Migration to Terms

This article explains the transition to the academic terms, which transformed the logic of the previous intake-based system.

Why did we develop this solution?

Through consultations with the clients, it was clear to us that the current intake-based logic of sorting the applications has many shortcomings. It is possible that you have encountered one or few of the issues brought as an example:

  • Applicant applied to a programme/mobility with the wrong intake and you were wondering, if switching the intake could be possible with a click;
  • An error occurred, because the candidate could not apply to the same programme/mobility with the different intake in the same commence year;
  • Your deadline for applications is normally later than the start date of studies and thus, you could not set up the intake as wished.

Keeping in mind the situations as presented, we have developed the new logic based on academic terms in order to solve the issues and meet your practical needs.

How it was before

The previous intake system was based on the commence year, which you can imagine as a “bucket”. The intake directed the applications in this one “bucket’, whenever the commence date fell into this calendar year. This logic has been problematic, as it did not allow much flexibility and the commence year has not been a practical solution in the context of an academic year.

How it works now

The allocation of the applications is based on academic terms. An academic term (or term) is a portion of an academic year. You will be able to define different terms under the same calendar year and your terms may extend on many years. The applications will be placed under various terms, according to your preferences. You can easily transfer applications from one term to another.

The academic term “bucket” can be configured as it is suitable for you. Intake still guides the applications to the correct “bucket”, but the intake is not the main differentiator anymore, as the “buckets” are already different. You can also think of the intake as a “pipeline” to process a specific type of applicant and the academic term as the “target” for an intake.

Browse menu

You will notice that the filter is divided into two – both term and intake. The year is just one of the ways to manage the filter.

  1. Before setting up the terms, you will still be able to see the current division of applications (per commence year):

  2. Additionally, you can filter by intakes.

Moving the application to the correct term

The “intake switch” is now enabled in a few clicks. After the transition to term system by setting up the terms and the connected parts of the system, you can switch the applications between terms easily.

Below, there is an example of how the switch between terms can be made. You can switch between Fall and Spring semester for instance.

CLICK to start the video:

Setting it up

Intakes connected to Terms

Intake names are there for your own reference as they will not be visible for the applicant. For example, you may want to make different intakes for different programmes, when the schedules differ between them. For the applicant – they will see the academic term that the intake is targeting on the Apply now! button.

Terms section

There is an additional section under My institutions, where you may create different Terms under one academic year and define their length according to your needs. After the transition, the Term is visible for application.


You can now have a quick glance on how the dates will be shown on the Apply now! button before you finish editing the intake.

Main benefits

  • Switching the applications to correct academic terms is more convenient.
  • Applying to programmes/mobilities of the same commence year is not an issue, as you can set up terms as you like.
  • Setting up the dates of the intake is less complex. For instance, you can set up the commence date of studies to be earlier than the intake deadline, without causing conflicts with the commence year.
  • The reports have more accurate data.

Was this article helpful?

Related Articles