> For the complete documentation index, see [llms.txt](https://docs.linuxfoundation.org/lfx/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.linuxfoundation.org/lfx/mentorship/administrators/manage-terms.md). # Manage Terms ## Overview The **Terms Tab** is a management interface for program administrators 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 program. Each term now carries two independent schedules: * **Term dates** (Start / End Month & Year) — the calendar window the mentorship cohort itself runs. * **Application dates** (Application Start / End Date) — the window during which new mentees can apply. Applications open and close automatically based on these dates; there is no manual **Open Applications** / **Close Applications** button. See also: [Open & Close Mentorship Applications](/lfx/mentorship/administrators/open-close-mentorship-applications.md). ## Accessing the Terms Tab 1. Log in to Mentorship and click the **My Mentorships** tab. 2. Select the program for which you are an administrator and click the program card. 3. On the program details page, click the **Terms** tab to view the list of all terms. > **Note:** You must be authenticated and have owner/administrator permissions to access this tab. Unauthorized users will be redirected to the program's public page. ![](/files/Akww8duUpL8eLtkduFhP) ## 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 term lifecycle 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 | > **Note:** The **Status** column reflects the term's lifecycle (whether it has been formally closed by an administrator), not the current state of the application window. The Apply CTA visibility to mentees is driven separately by **Application Start Date** and **Application End Date**, which are visible in the **Edit Term** dialog and on the mentee-facing program card. ### 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) * **Application Start Date**: The day new mentee applications open (format `YYYY-MM-DD`) * **Application End Date**: The day new mentee applications close (format `YYYY-MM-DD`) 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 * Application dates must satisfy the rules under [Application Date Validation](#application-date-validation) ![](/files/SkgjNt0FdgT7aRKGji2M) ### Term Actions Each term row has an actions menu (accessible via the ellipsis icon) with the following options: ![](/files/XCQKuCUVuNHcN2ds4Gck) #### Edit Term * Modify the term name, term dates, and application dates * Opens the same modal used for creating terms, pre-populated with current values * When editing a term whose **Application Start Date** or **Application End Date** is already in the past, the pre-existing past value is preserved as valid. Any *new* date you enter must still satisfy the validation rules ![](/files/QOSRHV8981OS7RTmxDOI) #### Close Term * Available only for terms with `open` status * Formally closes the term's lifecycle and declines any remaining pending 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." ![](/files/5ZJvmADQrSjuKzXJamwM) * 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 ![](/files/HCLIBOzw7aFAyk10EhCY) > **Tip:** If you simply want to stop accepting *new* applications without closing the whole term, edit the term and move the **Application End Date** to today. The **Apply** CTA will disable automatically for mentees once that date has passed, while the term itself remains `open` for administrative work. #### Re-Open Term * Available only for `closed` terms whose end date has not yet passed * Restores the term's lifecycle to `open` * Disabled if you already have 4 open terms * A confirmation dialog will appear before the action is executed > **Note:** Re-opening the term restores its lifecycle status but does **not** automatically reopen the application window. If **Application End Date** is in the past, no new applications will be accepted until you edit the term and extend that date. #### 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 ![](/files/qpoj0ujXeC4TAqvErrKt) ### 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." ![](/files/9a2jZlMLF6ns6ieN9I9v) **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." ![](/files/xGHrlnWmYPYSgIbWHBjU) ## 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 ### Application Date Validation The **Add / Edit Term** dialog blocks save until every rule below is met: * **Application Start Date** and **Application End Date** are both required and must be valid `YYYY-MM-DD` values * **Application Start Date** cannot be before today (except when editing a term whose original value is already in the past — that pre-existing value is preserved) * **Application End Date** cannot be before today (same exception as above) * **Application End Date** must be on or after **Application Start Date** * **Application Start Date** must be strictly before the term's **Start Month** * **Application End Date** must fall on or before the last day of the term's **End 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. **Give applicants a realistic window**: Choose an **Application Start Date** far enough ahead of the term's **Start Month** to review submissions and accept mentees. A common pattern is opening applications 4–8 weeks before the term begins 3. **Close applications before the term begins**: For most programs, set **Application End Date** to a day before the term's **Start Month** so you have time to review submissions and finalize your cohort before onboarding mentees. The system permits an end date as late as the last day of the term's **End Month**, but that leaves little runway for selection. 4. **Close terms promptly**: When a term ends, close it to prevent new applications and provide clarity to mentees 5. **Use descriptive names**: Term names should clearly indicate the cohort or time period (e.g., "Summer 2026", "Q3 Cohort") 6. **Monitor pending applications**: Regularly check the pending count and process applications in a timely manner 7. **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 ### Cannot save a term because of a date error * Check that both application dates are set and use `YYYY-MM-DD` format * Confirm neither application date is before today (unless preserving a pre-existing past date on an existing term) * Confirm **Application End Date** is on or after **Application Start Date** * Confirm **Application Start Date** is before the term's **Start Month** * Confirm **Application End Date** is on or before the last day of the term's **End Month** ### Apply button is not visible on the program card * Check the term's **Application Start Date** — if it's in the future, the card will show `Applications open MMM D, YYYY` and the Apply CTA will be disabled until that date * Check the term's **Application End Date** — if it has passed, the card will show `Applications closed MMM D, YYYY` and the Apply CTA will remain disabled until you extend the date * Confirm the term's lifecycle status is `open`; a term closed via the **Close Term** action will not show an Apply CTA regardless of the application dates ### 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 program public page * Your session may have expired; log in again * Verify you have owner/administrator permissions for this program --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.linuxfoundation.org/lfx/mentorship/administrators/manage-terms.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.