Year 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.

Overview

Academic Year definitions are used widely throughout the Jenzabar One system, in catalog and course management, registration, reporting, transcripts, etc. Use this page to manage Academic Year definitions. An academic year is identified by a four-character numeric code and an associated description. If you are not sure how your organization defines year codes and descriptions, check with the Registrar for confirmation. Most organizations have academic years that span two calendar years, usually beginning in August or September and running through the following July or August.

Tip

Jenzabar recommends coding academic years with their first year. So make the code 2024 represent the 2024-2025 school year. (Some institutions do it the other way, but we don't recommend it.)

The year code is joined with a term code to define a specific academic year/term, such as 2024-2025 Fall. Years and terms are combined on the Year / Term / Subterm page.

Desktop Location

You can also manage these definitions in Desktop, on the Year Definition window. Changes made in Desktop are available in J1 Web, and vice versa.

Database Location

Year definitions are stored in the year_def table.

Where Year Definitions Are Used

Academic Year definitions are used widely throughout the Jenzabar One system, in catalog and course management, registration, reporting, transcripts, etc. The year code can be joined with a term code to define a specific academic year and term (year/term).

Permissions

To manage Year definitions, you must belong to a role with "Can manage year definitions" enabled. Jenzabar provides this permission with the Registration Module Manager and Registrar default roles, but your school may have created a customized versions of this role.

Fields

Field	Note
Code	Up to 4 characters. Required. Not editable for existing definitions. Must be unique.
Description	Up to 30 characters. Required.

How To

View Year Definitions

From the Registration Administration hub, under the Hub options menu, click Manage Definitions, and select Year definitions. You can also use the page search in the upper right corner of J1 Web. Just start typing the name of the definition page you want, and select it in the results.
Enter characters, words, or phrases in the Quick Filters to limit the list of definitions.
Click a heading to sort the list by that column.

Create Year Definitions

Click the Create definitions button.
Enter a unique Code, required, up to 4 characters.
Enter a Description, required, up to 30 characters.
Click either Save and create another or Create and close.

Edit Year Definitions

Click the Edit icon on the row of a definition. The edit pop-up opens.
The Code cannot be edited once it has been created. The Description may be edited. Edit as needed.
Click Update.

Manage Drop-Down Display and Priority of Definition

The Edit Order options let you set the order of definitions in drop-down menus and how they are prioritized when used.

In the Edit Order window, change the order using either the Sort By and Order drop-down menus or the drag and drop option.
1. Sort By and Order:
  1. From the Sort By drop-down, select the column you want to sort by.
  2. From the Order drop-down menu, select Ascending or Descending.
2. Drag and drop:
  1. Hold your cursor over the arrow icon on the left side of the row until the cursor changes to a hand icon .
  2. Click and hold while you drag the definition to the new location.
  3. 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.

Delete Year Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download Year Definitions

Download to Excel

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.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.