In general, the census date is the deadline for a student to drop a course without it appearing on the transcript. If a student leaves a course after the census date, the course is usually considered withdrawn rather than dropped. In that case, the course appears on the transcript with a 'W' grade.
In the database, dropped courses do not appear in the Student Course History table, but withdrawn courses do.
The census date includes both a date and time so that it can match the Last Web Drop Date for Web registration.
On the Year Term Subterm window, you assign a census date that applies to all course sections in the selected term or subterm. But on the Courses (or Courses Non-Traditional) window, you can assign a different census date to a particular course section.
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The census date affects several other features such as attendance reporting and student withdrawals. Therefore, it might be risky to clear a census date. |
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If the Census Date (for a section or term or subterm) is blank, then the Last Student Withdrawal Date is automatically blank, too, and students are blocked from withdrawing themselves from the affected course sections. |
The process of assigning the census date involves these areas:
· Creating Entries on the Grade Table
Before you create courses, be sure to set the census dates in the Year Term Subterm window on these tabs:
This ensures that the census date will default to the newly created courses.
Unless you have one fixed Census Date for all courses within a given year and term, we recommend that you define the census date using a census percentage on the Year and Term table. Using a percentage allows J1 to calculate a Census Date when the Start Date or End Date of a course differs from the Start Date or End Date of the year/term or the year/term/subterm.
· The census date may be editable depending on whether the Allow Census Date Changes on Section checkbox is selected from the Miscellaneous group box on the Registration Configuration window.
· When a Course is created, the default Section Master census date is pulled from the census dates on the Year/Term tab and Year/Term/Subterm tab of the Year/Term/Subterm window.
· When a student or advisor uses the Course Schedules portlet in campus portal (JICS), the census date on each course impacts the ability to add or drop a registration. A student or an advisor cannot add or drop a registration if today???s date is after the course???s census date.
· In Registration when a student or advisor attempts to register a student for a course after the course's census date, a warning message is displayed but the registration can be completed.
· In Registration when a student or advisor attempts to drop a registration after the course???s census date, the Drop Course Settings window displays with today???s date defaulting as the Drop Date (you can change this date). When you click OK, J1 compares the date in the Drop Date column with the course census date:
o If the Census Date has not been crossed, then the registration can be dropped.
o If the Census Date has been crossed, then the student must be given a 'W' grade in the Withdrawal Details Entry window.
Sometimes it can be helpful to assign to a course a census date outside the range of a term???s start and end dates. For example, the course may have a late start date, or you may want to make the census before the class actually begins.
You can assign census dates outside the term's start and end dates. You can also assign census dates to multiple rows at once. When you save, a pop-up ensures this was your intention. Assign census dates on these windows:
· Courses window | Course tab | Master 1 subtab
· Courses (Non-Traditional) | Course tab | Master 1 subtab
