Only site administrators have the ability to edit and remove terms.
If you are looking to activate a new Academic Year, please refer to our support article Initializing a New Time Period.
Time Periods in Outcomes rely on Academic Terms Files added to Core Data Management.
Updating Changes to Time Periods & Terms
If you have used Data Management to add new Terms to an existing Academic Year, or if you have changed the Name of a Term or Year, you can apply these changes to Outcomes.
After the updated file has been uploaded in Data Management, navigate in Outcomes to Settings > Time Period Management. In the list of terms, click on the Manage link for the Term that requires updates.
From the flyout pane, you’ll see within the Updates section if the Time Period is Up to Date or if Updates are available. If Updates are available, you can simply click the Apply Updates button to pull in your changes from Data Management. This will update any changes made to the Time Period itself, as well as to its Terms.
Please note that performing this action will also pull in Terms that may have been previously deleted in Outcomes. If you don't want those Terms to appear, you'll have to remove them again.
Archiving a Time Period
Archiving a Time Period allows you hide that period from the navigational pane, while retaining its data. Navigate to Settings > Time Period Management and click on the Manage link for the appropriate Time Period and select Archive.
Site Administrators will continue to see archived Time Periods at the bottom of the Year dropdown menu in the top-left of Outcomes, but archived Time Periods are inaccessible to all other users.
Reinitialization
Reinitialization is a helpful feature for campuses who have not yet entered data for a given year, but want to:
- preview their organizational chart during product onboarding, or
- make major changes to the structure of their organizational chart before a new year kicks off
Navigate to Settings > Time Period Management. From here you can click on the Manage link for the appropriate Time Period, which will open the flyout pane, where you will find the Danger Zone.
If you need to reinitialize a time period, expand the Danger Zone and select "Reinitialize." Reinitializing the time period will pull in the new organizational chart from Data Management.
Warning: When selecting this option, you will permanently lose all outcomes, assessments, results and manually created org units/courses for that Time Period.
Deactivating a Time Period
If you want to completely remove a Time Period and all its data from Outcomes, you can navigate to Settings > Time Period Management. From here you can click on the Manage link for the appropriate Time Period, which will open the flyout pane, where you will find the Danger Zone.
When you expand the Danger Zone and click the Deactivate button, you will receive a warning message notifying you that outcomes, assessments, and results will be permanently deleted if you choose to proceed.
If you are okay with these items being permanently deleted, you will have to confirm by typing in the name of the time period out and then clicking on the Deactivate time period button.
Once a Time Period has been deactivated, it can be reactivated at any point, but the previously mentioned data will not remain.
Removing a Term
Terms can only be removed if there is more than one term in that Academic Year, since a time period requires a minimum of one term to work within Outcomes. If you need to remove the only Term that exists, then you must add another Term through Data Management first and update those changes in Outcomes (see above).
If you have more than one existing Term, then you may navigate to Settings > Time Period Management > Manage > Danger Zone and click on the Remove button for the corresponding Term.
Once you click the button to remove, you will be prompted with a warning that assessments and results, assigned and related connections, section-level outcomes, and sections will be permanently deleted by performing the action. If you are okay with these items being deleted, you will have to confirm by typing in the name of the term out and then clicking on the Remove term button.
If you need to add a removed term back to Outcomes, you can do so by clicking on the Apply Updates button at the top of the flyout pan. This may require a page refresh. All data that was created before the term was removed will not be automatically re-added.