End-of-term rollover

This guide covers the complete end-of-term workflow-from closing out a term's academic activities through generating final reports, making promotion decisions, and transitioning to the next academic period. The process involves multiple departments working in sequence.

What this guide covers

• Term closure workflow
• Report finalization and publishing
• Promotion decision process
• Year-end transitions
• Structure cloning for new years
• Archive and cleanup procedures

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Before you start

Required setup

Requirement	Location	Purpose
School year	Structure -> School Years	Year must exist
Terms	Structure -> Terms	Term structure defined
Classes	Structure -> Class Divisions	Student assignments
Gradebooks	Learning -> Gradebooks	Assessment records
Term reports run	Reports -> Term Reports	Report generation context

Required permissions

Permission	Description
school_years.update	Modify year status
school_terms.update	Close/open terms
term_reports.moderate	Moderate reports
term_reports.publish	Publish to students/guardians
term_reports.promotion	Set promotion status
school_years.clone	Clone structure for new year

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Academic calendar lifecycle

School Year: PLANNED -> ACTIVE -> COMPLETED -> ARCHIVED
       |
       +-- Term 1: UPCOMING -> ACTIVE -> COMPLETED
       |       +-- Assessment -> Reports -> Promotion decisions
       |
       +-- Term 2: UPCOMING -> ACTIVE -> COMPLETED
       |       +-- Assessment -> Reports -> Promotion decisions
       |
       +-- Term 3: UPCOMING -> ACTIVE -> COMPLETED
               +-- Assessment -> Reports -> Final promotion -> Year transition

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Part 1: Term statuses

School year statuses

Status	Description
planned	Future year, being configured
active	Current operational year
completed	Year finished, still accessible
archived	Long-term storage, limited access

Term statuses

Status	Description
upcoming	Future term, not yet started
active	Currently running term
completed	Term finished
cancelled	Term was cancelled

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Part 2: End-of-term closure workflow

Phase 1: Assessment deadline

1. Deadline reminder - Notify teachers of mark submission deadline
2. Monitor submission - Track gradebook completion
3. Handle late submissions - Extend deadlines if needed
4. Close gradebooks - Lock further mark entry

Phase 2: Report generation

1. Navigate to Reports -> Term Reports
2. Create a Report Run:
   • Select academic year and term
   • Configure report parameters
   • Set grade boundaries
3. Generate reports for all classes
4. Review generation status

Phase 3: Quality review

1. Class teacher review - Check individual reports
2. Add comments - Class teacher remarks
3. Head teacher review - Grade-level moderation
4. Principal approval - Final sign-off

Phase 4: Publication

1. Bulk publish approved reports
2. Notify guardians of availability
3. Enable report downloads

Phase 5: Term closure

1. Navigate to Structure -> Terms
2. Select the term
3. Change status to completed
4. Confirm closure

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Part 3: Term report workflow

Report run creation

Navigate to Reports -> Term Reports -> Runs -> Create Run

Field	Description
Run name	Descriptive name (e.g., "Term 1 2024 Final Reports")
Academic year	Select year
Term	Select term
Run number	Sequential run identifier

Report generation

Reports are generated per class division:

1. Select run and class
2. Click Generate reports
3. System calculates:
   • Subject percentages
   • Overall averages
   • Class rankings
   • Grade rankings
   • Performance bands
   • Attendance summaries

Report contents

Section	Data included
Student info	Name, admission number, class
Academic year/term	Period context
Subject results	Each subject with marks, grade, rank
Overall performance	Average, rank in class/grade
Attendance	Days present, absent, percentage
Comments	Teacher, head, principal remarks
Promotion status	Final term only

Report moderation

Reports go through moderation workflow:

Status	Description
draft	Initial generation
pending_review	Awaiting teacher review
teacher_approved	Class teacher approved
head_approved	Department/head approved
principal_approved	Final approval
published	Visible to students/guardians

Adding comments

Class teacher

1. Open student report
2. Navigate to Comments section
3. Enter class teacher comment
4. Save

Comment types:

• Academic performance feedback
• Areas of strength
• Areas for improvement
• Recommendations

