Term-Based Fields & Enrollment Refresh – Finalsite Enrollment

Term-based fields are fields that hold a unique value for each academic year, so when a contact moves into a new term (a new application, rollover, or activating the new enrollment year) those fields clear out automatically while prior years' data is preserved. Standard term-based fields cover the core admissions, enrollment, and financial fields. You can also designate custom fields as term-based, with some important caveats.

💡Quick Answers

Which fields clear automatically on a new term? Standard term-based fields covering general (grade_id, status, role, entry/exit dates), admissions (apply_year_id, application_submit_date, waitlist_position, application_fee_paid, etc.), and enrollment/financial (financial_aid_amount, scholarship_amount, deposit_amount_paid, contract_state, etc.). See the full list in the article.
What about fields not on the list? They are non-term-based and require manual reset each year unless flagged as a custom term-based field. See Non-Term-Based & Required Enrollment Fields.
How do I make a custom field term-based? Settings > Fields & Data > Fields, click Edit on the field, check the Term-based box, click Submit.
Can I undo making a field term-based? No. Once a field is set to term-based, it must remain that way.
What happens when I make an existing field term-based? The current value copies into every term the student already has data for, so historical data is preserved. You can then adjust past terms as needed.
Which fields cannot be term-based? Existing standard fields (email, name, relationship, etc.), ID fields, and any fields mapped to parents or other non-student entities. Term-based fields can only be mapped to the student, since other entities have no concept of term.

List of Standard Term-Based Fields

Below is a full list of the term-based fields that store data per term and will reset/clear out automatically each year:

General Fields

grade_id
status
role
entry_date & exit_date

Admissions Fields

apply_year_id
apply_grade_id (same as grade_id)
waitlist_position
application_fee_waiver
application_submit_date
application_submit_time
inquiry_submit_date
application_fee_paid
application_fee_method

Enrollment/Financial Fields

enroll_grade_id (same as grade_id)
enrollment_type
deposit_amount_paid
deposit_payment_method
tuition_override
deposit_override
financial_aid_amount
financial_aid_request
financial_aid_amount_request
financial_aid_status
scholarship_amount
scholarship_status
contract_submit_date
contract_state

Custom Term-Based Fields

When creating or editing a custom field, you have the option to designate it as term-based by selecting the Term-based checkbox. Just like the standard term-based fields referenced above, when a custom field is designated as term-based, it will hold a unique set of data for each academic year.

To make a field term-based,

go to Settings > Fields & Data > Fields,
select Edit next to the field,
mark the checkbox for Term-based, and
select Submit.

When working with custom term-based fields, there are a few important things to keep in mind:

You can NOT remove the term-based designation from a field. Once it has been configured as term-based, it must remain that way.
Existing custom fields CAN be changed to term-based. If you change an existing field to term-based, the current value for any student who has data in the field will be copied to every term for which the student has data. You can then change data for each past term as needed.
In Search, the field will only display data for the selected term. If you want to view historical data for the field, you will need to update the term.
Any field that is designated as term-based will NOT carry data forward to the next term.
Any existing standard fields (like email, name, relationship, etc.) can NOT be made term-based
ID Fields can NOT be made term-based
Term-based fields may only be mapped to the student, as parents and other entities do not have a term.
What happens when I copy or move a child to a different term? When moving or copying a record between terms, we will copy data in ALL term-based fields (standard and custom) into the new term (whether moving forward or backward).

Need Help? If you are unsure of the best way to utilize the custom term-based field functionality, please consult with our Support team, who would be happy to review your needs and come up with the best solution.

Additional Resources