End of Academic Year Processes

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 to Term 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.

Note - Once this is done, it cannot be undone.

For more information, refer to Student 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.

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.

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.

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.

For more information, refer to the options available in Timetable Management.