Academic Terms and Scheduling Courses

If you prefer a video, you can watch the one below.

Academic Year and Terms

SeminaryERP allows institutions to structure their academic calendar using academic years and terms.

• Academic Year: Defines a full academic cycle for statistical and organizational purposes.
• Academic Term: A functional subdivision within the academic year. Institutions can create multiple terms, each with:
  • Start and end dates (must fall within the academic year and not overlap).
  • Open or closed enrollment status (automatically opens when created and closes after the end date).

Once a term is closed, it will no longer appear as an option for program or course enrollments.

Course Scheduling

Course Offerings

Courses in the catalog are linked to multiple academic programs. However, students register for a specific course offering in a specific term, taught by an assigned instructor.

To create a course offering:

1. Select a course from the catalog.
2. The system automatically pulls course details, such as code and format:
   • Face-to-face: Requires a start and end date.
   • Virtual or Hybrid: Also requires scheduling details for sessions.
3. Assign an instructor (existing or newly created).
4. Specify the academic term (validated against the term dates).
5. Assign a classroom (pre-existing or newly created).
6. Define the schedule (days of the week when classes will occur).
7. Set up grading criteria (optional, discussed in detail separately).

Meeting Dates

Once the course schedule is set:

• The system can automatically generate meeting dates based on the start and end dates.
• These can be modified later if necessary.

LMS Integration

Each course offering is linked to the Learning Management System (LMS).

• A course remains invisible to students until published.
• Instructors can add an image and a short course introduction for display.
• Publishing enables student visibility in the student portal.

Student Enrollment and Calendar View

• Once students enroll, their names appear in the enrollment list.
• The LMS displays the number of enrolled students and available lessons.
• Course schedules can be viewed in list or calendar format.
• Integration with Google Calendar allows students to subscribe to course schedules.

This system simplifies course scheduling while ensuring seamless integration with student enrollment and LMS functionalities.
```