Manage Terms

Overview

The Terms Tab is a management interface for project maintainers and owners to manage mentorship program terms. It provides a centralized dashboard to create, view, edit, and manage the lifecycle of program terms within a mentorship project.

Accessing the Terms Tab

1. Log in to Mentorship and click the My Mentorships tab.

2. Select the program for which you are a maintainer and click the program card.

3. On the project details page, click the Terms tab to view the list of all terms.

Note: You must be authenticated and have owner/maintainer permissions to access this tab. Unauthorized users will be redirected to the project's public page.

Features

Terms Overview Table

The Terms Tab displays a comprehensive table with the following columns:

Column	Description
Term	The name of the mentorship term
Status	Current status: open or closed
Pending	Number of pending mentee applications
Declined	Number of declined applications
Accepted	Number of accepted mentees in the term
Graduated	Number of mentees who have graduated
Dates	Start and end dates of the term (displayed as Month Year)
Actions	Dropdown menu with available actions

Creating a New Term

1. Click the + Create Term button at the top of the page

2. Fill in the required fields in the modal dialog: - Name: A descriptive name for the term (max 50 characters) - Start Month: Select the month the term begins - Start Year: Enter the year the term begins (must be current year or later) - End Month: Select the month the term ends - End Year: Enter the year the term ends (must be >= start year)

3. Click Add Term to create the term

Important Constraints:

• You can have a maximum of 4 open terms per mentorship program at any time

• The Create Term button will be disabled if you already have 4 open terms

• Start and end dates must be in the future (current month or later)

• End date must be after the start date

Term Actions

Each term row has an actions menu (accessible via the ellipsis icon) with the following options:

Edit Term

• Modify the term name and dates

• Only available if the term has no applications

• Opens the same modal used for creating terms, pre-populated with current values

Close Term

• Available only for terms with open status

• Closes the term to new applications

• Warning: Closing a term will automatically decline all pending applications

• Error: If the term has accepted mentees, an error dialog will appear with the message: "This term cannot be closed until all accepted applicants are either graduated or declined. Please ensure there are zero accepted applicants before closing the term."

  
• A confirmation dialog will appear before the action is executed (if no accepted mentees exist)

• The process runs in the background; allow up to 5 minutes for updates to appear

  

Re-Open Term

• Available only for closed terms whose end date has not yet passed

• Allows the term to accept new applications again

• Disabled if you already have 4 open terms

• A confirmation dialog will appear before the action is executed

Delete Term

• Permanently removes the term from the program

• Only available if the term has no applications

• A confirmation dialog will appear before the action is executed

• Warning: This action cannot be undone

Status Indicators

Term Should Be Closed Warning

If a term's end date has passed but it is still marked as open, a warning icon will appear next to the term name. Hover over this icon to display a message:

"This term should be closed because it has ended. Please close it to prevent new applications."

Term Cannot Be Closed Error

If a term's end date has passed but it is still marked as open and still has accepted mentees, an error icon will appear next to the Accepted column. Hover over this icon to display a message:

"This term cannot be closed until all accepted applicants are either graduated or declined. Please ensure there are zero accepted applicants before closing the term."

Business Rules

Term Limits

• Maximum of 4 open terms per mentorship program

• No limit on total number of terms (including closed terms)

Date Validation

• Start year must be the current year or a future year

• End year must be the current year or a future year

• End year must be greater than or equal to start year

• If start year equals current year, start month must be current month or later

• If end year equals current year, end month must be current month or later

• If start year equals end year, end month must be after start month

Edit/Delete Restrictions

Terms can only be edited or deleted if they have no associated applications. This protects mentee data and application history.

Best Practices

1. Plan term dates carefully: Once applications are received, you cannot modify the term dates

2. Close terms promptly: When a term ends, close it to prevent new applications and provide clarity to mentees

3. Use descriptive names: Term names should clearly indicate the cohort or time period (e.g., "Summer 2026", "Q3 Cohort")

4. Monitor pending applications: Regularly check the pending count and process applications in a timely manner

5. Don't exceed 4 open terms: Plan your program timeline to avoid hitting the term limit

Troubleshooting

Create Term button is disabled

• Verify you have fewer than 4 open terms

• Check that you are properly authenticated

Cannot edit or delete a term

• The term has existing applications

• Consider closing the term instead of deleting it

Term status not updating

• Status updates run in the background

• Wait up to 5 minutes for changes to appear

• Refresh the page if needed

Redirected to project public page

• Your session may have expired; log in again

• Verify you have owner/maintainer permissions for this project