial year session or the start/end of the full year.  Optional and for reference only.  Does not affect any other field or function.

Session Dates

  • Start / End Dates: The start and end dates of the session. Optional. Used also to determine certain functions when using the automated Client Invoicing functions.

  • Start /End Times: The start and end times of the session. Optional and for reference only. Does not affect any other field or function.

  • Preregistration Start / End Dates: The start and end dates of the session's Pre-registration period. Optional. If Enforced Registration is used, determines the display of certain functions in Client and Client Assignment based on these dates. SPECIAL NOTE: Xenegrade monitors these registration dates for upcoming registration periods to be prepared for high WebReg traffic and peak user loads.

  • Registration Start / End Dates:  The start and end dates of the session's Registration period. Optional.  If Enforced Registration is used, these dates determine the display of certain functions in Client and Client Assignment based on these dates. Registration will be restricted to the range of dates. If Enforced Registration is used, enter both a start and end date.

  • Drop/Add Start / End Dates:  The start and end dates of the session's Drop/Add period. Optional.  If Enforced Registration is used, determines the display of certain functions in Client and Client Assignment based on these dates.

  • Orientation Date:  The orientation date for the session.  Optional and for reference only.  Does not affect any other field or function.

  • Roster/Grades Due Date:  The date when attendance and grades are due for the session. Optional.  Used also to determine access to Admin Men functions for Add Grades and Exit Assignments if registration modifications are restricted.

Withdraw Info

  • Dates: The dates determining refund amounts for the session for dropped registrations.  Optional and for reference only.  Does not affect any other field or function.

  • Percent: The percentage of refund amounts for the session for dropped registrations.  Optional and for reference only.  Does not affect any other field or function.

Web/Other

  • Display Online:  This field is used in conjunction with the Client Web Registration module.  If the Display Online field is checked Yes, all course sections checked as Display Online will appear in the course lists of the Web Registration module.

  • Display Cart:  This field is used in conjunction with the Client Web Registration module.  If the Display Cart field is checked Yes, all course sections are checked as Display Online and Display Cart will display the cart button in the course detail page of the Web Registration module.

  • Minimum Evaluations:  This field is currently not used. Development plans include using this field in conjunction with the online Course Evaluation submission and the MyAccount section of the WebReg module. The setting is intended to set a minimum number of evaluations required to be completed for a Session. If not met, new registrations are prevented.

  • Brochures Mailed:  The total number of course catalogs/brochures mailed for this session. Other than reference purposes, the field value is used in some Snapshots to determine the Brochure Registration Ratio and Response Rate.

  • Brochures Distributed:  The total number of course catalogs/brochures distributed for this session.  Other than reference purposes, the field value is used in some Snapshots to determine the Brochure Registration Ratio and Response Rate.

  • Invoice Message: This is currently a user-defined field that displays this message at the footer of an invoice.  The invoice should contain line items for only one Session to prevent a multiple message result.  If the [Invoice Message] from the Sessions does not exist, the default Branch [Invoice Message Regular] will display.

Restrict Registrations

To restrict when a user is allowed to add registrations, follow these steps.  Registration restrictions are based on the registration dates set in Session records.

  • Go to the Selects > Session.
  • Edit the Session desired, and go to the Session Dates tab.
  • Add start and end date for anyone (or more) of the three registration periods: Early Registration, Preregistration, and Registration.
  • Enable the [Enforce] option for the same registration period where the dates were added.
  • Save the Session.
  • Go to System Users.
  • Edit each user desired to restrict registrations.
  • Enable the [Restrict Registrations] field.
  • Save the user record.


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