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Promoting and Graduating Students

July 7, 2013

The process of promoting and graduating your students in QuickSchools at the end of the school year is really quite easy. You simply have to map how students are promoted, and with a simple click of a button, all your students are promoted to the new school year. Here are some pointers:

Step 1:  Go to “New Semester Setup” > “Create Year & Semester”

If you click on “New Semester Setup”, this is what you’ll see:

New Semester Setup Guide

New Semester Setup Guide

This page is intended to be a guide, with descriptions on what functions are available to you. You can also click on the “Create New Semester and Year” button here. This is essentially the same as clicking on the “Create Year & Semester” sub-menu.

Step 2: Fill in the form, and submit

Once you’re on the “Create Year & Semester” screen, it’ll look something like this:

Create New Academic Year

Create New Academic Year

The form is pretty self-explanatory. Some quick tips:

  • Make sure you have the correct academic term activated. QuickSchools will use this as a baseline for promoting the students. QuickSchools will also copy over subjects from the activated academic term into the new academic term, which you can change later without effecting subjects from the previous academic terms.
  • If you’ve already created future academic terms via the “View All Semesters” menu, you can simply select the academic term from the dropdown. Otherwise, just fill in the fields for the new academic year and term, including the start and end dates of the academic term.
  • The system will try to promote the students to the correct grade levels. You should review and make any appropriate changes. You can also specify the new homeroom teachers for grades in the new school year as well.
  • Finally, just click on the “Create New Semester” button at the bottom. The process only takes 1-2 minutes, depending on the number of students and subjects in your account. And then you’re done!

Once this process is completed, you can review the activated academic term via the “View All Semesters” menu:

View All Semesters

View All Semesters

Note here that you can also initiate promotion of students via this screen as well. This is because, if you attempt to activate an academic term or year that is empty, the system will prompt you to the appropriate screens for further action. You can read more about this in our article about Activating a Semester.

Question: What if I don’t see the “New Semester Setup” menu?

If you don’t see the “New Semester Setup” menu, it most likely has not been enabled for you. If you’re a school administrator, you can click on “Features” and then on “Edit overall settings”:

QuickSchools Features Page

QuickSchools Features Page

This will bring up the following pop-up:

Edit Overall Settings in QuickSchools

Edit Overall Settings in QuickSchools

Simply add your name to the section labelled “New Semester Setup”. After saving, the “New Semester Setup” menu should appear along the top navigation bar.

Conclusion

Once you’ve promoted your students (which incidentally also copies the subjects to the new academic term), you can continue with updating your course offering. This is discussed further in our QuickSchools Summer Series, which you should check out as well. As always, if you have further questions, feel free to come chat with us!

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