Subterm Definitions
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The registrar uses this page to define subterms your school can use in year/terms. Subterms are helpful especially for nontraditional offerings, nontraditional schedules, and nontraditional students. You can define predictable subterms such as half semesters, or unique subterms as the need arises.
Subterms allow you to group together courses that don't follow the traditional schedule. You can manage the courses in a subterm (for example, run class lists and grade lists) together as you would a typical term.
Subterms don't need to be symmetrical. That is, they don't have to divide the term evenly. They can overlap each other, and they can either start or end outside the term's date range. However, at least one of those dates (start or end) must be in the term's range.
Notice
A typical fall term may run 16 weeks from late August to mid-December. So you could run two sets of eight-week courses in Subterms 01 and 02. Or you could have four sets of four-week courses. Or you could have a subterm that runs from December 4 to December 30.
The Code is up to 2 alphanumeric characters. The Description is up to 40 alphanumeric characters.
Ordering the Subterms
Use the Edit order button to open the Edit Order window.
Caution
Be sure to order your subterms chronologically. That is, put earlier subterms above later subterms. This is important for system calculations such as determining which repeat of a course occurred last. So if subterm 02 happens after subterm 01 (in a given term), make sure subterm 02 is lower than 01 on the Edit Order list.
Where Subterms Are Used
Years, terms, and subterms each have their own definition pages, and those definitions are used on the Year Term Subterm definition page. Years and terms are combined to make year/terms, and subterms are combined with them to make year/term/subterms.
Notice
Year: 2021 (2021-2022)
Term: 10 (Fall)
Subterm: 01 (First 8 Weeks)
You might have definitions like these:
Definition Type | Code | Description |
|---|---|---|
Year (Year Definitions page) | 2021 | 2021-2022 |
Term (Term Definitions page) | 10 | Fall |
Subterm (Subterm Definitions page) | 01 | First 8 Weeks |
Year / Term / Subterm (Year Term Subterm Definitions page, Year / Term / Subterm pop-up) | 2021 10 01 | 2021-2022 Fall First 8 Weeks |
Desktop Location
You can manage these definitions in Desktop, too, on the Subterm Definition window. Definitions created and edited in J1 Web can be used in Desktop and vice versa.
Database Location
Definitions are stored in the database on the Subterm Definition table (subterm_def.subterm_code).
Order
Warning
Don't change the order of Year, Term, or Subterm definitions without consulting your campus support team, including your IT department. Changing the sort order of years, terms, and/or subterms changes the system's understanding of chronology, thus affecting academic plans, repeat courses, credit hours, GPA, full-time status, transcripts, billing, and other critical information.
The Edit Order button lets you change the sort order for subterms. This affects not only the order of appearance in drop-downs, but also the priority order for calculations. That's why we recommend against changing it. Instructions are available below, but make sure you consult your campus support team before changing it.
Fields
The code and/or description may appear in drop-downs where users select a subterm.
Code: Up to 2 characters. Required.
Description: Up to 30 characters. Required.
Permission Required
Permission to manage subterm definitions is available in these roles:
Registrar
Registration Module Manager
The permission required is "Can manage subterm definitions".
From the Registration Administration hub, click Hub options.
Click Manage definitions, and select Subterm definitions. The Subterm Definitions page opens.
To filter the definitions, enter a phrase in the Quick Filters field.
You can change the view order (but not the chronological sequence) by clicking the arrows at the top of the Code and Description columns.
To view and edit the chronological sequence of subterms within a term, click the Edit order button. The Edit Order window opens.
To reorder the rows, you can use the drop-downs and/or drag and drop rows.
Make sure earlier subterms (like First 8 Weeks) are below an later subterms (like Second 8 Weeks).
Click Update.
Click the Create definitions button. The Create Subterm Definitions pop-up appears.
In Code, enter up to 2 characters. Required. The Code and/or Description may appear in drop-downs where you select subterms.
In Description, enter up to 30 characters. Required. The Description and/or Code may appear in drop-downs where users select subterms.
Click Create and close or Save and create another.
Click the Edit icon
on the row of a definition. The Edit Subterm Definition pop-up opens.You can edit the Description. Up to 30 characters. Required. Description and/or Code may appear in drop-downs where users select subterms.
Click Update.
The Edit Order options let you set the order of definitions in drop-down menus and how they are prioritized when used.
Warning
Be very cautious of changing the order of definitions. If the definitions are used in calculations, they might affect critical information including billing, full-time status, academic plans, credit hours, repeats, and transcripts. Contact your campus support team, including your IT department, before proceeding.
In the Edit Order window, change the order using either the Sort By and Order drop-down menus or the drag and drop option.
Sort By and Order:
From the Sort By drop-down, select the column you want to sort by.
From the Order drop-down menu, select Ascending or Descending.
Drag and drop:
Hold your cursor over the arrow icon
on the left side of the row until the cursor changes to a hand icon 
.Click and hold while you drag the definition to the new location.
Release the mouse button.
Click Update.
After you click Update, your changes are saved in the following ways:
The definitions are listed in the saved order whenever they appear in drop-down menus (where a user selects from the list of definitions).
If the definitions are used in calculations or rules where priority matters, the definitions are now in your saved order of priority.
The definitions page is now sorted according to your changes.
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.