Recurrent Configuration

By its nature, higher education is cyclical. Many of the same processes - admitting applicants, billing students, registering students, assigning grades, etc. - occur on regular intervals. However, important details may change. For example, you may offer a new major you want on an application, switch up your graduation requirements or change your tuition rate.

To accommodate your changing institution, we suggest you review the following configuration at least annually. When you make these changes will depend on your institution’s business processes and you may need to make changes throughout the year.

This list isn’t exhaustive but aims to cover major tasks. We recommend you use the list as a basis for creating your own list that includes specific months you’ll complete each task and who will do it. You may find you need to collaborate among offices and some offices may provide the information while others make the changes.

Functional Area	Task	When	Related Documentation

Functional Area	Task	When	Related Documentation
Accounting	Close and open fiscal years by adjusting the last posting date. Even if you’re not using Campus Cafe as your general ledger, this process is required.	At the end of each fiscal year.	General Ledger Control
Admissions	Review list of academic programs (majors) that offer admission.	Before opening admissions applications.	Set up Admissions Applications and Inquiry Forms
Admissions	Review list of semesters open for admission.	Before opening admissions applications.	Set up Admissions Applications and Inquiry Forms
Admissions	Review list of documents required for admission.	Before opening admissions applications.	Set up Admissions Applications and Inquiry Forms
Alumni	Convert graduates to alumni so you can use them in the alumni module.	After each graduation.	Place Students in Alumni Module
Billing	Review tuition and fee rules.	Prior to billing.	Billing Charges Interface
Curriculum	Create academic periods (semesters, trimesters, etc.) that extend into the future at least as far as your current students are expected to graduate. This ensures Campus Cafe calculates expected graduation dates.	Prior to each semester.	Semesters (Terms)
Curriculum	Update degree audits to match any changes to your graduation requirements.	Prior to the start of your academic catalog year.	Degree Audit Setup
Financial Aid	Set up cost of attendance.	Prior to packaging student financial aid.	Cost of Attendance Templates
Financial Aid	Set up Disbursement Term Rules	Prior to packaging student financial aid	Disbursement Term Rules
Financial Aid	Set F/A Control to new Term or Year configuration for F/A module and billing statement view	During or after packaging student financial aid for a new year	Financial Aid Control
Housing	Create (or copy) residence hall rooms.	Prior to assigning housing and billing for housing.	Create Dorms and Dorm Rooms
IT	Review users and inactivate users no longer at institution. If you use another system to manage your credentials (Google or Azure) do this in that system.	At least annually.	Users