How to Add Academic Years to Your Inquiry Form

To make sure you have the correct academic years added to your inquiry form you will need to complete two important steps. The first is to make sure that you have academic years set up for what years you want on your inquiry form. The second is to create lead enrollment configurations to match with those academic years.

These two steps are a breeze because you get to take advantage of a few copy functions the system has so let's get started.

Click here to jump to Setting up the Lead Enrollment Configuration Using the Copy Function.

Setting up an Academic Year Using the Deep Copy Function

The first step is to make sure you have the correct academic years set up in the system. If you find that you already have the correct academic years setup, click here to jump to Setting up the Lead Enrollment Configuration Using the Copy Function.

1. Go to Students > Other > Academic Years.
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2. Select the Academic Year that you would like to copy (normally this will be the most recent academic year) and click the Deep Copy button. This will create an exact copy of the previous Academic Year and from there you can begin customizing it to fit the new year.
   
   
   
3.  This will take you to the Deep Copy screen where you will be able to update the following information:
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   • A.) The old Title for the Academic Year you are copying will appear in the new title field with "XX" in place of the school year. Change this to the new title you want for your new Academic Year.
   • B.) Enter the New Code for the new Academic Year.
   • C.) (Optional) Enter New Description. This is an internal description for your use.
   • D.) and E.) Enter New Begin Date and New End Dates for the Academic Year. The system will set this date for you based on the previous start date and you may update these accordingly.
   • F.) and G.) Enter New Work Begin Date and New Work End dates. Selecting dates for these fields will add any additional days, starting before or after the begin and end date you set up for the Academic Year, to the school days for that Academic Year. This is helpful so you are able to track not only school days, but also all of the days within the school year that you have scheduled for employees and faculty. The system will set this date for you based on the previous start date and you may update these accordingly.
     Next, you will edit the term(s) copied from the old Academic Year.
   • H.) Copy Assessment Periods For Terms checkbox. This will be selected by default and is recommended so that you can copy over your previous assessment periods and then edit the assessment period due dates later.
     
   • I.) Enter New Title(s) for the new term(s).
   • J.) Enter New Code(s) for the new term(s).
   • K.) and L.) Edit the New Begin Date and New End Dates for the new term(s).
     PRO TIP! Follow three previous steps for each term you are copying.
4. Click Save and Back and you are done copying your academic year!

Setting up the Lead Enrollment Configuration Using the Copy Function

1. Go to Admissions/Leads > Enrollment & Inquires Setup > Lead Enrollment Configuration.
   
2. From the Lead Enrollment Configurations table, select the most recent year, and click the Copy button. 
   
3. This will take you to the copy screen where you will adjust the title and dates for the new lead enrollment configuration. Click Copy when you are done filling in the necessary information and that's it, you are all done setting up a new year for your inquiry form!
   PRO TIP! If the academic year you are trying to set up is not available for selection in the Academic Year field, you need to complete the first set of steps for how to Set up Academic Year Using the Deep Copy Function.