Navigate to Admin > School Options > End of Year to find a check list, enabling you to work your way through the end of year process one step at a time.
The tasks don’t all have to be done in the same session, which allows you to undertake each task in your own time.
Step 1: Read through instructions to familiarise yourself with the required steps and use the 'complete' option to note your progress (optional)
Step 2: Check term dates
The first step is to set up next year’s academic calendar. Navigate to Admin > School Options > Calendar Setup and in the 'Term dates for' dropper, choose the appropriate academic year.
The calendar will load with generic term dates which will require updating to reflect your school:
To update these dates, enter the start and end date for each mid term, inclusive of any start / end of term inset days. For example, if your pupils start back on the 7th September, but the school is open for staff from the 6th September, enter 6th September as the term start date.
Select 'Confirm Term Dates' to save these to the new academic year and also build a basic timetable.
Additional Bank holidays and Teacher Training days can be added from the Monthly overview (see Managing the School Calendar for more information).
Step 3: Export Leavers
Leavers can be processed at any point before the end of the summer term via Leavers Wizard providing a future leaving date is entered (a pupil will only be archived once the future leaving date passes). For more information on processing pupils as leavers, please see How to Process / Archive Leavers using the Leavers Wizard
Step 4: Import new admissions
There are two options for adding pre-admission pupils; importing an ATF or inputting them manually.
Further information regarding the available options can be found in the Managing Pre-Admissions guide
Step 5: Create classes
Again, there are two option when creating classes for the new academic year.
The first is to create new classes and populate them with pupils manually (generally used when a new class structure is involved, for example where previous years classes are not promoted in their entirety to next year, or when mixed year group classes are involved).
The second is to copy current classes, and pupils within them, to new classes for next year via the Advanced section within Pupils > Groups. Simply choose which groups you would like to copy and rename as appropriate.
Further details of both options can be found in the Managing future classes for new academic years guide
Simply choose which groups you would like to copy and rename as appropriate.
Step 6: Record staff leavers / updating staff contracts (if required)
Archiving Staff:
Navigate to Admin > Staff and click on the staff member to be archived.
Click on the Edit tab at the bottom the of the window and click Archive. This will bring up a prompt – click OK.
Add the staff leaving date in the End Date field and click Save.
Ending a staff contract:
Navigate to Admin > Staff and click on the staff member. Click on the Salary & Contracts tab on the left-hand side – this will show their active contracts. Click on the Edit tab of the contract. Next, open the Contract Details window, add the end of contract date into the End Date field and click Save.
Step 7: Roll up from the current academic year to the next academic year.
This will complete the roll up process and will:
- Move current pupils up one year
- Archive Year 6 pupils (or highest year group in your school)
- Set the Autumn part 1 for the next academic year as the current term
- Create AM/PM registers (if your school does not have a custom timetable)