Head teacher

1. Review class teacher comment
2. Add head teacher remark
3. Approve or return for revision

Principal

1. Review all comments
2. Add principal's note
3. Final approval

Publishing reports

Individual publish:

1. Open approved report
2. Click Publish
3. Confirm publication

Bulk publish:

1. Navigate to report run
2. Filter by principal_approved
3. Select all
4. Click Bulk publish
5. Confirm

Report PDF generation

1. After publishing, generate PDFs
2. Options:
   • Individual PDF download
   • Bulk PDF generation
   • Email to guardians
   • Print queue

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Part 4: Promotion decisions

Promotion statuses

Status	Description
pending	Not yet decided
promoted	Moving to next grade
conditionally_promoted	Promoted with conditions
retained	Repeating current grade

Setting promotion status

1. Open final term report
2. Navigate to Promotion section
3. Set status:

Field	Description
Promotion status	Select outcome
Promoted to class	Target class (if promoted)
Conditions	Conditions for conditional promotion
Notes	Supporting information

Bulk promotion

1. Navigate to Reports -> Promotion Management
2. Filter by class/grade
3. Review student list with performance
4. Apply bulk promotion rules:
   • All passing -> Promoted
   • Below threshold -> Review individually
5. Confirm decisions

Conditional promotion rules

For conditionally promoted students:

Condition type	Example
Academic	Must improve Math grade
Behavioral	Must meet conduct standards
Attendance	Must achieve 90% attendance
Supplementary	Must pass supplementary exam

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Part 5: Year-end transition

End-of-year checklist

• All terms completed
• All reports published
• All promotions decided
• Financial reconciliation complete
• Outstanding fees recorded
• Class assignments cleared

Closing the school year

1. Navigate to Structure -> School Years
2. Select the year
3. Review closure requirements:
   • All terms completed
   • All reports published
   • Promotion decisions finalized
4. Change status to completed
5. Confirm closure

Creating new school year

1. Navigate to Structure -> School Years -> Create Year
2. Enter details:

Field	Description
Year name	e.g., "2025 Academic Year"
Start date	Year start
End date	Year end
Total terms	Number of terms
Target enrollment	Projected students

3. Save school year

Cloning year structure

Clone the previous year's structure to new year:

1. Navigate to new school year
2. Click Clone structure
3. Select source year
4. Choose components:

Component	Description
Calendar	Copy calendar events
Holidays	Copy public holidays
Class divisions	Create matching classes
Subject classes	Copy subject assignments
Schedules	Copy timetables (optional)

4. Options:
   • Include subject classes: Yes/No
   • Include schedules: Yes/No
   • Dry run: Preview without creating
5. Execute clone

Clone results

Metric	Description
Created	New records created
Reused	Existing records linked
Skipped	Duplicates avoided

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Part 6: Student transitions

Promoting students to new classes

After year transition:

1. Navigate to People -> Students
2. Filter by promotion status
3. For promoted students:
   • Update class division to new grade
   • Clear previous term assignments
4. For retained students:
   • Keep in same grade level
   • Assign to appropriate class

Bulk class reassignment

1. Navigate to Structure -> Class Divisions -> new class
2. Click Assign students
3. Select students from previous grade's promoted list
4. Confirm assignments

Handling special cases

Case	Action
Transfers out	Mark as withdrawn, update status
Transfers in	Create from admissions
Graduated	Mark as completed, generate certificate
Deferred	Update enrollment status

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Part 7: Calendar event types

Academic calendar events

Event type	Description
term_start	Term beginning
term_end	Term ending
mid_term_break	Mid-term holiday
parent_conference	Parent-teacher meetings
exam_period	Examination dates
sports_day	Sports events
prize_giving	Award ceremonies
open_day	School open day
registration	Registration period
orientation	New student orientation
custom	Other events

Adding calendar events

1. Navigate to Structure -> School Years -> select year
2. Open Calendar section
3. Add event:

Field	Description
Type	Event category
Title	Event name
Start date	Begin date
End date	End date (optional)
Location	Venue
Description	Details

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Part 8: Term configuration

Assessment periods

Configure assessment windows per term:

