Academic Sessions

academic sessions help organize your courses into specific time periods, such as a calendar year or term while programs are not tied to a specific academic session, courses must be linked to a single session and cannot span multiple sessions accurate academic session dates are essential for organizing courses in the transcript generator , so be sure to set them correctly to maintain accurate student records the structure of your academic sessions depends on how your institution organizes its courses year long courses → create one academic session for the entire year term based courses → create separate academic sessions for each term (e g , winter, spring, summer, fall) this setup ensures courses and student progress are properly tracked within their respective timeframes every ampeducator account includes a continuous enrollment academic session by default this session is designed for courses without set start and end dates, allowing students to begin at any time if your institution offers self paced or rolling admission courses, this built in option provides flexibility without needing to create new sessions adding a new academic session to create a new academic session, go to institution config / academic sessions and click add academic session in the modal, enter the session name , select the start and end dates, and check make default if you want this session to be automatically selected when adding new courses click add , and the new academic session will appear in the list, where you can edit and customize it as needed customizing an academic session to edit an existing academic session, click the edit academic session icon next to the session in the list this opens the academic session profile page, where you can customize various aspects of the session, including details, fees, program intakes, holidays, and the calendar each section allows you to configure specific settings, which we'll go through next details the details section of the academic session profile defines key settings for session structure, registration, and both academic and attendance performance requirements current session – indicates if this is the current academic session status – choose active for ongoing sessions or completed for sessions that have ended session name – enter the name of the session (e g , fall 2025 ) session start and session end – define the start and end dates of the academic session registration start and registration end – specify when students can begin and stop registering for courses academic threshold – the minimum session average a student must maintain for good academic standing academic marginal – students with a session average between this value and the threshold are considered marginal students whose average falls below the marginal value will be placed in review standing attendance status – controls how a student’s attendance performance is evaluated for this session override defaults – allows you to override the institution’s default attendance settings configured under docid\ fez7dwotdffln5bnyaifc if unchecked , the system automatically applies those institution wide default values if checked , you can customize the attendance thresholds, marginal/review limits, and calculation method specifically for this session marginal attendance % – the minimum attendance rate that will still be considered marginal anything below this and above the review rate is marginal review attendance % – the minimum attendance rate before a student is considered in review status marginal attend courses > – the number of courses in the session that can have marginal attendance before the student’s overall attendance status changes to marginal review attend courses > – the number of courses in the session that can have review level attendance before the student’s overall attendance status changes to review in this example, the session allows up to 2 marginal courses or 1 review course before the session attendance status changes to review attendance average calc – choose how attendance averages are calculated for the session weighted equally by course – each course contributes equally to the overall attendance average weighted by course credits – attendance averages are weighted based on each course’s credit value weighted by course completed hours – attendance averages are weighted according to the total completed hours per course distinction group – an optional field to categorize sessions based on institutional criteria notes – an optional text area for additional session information these settings provide flexible options for managing academic sessions you can either use the institution’s default attendance configuration or override them per session, define percentage thresholds, limit how many courses can be marginal or review, and control how attendance averages are calculated fees if your institution has fees associated with an academic session, you can add them in the fees section to add a new fee, click new fee description – enter a name or brief description of the fee revenue account – select where the fee revenue should be categorized options include tuition, registration, materials, and other fee class – choose a fee class based on the ones your institution has set up (e g , domestic or international) amount – enter the fee amount taxes – if applicable, select a docid\ d19vog1usfxnu8p8ymb2z once added, the fee will appear in the list, where you can edit or delete it as needed program intakes the program intakes section allows you to organize students into defined groups based on their start date when enrolling a student into a program, you’ll select an intake, which helps track different cohorts and ensures consistency in start and expected end dates to add a new intake, click new intake intake code – a short identifier for the intake (e g , "win2025" for winter 2025) intake – the name of the intake (e g , "winter 2025 cohort") intake date – the start date for students in this intake expected end date – the anticipated completion date for students in this group click add intake to save the intake will now appear in the list, where you can edit or remove it if needed holidays the holidays section allows you to add scheduled breaks where there will be no school when setting up courses for the session, you can choose to automatically skip these holidays , ensuring no classes are scheduled on those days to add a holiday, click new holiday and enter the following details holiday – enter the name of the holiday (e g , "winter break" or "labor day") start date – select the first day of the holiday end date (optional) – if the holiday spans multiple days, enter the last day of the break if it's a single day holiday, leave this field blank once added, the holiday is applied to the session, ensuring no classes are scheduled on those days you can edit or delete a holiday at any time using the icons next to it in the list there is no limit to the number of holidays you can add calendar the calendar section provides a unique url that can be used with any application supporting the icalendar (ical) format, such as google calendar, outlook, or apple calendar this calendar includes all course events for the academic session, making it easy to stay updated on important dates each academic session has its own calendar url , which can be copied and added to an external calendar application for real time access to course schedules setting a default academic session setting a default academic session is important, as it is required in several parts of the application, including course setup, program enrollment, and student registration to set a default academic session, go to institution config / academic sessions in the academic sessions list, find the session you want to make the default and click the checkmark icon under the default column once selected, it will show yes to confirm it is now the system default video walkthrough adding an academic session