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Semester Setup wizard

Semester Setup (/org/semester-setup, national admins only) walks you through configuring an entire term in one place instead of hopping between Settings → Dues & Billing, /org/compliance, and /org/pnm. It's backed by a unified Term — the shared scheduling spine for dues, compliance, recruitment, service hours, and training.

The Hub​

The wizard opens on a Hub: a set of status cards (one per step) with a progress ring. Each card shows To do, Done, or Skipped. Click Start guided setup to walk the steps in order, or click any card's Configure to jump straight to it. Every step is skippable and resumable — come back any time to update a term.

Which cards appear depends on your licensed modules and the term's season (a Full-Year term hides Recruitment; a Summer term hides Compliance).

The steps​

0 · Term​

Pick the term and its dates, and set it as the current term. Your Term Calendar (semesterly vs. annual, ± Summer) decides which seasons you can create.

Start and end dates are required, and every later step depends on them — dues rates, invoice generation, and compliance activation all refuse to run against a term with no date window. If a term is missing them, the Hub flags it and the Term step shows a Term dates panel where you can set or change them at any time, including after the term is closed.

:::note Academic year vs. term label Academic year (ending) is the year the academic year finishes — the 2026-27 year is 2027. Term labels, however, show the calendar year the semester actually runs in, so academic year 2027 + Fall reads Fall 2026. Pick the ending year; read the label to confirm you got the semester you meant. :::

1 · Dues​

Set per-member-type rates (Undergraduate, Associate, Officer) — prefilled from the prior term when available — plus the invoice and due dates. Save, then optionally Generate invoices now to issue chapter invoices immediately (the same generation the nightly job uses). If no payment processor is connected, you'll see a reminder so chapters can actually pay.

2 · Compliance​

Author your requirement templates (category, cadence, priority, targets) right in the step, add one-off ad-hoc requirements for Fall/Spring terms, then Activate compliance to open the term's period and fan requirements out to every active chapter. Activation is idempotent (safe to re-run) and respects the one-active-period rule.

3 · Service hours​

Set the per-term service-hour goal, with optional per-status overrides.

4 · Training​

Assign required courses to member statuses, due a set number of days into the term.

5 · Recruitment​

Open the term's intake window (Fall/Spring/Summer only). Requires the Operations module — recruitment is licensed by it, the same as the Dues, Compliance, and Service Hours steps, so the card is absent for an unlicensed org.

6 · Rollover​

Preview the roster changes a term boundary implies — graduating members → alumni and PNMs who crossed this term → undergrad — and confirm the ones you want. Confirming proposes the changes: it creates pending requests in your Approvals queue and never changes a member's status automatically.

The step also flags data-quality gaps a graduation rollover can't act on by itself — members with no graduation year on file, and members still active past their graduation year — so you can propose those as alumni manually rather than have them silently missed. Optionally kick off a draft officer election for the term (you add positions and open it in the Elections module).

7 · Review & launch​

A summary of where the term stands — including concrete detail like whether rates are set and how many requirements are active — then Launch.

Notes​

  • National admins only. The wizard is not shown to officers or members.
  • Nothing is destructive. Rollover only proposes status changes for approval; compliance activation is idempotent; dues rates and invoices reuse the existing billing records.
  • Resumable. Green checks reflect real configuration (dues is "done" only once rates exist, not merely when dates are saved), so you can leave and return without losing your place.