Super Terms combine multiple terms together for the purpose of billing, financial aid, calculating enrollment statuses, or displaying enrollments on a transcript. They can combine standard and non-standard terms. In some places in Populi, the terms combined within a Super Term are called Sub Terms. For example, the "Summer 2022-2023" Super Term might contain a group of Sub Terms, both standard and non-standard:
- 2022-2023: Summer
- 2022-2023: Summer, Online
- 2022-2023: June Session
After you create a Super Term, you use program mappings to define how the Super Term will be used—for transcript purposes or billing (and financial aid). For example, with our Summer 2022-2023 Super Term:
- You map the Sub Terms for transcript but not billing: Student transcripts show enrollments for those three Sub Terms under the 2022-2023 Summer Super Term. But with billing excluded, each Sub Term has its own start/end dates on which things like refund policies, course charges, etc. are based.
- You map them for billing but not transcript: A student's transcript shows his courses under their respective Sub Terms. However, his tuition schedule captures all enrollments across the three Sub Terms and charges him accordingly—in this case, he might be charged as a full-time student instead of the part-time rate.
Setting up Super Terms
Super Terms are not for every school, but if you determine that they would be helpful, start by contacting Populi Support. We'll enable them for your Populi site, after which point you can start setting them up:
- Go to Academics > Settings > Academic Years.
- Select the year in which you'd like to set up Super Terms.
- Click add next to the Super Terms heading.
- Enter a name for the Super Term. The display name will automatically fill in as you type; feel free to edit it if you need to. The display name is what you'll see in various places around Populi (term drop-downs, for example).
- Check next to the terms you wish to map to this Super Term. You need to pick at least one!
- Click Save to finish.
After creating the Super Term, you'll need to define how it will be used—for transcripts and/or billing/aid—in a program's academic term mappings. You can also map a single term to another term. For example, say your school offers a Fall term and a separate Fall Workshop term that has different billing. If you want it to appear as one term on the transcript, you would not need to add the Fall term as a Super Term, but would rather use the Map one term to another option, mapping Fall Workshop to the standard Fall term. Enrollments will be grouped in the Fall term on their transcript, but billing can be separate per each standard term.
- Go to Academics > Programs and select a program.
- In the right column, click add next to Academic Term Mappings.
- Select whether to use a Super Term's mappings or simply map one term to another.
- Check to use the mapping for transcript purposes or for billing/financial aid (or both!).
- Click Save to finish.
Now that you've done this, for students in that program...
- Their transcripts will show courses taken in a Sub Term as taken during the Super Term (both in Populi and on exported transcripts).
- Charges incurred during a Sub Term will be handled via the Super Term.
- Financial aid awards that cover Sub Term charges can be disbursed in the Super Term.
Some notes about reporting:
- Super Terms appear with a [*] next to them in reporting tools like the Data Slicer, term drop-down selectors, et. al.
- Students with Super Term enrollments will have a [*] next to their names in certain reports like Academic Term > Students.
- To report on enrollments in Sub Terms mapped to Super Terms, you would use the Data Slicer filter Enrollments Reported in Term.