Academic Terms

An Academic Term is a time-bound subdivision of an academic year — a semester, trimester, quarter, or block. Terms are the operational unit of teaching in Kampus SIS. Module offerings are scheduled within terms, enrolments are active for a term, and progression runs at the end of a term. Every term belongs to exactly one academic year and carries a sequence number that determines its order within that year.

How Academic Terms Work

Terms provide the scheduling context for everything that happens within a study period. Before a term begins, you add module offerings to it — specifying which modules will run for which intake-program combination. When the term is active, students are enrolled into those offerings, assessments are recorded, and timetabling applies. At the end of the term, you finalize and then close the term, triggering progression evaluation for all students.

Terms are linked to intakes (via the intake's term selection) so the system knows which student cohorts are active in any given term. A term can span multiple intakes, and an intake can span multiple terms.

Scenario: An institute runs three semesters per year. The administrator creates Semester 1, 2, and 3 under the 2025/2026 academic year, each with appropriate start and end dates and sequence numbers 1, 2, and 3. When Semester 1 opens, the team adds module offerings for the Diploma in IT intake, and students are enrolled. At the end of Semester 1, the term is finalized and closed, and progression determines which students advance to Semester 2.

Term Statuses

Create an Academic Term

To navigate to Academic Terms, go to Academic → Terms.

1. Click New Term.
2. Select the Academic Year this term belongs to.
3. Enter the Name of the term (e.g., Semester 1 2025, Quarter 3, Block B).
4. Enter the Type — a label describing the kind of term (e.g., Semester, Quarter, Trimester, Block).
5. Enter the Sequence — a number indicating this term's order within the year (1 for the first, 2 for the second, etc.). Sequence is used by the progression engine to find the next term when advancing students.
6. Set the Start Date and End Date for the term.
7. Set the Status — typically Draft or Planned when creating in advance.
8. Optionally add Notes.
9. Click Save.

Edit an Academic Term

1. Go to Academic → Terms.
2. Find the term and select Edit from its action menu.
3. Update the relevant fields.
4. Click Save.

Note: Closed terms cannot be edited. All fields are locked once a term is closed.

Manage Module Offerings

Module Offerings link a module to a specific term, intake, and program combination. They are what students are enrolled into when they register for classes in a given term.

Add Module Offerings to a Term

1. Go to Academic → Terms and click the name of the term to open it.
2. On the term detail page, go to the Module Offerings tab.
3. Click Add Module Offerings.
4. Select an Intake and Program — this scopes the offering to a specific cohort.
5. Choose the Mode:
   • Individual — search for and select modules one at a time.
   • Curriculum — select a published curriculum and choose either Current Term Only (modules mapped to this period) or All Modules (all modules in the curriculum).
6. Review the preview of offerings that will be created.
7. Click Confirm to add the offerings.

Pro Tip: Use the Curriculum mode with Current Term Only to automatically add the modules that are planned for this term's period according to the intake's assigned curriculum. This saves time when setting up a large cohort.

Note: Only Active modules appear in the search. The system checks for existing offerings and will not create duplicate offerings for the same module-intake-program combination in the same term.

Activate a Term

Activating a term marks it as currently in session and enables enrolments and timetabling to operate against it.

1. Go to Academic → Terms.
2. Open the action menu for the term and select Activate.
3. Confirm the action.

Important: Only users with the academic.terms.activate permission can activate a term. The term must not already be Closed.

Finalize a Term

Finalizing a term processes all outstanding term enrolments and prepares student outcomes for progression. You must finalize a term before you can close it.

1. Go to Academic → Terms and click the name of the term.
2. Click Finalize Term.
3. The system shows a summary of how many term enrolments will be processed and whether any module enrolments are still in an Enrolled state that would block finalization.
4. Resolve any blocking module enrolments by recording outcomes for them (via Enrolments or Assessment).
5. Once there are no blocking enrolments, click Confirm Finalization.

Important: Finalization will fail if any student still has module enrolments in an active Enrolled state with no outcome recorded. All modules must have a final outcome (Pass, Fail, Withdrawn, etc.) before the term can be finalized.

Close a Term

Closing a term marks it as ended and locks all records. Progression should be run before or after closing, depending on your institution's workflow.

1. Go to Academic → Terms.
2. Open the action menu for a finalized term and select Close.
3. Confirm the action.

Note: Closed terms are read-only. No further edits, module offerings, or enrolment changes can be made after closing.

Permissions

Next: Academic Intakes