Semesters

What are Semesters?

Semesters are logical groupings of Sessions by time. Semester are also associated with single Seasons. For example, within a single Season, an Organization typically has 4-5 configured Semesters (e.g. fall, winter, spring, summer, and competitive). A fall Semester may begin in September and end in December while a competitive Semester typically lasts for the entire Season. There may be many Semesters within a single Season.

How do Semesters work?

A Semester is a defined time range within a Season. A Semester is used to group Sessions. A Semester must be created within a Season. Once a Semester has been created, Sessions may be created therein.

Semesters define important information about the actual running of Sessions within that timeframe. Most notably a Semester defines the visibility of child Sessions within the Store. If a Semester is flagged as invisible, no Session within the Semester will appear in the Store regardless of the visibility setting of the Session.

In the example below, we have 3 Semesters within a Season. Then, each Semester has a series of Sessions defined shown grouped by Program in the user interface.

• [Season] 2024-25

  • [Semester] 2024-25 Competitive

    • [Program] Competitive Introduction

      • [Session] Competitive Introduction

    • [Program] Rising Stars

      • [Session] Rising Stars

  • [Semester] 2024-25 Winter Recreational

    • [Program] Gym & Trampoline

      • [Session] Gym & Trampoline (Mondays)

      • [Session] Gym & Trampoline (Tuesdays)

      • [Session] Gym & Trampoline (Wednesdays)

    • [Program] Learn to Dive

      • [Session] Learn to Dive (Mondays)

      • [Session] Learn to Dive (Tuesdays)

      • [Session] Learn to Dive {Wednesdays)

If a Semester is configured to be visible to clients, it will appear in the Organization's Store. All Sessions that are also configured as visible will appear within the Semester for Members to purchase.

Archiving

Semesters cannot be deleted. This is to ensure integrity of captured data. As a result, Semesters may only be archived. Once archived, a Semester will no longer appear in the Store, nor will it be automatically visible within the Registration service (unless the toggle to include archived Semesters is enabled).

To archive a Semester, follow the "edit" guide and toggle the "archived" switch.

Permissions

The "semester reader" Role is required to view Semester details. The "semester contributor" Role is required to modify Semester details.

How to guides

How to: Create SemestersHow to: Edit SemestersHow to: Hide Semesters from the Store