Assessment type	Description
continuous_assessment	Ongoing assignments/tests
mid_term_test	Mid-term examinations
end_of_term_exam	Final examinations
practical_assessment	Practical work
project_assessment	Project submissions

Payment deadlines

Set fee payment deadlines:

Deadline type	Description
tuition_fees	Main tuition
exam_fees	Examination fees
activity_fees	Extracurricular fees
boarding_fees	Boarding students
transport_fees	Transport users
other_fees	Miscellaneous

Parent conferences

Schedule parent meetings:

Conference type	Description
individual	One-on-one meetings
group	Small group sessions
grade_level	Grade assemblies
whole_school	School-wide events

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Part 9: Archive procedures

Archiving completed years

1. Ensure year status is completed
2. Wait required retention period
3. Navigate to school year
4. Change status to archived
5. Confirm archive

Archived year access

Archived years:

• Read-only access
• Reports still downloadable
• Historical data preserved
• Limited editing capabilities

Data retention

Data type	Retention	Notes
Student records	Permanent	Core student data
Term reports	7+ years	Academic records
Financial records	7+ years	Audit requirements
Attendance	5+ years	Compliance
Gradebooks	Until archived	Detail data

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Workflow examples

Example 1: Standard term closure

Scenario: Closing Term 1, preparing for Term 2

1. Week -2: Send mark submission reminders
2. Week -1:
   • Close gradebook submissions
   • Generate term reports
   • Begin teacher reviews
3. Week 0:
   • Head teacher moderation
   • Principal approval
   • Publish reports
4. Week +1:
   • Close term (status: completed)
   • Open Term 2 (status: active)
   • Resume operations

Example 2: Year-end with promotions

Scenario: Closing final term and year

1. Final exam period: Complete assessments
2. Report generation: Generate Term 3 reports
3. Moderation: Full review cycle
4. Promotion decisions:
   • Review each student
   • Apply promotion rules
   • Handle special cases
5. Publication: Release reports with promotion status
6. Year closure:
   • Close Term 3
   • Close school year
7. New year preparation:
   • Create new school year
   • Clone structure
   • Create terms
8. Student transitions:
   • Promote students to new classes
   • Handle retentions
   • Process graduations

Example 3: Mid-year adjustments

Scenario: Student transferred mid-year

1. Mark term reports for terms attended
2. Generate transcript for transfer
3. Update enrollment status to transferred
4. Archive student file with forwarding school info

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Troubleshooting

Reports not generating

Problem: Report run shows no reports

Causes:

• No gradebook data exists
• Students not assigned to classes
• Term configuration incomplete

Solution: Verify gradebook entries and class assignments

Promotion status not saving

Problem: Cannot update promotion field

Causes:

• Report not finalized
• Insufficient permissions
• Term not in correct status

Solution: Complete report workflow first

Clone structure failed

Problem: Year structure clone incomplete

Causes:

• Source year archived
• Circular dependencies
• Permission restrictions

Solution: Use dry run to identify issues first

Calendar events not displaying

Problem: Events added but not showing

Causes:

• Date range outside view
• Event type filter active
• Browser cache

Solution: Clear filters, refresh view

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Best practices

Term management

• Set term dates before year starts
• Configure assessment periods early
• Communicate deadlines to all staff
• Monitor submission progress weekly

Report workflow

• Allow adequate review time
• Train staff on moderation process
• Establish approval chain clearly
• Test PDF generation before bulk runs

Promotions

• Define promotion criteria in advance
• Review borderline cases carefully
• Document conditional promotions
• Communicate decisions to guardians

Year transitions

• Plan transition timeline
• Clone structure before students return
• Verify all data migrated correctly
• Test new year configuration

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Outcome

After completing the end-of-term rollover:

• Term officially closed with status completed
• All student reports finalized and published
• Promotion decisions recorded for all students
• New academic period prepared and configured
• Students assigned to appropriate classes
• Calendar and events set for new term/year
• Historical data properly archived

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Related guides

• Initial setup checklist - Foundation setup
• Onboard a school - School provisioning
• Admit a student - Enrollment workflow