School Years

To add a new school year:

  • From the persona menu, select System
  • Click Years & Terms under School
  • Click Add in the upper right-hand corner
  • Enter the following information:
    • School year label: this is the display label for the school year, the format needs to be 20## - 20## e.g. 2015 - 2016
    • Begin school year: the starting date of the new school year, this should be 1 day after the end of the previous school year
    • End school year: the date of the end of the school year
    • Current year: select the Yes radio button if you would like this school year to be displayed as the default school year
    • Publish: select the Yes radio button if you would like to publish the school year to users
       

If onMessage or onBoard is installed

Inquiry settings:

  • Allow as Inquiry/Admission Reporting Year: Check this button to yes to allow the school year to be selectable when creating inquiry forms. School Years = Entering Years on Inquiry Form


If onBoard is installed

Admissions/Inquiry Settings:

  • Allow as Inquiry/Admission Reporting Year: Check this button to yes to allow the school year to be selectable when creating inquiry forms (School Years = Entering Years on Inquiry Form) and to allow the school year to be selectable for admission reports and lists.
  • Current Admissions Year: Use as a current admissions year.


To edit an existing school year:

  • From the persona menu, select System
  • Click Years & Terms under School
  • Select the school year from the dropdown list, if applicable
  • Click Edit
  • Update the necessary fields
  • Click Save & Exit


Terms

You'll need to create terms before creating Courses, Activities, Advisories, and Dorms. Term dates for Academics, Activity, Advisory and Dorm cannot overlap, however Athletic terms can.

To add a term:

  • From the persona menu, select System
  • Click Years & Terms under School
  • Select the school year from the dropdown list, if applicable
  • Select the group type from the dropdown menu, if applicable
  • Click Add for the appropriate school level and application type
  • Enter the following information:
    • Term name: the term name, e.g. 1st, Fall
    • Description: the term description, e.g. Trimester, Semester
    • Sort order: the order in which the terms will display in dropdown menus throughout the site
    • Begin date: the first day of the term
    • End date: the last day of the term
    • Days to default beyond end date: This extends the season beyond the official end date so that the pages are still accessible after the term ends. Enter the number of days you want to extend access to the page.
    • Previous year equivalent: Used in the rollover to map current offerings to the upcoming school year. Make sure that you chose the correct equivalent term. 
  • Click Save & Close or Save & Add Another
  • Repeat for all terms

WhippleHill does not suggest creating summer terms.


Seasons

For Athletics, seasons must be created.
Athletic seasons, unlike terms, can overlap, but make sure the start and end dates aren't the same.

To create a season:

  • From the persona menu, select System
  • Click Years & Terms under School
  • Select the school year from the dropdown list, if applicable
  • Select the group type from the dropdown menu, if applicable
  • Click Add for the appropriate school level and application type
  • Enter the following information:
    • Description: the season description, e.g. Season
    • Season name: the term name, e.g. Fall, Winter, Spring
    • Sort order: the order in which the seasons will display in dropdown menus throughout the site
    • Begin date: the first day of the season
    • End date: the last day of the season
    • Base season: select the appropriate base season, for example the Fall Season should have Fall as a base season
    • Days to default beyond end date: This extends the season beyond the official end date so that the pages are stil accessible after the term ends. Enter the number of days you want to extend access to the page.
    • Previous year equivalent: used in the rollover to map current athletic offerings to the upcoming school year. Make sure that you chose the correct equivalent season. 
  • Click Save & Exit
  • Repeat for all seasons