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This is a guide to the core tasks involved in finishing up one academic year , and beginning the next.
Below is the suggested order that each task should be completed in.
1. Set the term dates
The dates should be entered for the upcoming academic year.
For more information on this, refer toTerm Dates.
2. Skipping, Leaving, and Repeating
By default, students will progress to the next academic year level. Students in the final academic year level offered at the school will be rolled out.
Students not progressing in this manner should have their arrangement for the next academic year, selected in their profile.
For more information on this, refer to Setting a student as leaving, repeating, or skipping.
3. Student Roll-Over
Perform a test roll-over to make sure that each students will be in the correct academic year level after the roll over is completed.
If any students are not showing the appropriate year level, return to the step above and make the required change.
Test roll-overs can be performed as many times as required, up until real roll-over is completed.
Only when:
every student has been checked and displayed the correct academic year level for the following year, and
the current academic year has been completed,
should you proceed with the real student roll-over. To do this, deactivate the test mode, and follow the instructions on the screen.
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Note - Once this is done, it cannot be undone. |
For more information, refer toStudent Roll-Over.
4. Home Groups
All students will remain in the home group that they were allocated to, prior to the student roll-over.
Allocate students to their new home group, if this changes with the beginning of the academic year.
A student can only be in one home group at a time, so if they are allocated to a new home group, they will be automatically removed from their previous home group.
One or more staff members can be allocated to each home group. Staff are not removed from previous home groups in the same way that students are.
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Note - Students who have completed their final academic year will remain in their last home group, and can be removed when required. |
5. Courses
The courses offered for the upcoming year need a version created for that academic year.
Existing courses can be selected by hovering over the course in the list on the left, and clicking the checkbox that will appear on the right of the course.
Select all courses being offered, then click the Actions button at the top right of the screen, and choose ‘Offer Courses’. In the subsequent modal, select the upcoming academic year.
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Tip - Where there is an extensive list of courses that will be offered, expand the list out in full, click the first checkbox, then tab, space, tab, space etc, to move through selecting courses quickly. |
Any new courses can be added from the Action button. If adding new courses, you will also need to create the linked subject/s. This process is not required for previous courses being offered again.
For more information on creating new courses, refer to Creating Courses.
6. Classes
Create the classes linked to each subject, for the upcoming academic year.
Add the students and regular staff members to these classes.
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Tip - Check the default location for the class, and update if required. Having the correct default staff and location for each class will make timetable creation easier. |
For more information on creating classes, refer to Creating a Class.
For more information on adding students to a class, refer to Adding Students to a Class.
7. Timetables
Create a new timetable.
A separate timetable should be created for each part of the school, where the period times are different to another part of the school.
Associated academic year levels can share one timetable structure.
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Note - The first timetable for a new academic year should be created as a brand new timetable. Copying a timetable from a previous year and removing the previous year’s classes will take longer. Timetables that run later in the year that are very similar to the first for that year can be copied, then modified before they are activated. |
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Tip - If there are classes that run for durations less than the full year (i.e. Semester or Term), ensure that the timetable is set up for the shortest of these. For example, a full-year course can be used in a term-based timetable, but a term-based course should not be put into a full-year timetable. |
For more information, refer to the options available in Timetable Management.
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This list is prepared on the basis of the core processes required for every school - each school may have their own requirements in addition to these. |