End-of-year student promotion and class transition

When to run promotion

Run promotion at the end of the academic year, after all report cards have been issued. Do not promote students mid-term. The typical sequence is:

1. Issue report cards for the final term.
2. Identify repeating students.
3. Identify students who are leaving the school.
4. Run bulk promotion for the remaining students.
5. Create new classes for the next academic year (if not already done).
6. Verify class lists before the new term begins.

Running bulk promotion

1. Go to Promotion from the sidebar.
2. Select the academic year you are promoting from.
3. A list of all classes is shown. For each class, a default destination class is suggested (e.g. Nursery 1A → Nursery 2A). Review and adjust these mappings.
4. Click Exclude next to any student who is repeating or leaving. Excluded students will not be promoted in this bulk run.
5. Click Review Promotion. A confirmation screen shows: Class, Student Name, Promoted From, Promoted To.
6. If correct, click Confirm Promotion. Each student is moved to their destination class.

Handling repeating students

1. Exclude the repeating student from bulk promotion (step 4 above).
2. Go to Students, find the student, click Actions (⋯) → Edit Student, and change the Class field to the appropriate class for next year.
3. Save the edit.
4. The student remains in (or returns to) that class level for the next academic year.

Handling students who are leaving

1. Exclude the leaving student from bulk promotion.
2. Go to Students, find the student, click Actions (⋯) → Change Status.
3. Set the status to Inactive (or the appropriate withdrawn/left status). The student is removed from active class lists.
4. Their records are retained.
5. Parents can still download historical report cards for up to 12 months after withdrawal.

What moves with the student

When a student is promoted, the following moves with them to their new class:

• Full personal profile and emergency contacts
• All historical attendance records (viewable from the student profile)
• All Learning Journals and observations from previous years
• Health records, vaccination records, and incident reports
• All report cards (accessible from the student profile)
• Payment history and fee records

What does NOT move automatically: curriculum assignment (the new class has its own curriculum). The student inherits the curriculum of the destination class.

Common mistakes

• Promoting students before end-of-year report cards are issued, once promoted, the student's class on the report card shows the new class, not the class they were in when they were assessed.
• Not withdrawing students who have left before running promotion, withdrawn students should not appear in the promotion list.
• Not creating destination classes before running promotion, if the target class does not yet exist, the mapping screen cannot be completed.