Default Semesters

About Default Semesters

Campus Cafe is predicated on semesters, which control registration, billing, financial aid, dashboards and more. Campus Cafe allows a specific semester to serve as the default semester for many functions. In some cases, permission groups or specific permissions determine which semester(s) are shown.

Establishing Semesters

To set a default semester, the semester must first exist in Campus Cafe. Refer to semester documentation for creating semesters.

Registration/Course List/Faculty Dashboard Semester

This semester will show as the prepopulated semester when:

• students register for class. (The semester must be active in Registration Control.)
• instructors view the faculty dashboard
• administrators view the Search for Courses screen (Filters > Courses)
• administrators view Course Rosters (Faculty/Staff > Course Rosters) (The semester must be active in Registration Control.)

Set default semester:

1. Navigate to main menu > Admin > Permission Maintenance
2. In the left column click the permission group for which to set the default semester
3. Click Edit Group
4. In the Default Semester box choose the desired default semester
5. Click Save
6. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data

Billing Semester

This semester will serve as the default billing semester if a semester is not specified when posting a transaction.

1. Navigate to main menu > Student Financials > AR Control
2. In the Billing Semester box choose the desired default semester
3. Click Save
4. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data

Student Finder Amount Due Charges Semester

Only billing charges for this semester and prior will show on the Student Finder's amount due column. Choose semester 999999 to display charges for all semesters.

1. Navigate to main menu > Student Financials > FA Control
2. Next to the desired site, click the pencil or choose a site and click Add Control to add a new site
3. In the Highest Billing Semester choose the desired semester
4. Click Save
5. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data

Financial Aid Semester

The semesters here control what aid year Campus Cafe will use when packaging as well as which financial aid will display on a student's bill.

1. Navigate to main menu > Student Financials > F/A Control
2. Next to the desired site, click the pencil or choose a site and click Add Control to add a new site
3. Set the Current Semester, Statement F/A View Semester, Current Packaging Semester, Current Year and Statement F/A View Semester 2 boxes
4. Click Save 
5. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data

Assignment of Financial Aid Activity to Individual

If assigning an activity with a member of F (Financial Aid) the system will automatically associate the activity with the Current Packaging Semester set in F/A Control (Student Financials > F/A Control).

Assignment of Activity to Individual Based on Admissions Entering Semester

If assigning an activity with a member specified in Custom Control TRACKSEM Sequence 1, Parameter 1, the system will automatically associate the activity with the individual's admissions entering semester.

Assignment of Activities in Batch Semester

When assigning activities in batch through a people finder, a semester shows by default as associated with the activity. To change the default semester:

1. Navigate to main menu > Registrar > Reg. Control
2. In the Semester box choose the desired default semester
3. Click Save
4. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data

Calendar View Semester

The Reg. Control semester determines which semester is updated on the class schedule calendar view. The nightly process updates the specified semester as well as any semesters with numerical codes +/- 100 from the semester set in Reg. Control.

1. Navigate to main menu > Registrar > Reg. Control
2. In the Semester box choose the desired default semester
3. Click Save
4. Refresh the cache by navigating to Admin > Refresh Data Cache > reload data