Set Up Academic Calendar

Set Up Academic Calendar

Configure the academic year calendar including terms, semesters, holidays, and important dates for your institution.

Time required: 15-20 minutes

Module: openeducat_core, openeducat_timetable_enterprise

User role: System Administrator, Academic Admin

Prerequisites

• System Administrator or Academic Admin role
• Academic year created
• Institution holidays list prepared

Steps

Step 1: Navigate to Academic Calendar

1. Go to OpenEduCat -> Configuration -> Academic Calendar
2. Click Create to add a new calendar

Step 2: Enter Calendar Details

Field	Required	Description	Example
Name	Yes	Calendar identifier	”Academic Year 2024-2025”
Academic Year	Yes	Associated year	”2024-2025”
Start Date	Yes	Calendar start	2024-08-01
End Date	Yes	Calendar end	2025-05-31

Step 3: Configure Terms/Semesters

In the Terms tab, define academic periods:

1. Click Add a line
2. Enter term details:

Field	Description	Example
Term Name	Semester/term name	”Fall Semester”
Start Date	Term begins	2024-08-15
End Date	Term ends	2024-12-15
Sequence	Display order	1

3. Repeat for all terms (typically 2-4 per year)

Step 4: Add Holidays

In the Holidays tab:

1. Click Add a line
2. Enter holiday information:

Field	Description	Example
Holiday Name	Description	”Thanksgiving Break”
Date	Holiday date	2024-11-28
Type	Holiday type	”National Holiday”

Tip: Import holidays in bulk using the Import feature if you have a CSV file.

Step 5: Mark Important Dates

In the Events tab, add key academic dates:

• Registration deadlines
• Exam periods
• Result announcements
• Fee payment due dates

Step 6: Activate Calendar

1. Click Save
2. Set calendar state to Active
3. This becomes the default calendar for the academic year

Field Reference

Calendar

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
academic_year_id	Academic Year	Many2one	Links to op.academic.year
start_date	Start Date	Date	Calendar start
end_date	End Date	Date	Calendar end
state	Status	Selection	draft/active/done

Terms

Technical Field	UI Label	Type	Notes
name	Term Name	Char	Required
start_date	Start Date	Date	Term begins
end_date	End Date	Date	Term ends
sequence	Order	Integer	Display sequence

Troubleshooting

Terms overlap error

Terms within the same calendar cannot have overlapping dates. Adjust start/end dates.

Calendar not appearing in selection

Ensure the calendar state is set to Active. Draft calendars won’t appear in dropdowns.

Holidays not affecting timetable

Verify that the timetable module is configured to use the academic calendar for scheduling.

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Related: Configure Academic Year | Configure Calendar Settings