To add a new term to the list, click the "New Term" tab above the list of terms. You will be taken to a new window with the following options:
- Program Term: Enter the desired term name into this field. Term names must be unique and cannot be duplicated.
- Default Exchange Rate: If this term will apply to exchange programs, enter the default exchange rate in this field. The default exchange rate refers to the number of exchange units that an exchange application in an application cycle for that term will count. The System Settings Admin can define the unit of exchange, which can be semesters, applicants, or any other unit your office uses for exchange balances. Each term is then given the default weight accordingly. Note that these exchange weights can be adjusted on individual applications.
- Dual Year: To indicate that a term spans over a period of two calendar years, check this box. The setting implies that a term that begins in a particular year ends in the next year. The application cycle for this term includes both calendar years.
Click "Save" to preserve your changes. The page refreshes with your new term name added to the list.
To edit the name of a term, perform the following steps.
- Click the edit pencil located to the right of the term name.
- Make the desired changes and click "Save".
Important Note: There are a few caveats associated with editing a term name:
- The changed term name does not cascade to all data fields where that term name had been previously used.
- The programs assigned to the old term name will not have the new term name checked off. It will be necessary to return to the Program Wizard for these programs and reassign the term under the new name.
- Existing app cycles will still have the old term name assigned to them. You can disable these app cycles and create new app cycles with the proper term name. However, applications assigned to these old app cycles will also need to be migrated to the new term name.
- For clients using process map-based app cycles: term-specific process elements will not be assigned to the new term name. You will need to go to the process elements and reassign the new term name as well as make sure that the process maps for the new application cycles are also including them as expected.
- For clients using rules-based app cycles: for deployment rules where "term" has been assigned as a condition, these rules will need to be updated to reflect the desired new term.
Deleting a Term:
It is possible to delete a term name from the list of global program terms with the following steps.
- Click the red "X" located to the right of the term name. A dialog box appears asking you to confirm the action.
- Click "OK" to proceed or "Cancel" to ignore the action.
- Deleting a term will remove the term name from the list of available terms for which applications are accepted that appear in the "Terms" drop-down menu in step one of "Configurations" in Program Wizard.
- For clients using process map-based app cycles: process elements that were created to be term-specific to this term will need to be assigned to the new term from the "Process" menu.
- For clients using rules-based app cycles: for deployment rules where the old term has been assigned as a condition of "term", these rules will need to be updated.
- The term name will no longer appear as an option when searching the program catalog.
- Application cycles that had been created with this term name will still exist and will remain functional for existing applicants and as options in the application searches.
- Program date records that were created with this term and will remain active and function the same way. This is to prevent the accidental orphaning of data in your database. You may decide to make the program date records using the old term name inactive and create new program date records for the new term name. While the program date records cannot be deleted, making them inactive removes them as options for future applicants.
An application cycle or program date record can be changed from a single year term to a dual-year term or from dual-year to single year after it has been created.