New School Year Setup Step 9 - Review and other important tasks



Go to School > School Structure > School Year Setup - all stages should be marked as Complete.

Before you finish, there are two things you'll need to do:

  • Review your setup
  • Set up other important things for next year that aren't built into the New School Year Setup workflow, like your Assessments and Behaviour



How long will it take?

Reviewing your setup can take as little as 15 minutes, but usually takes longer as you'll spot students you'll need to move.

For your other setup items:

  • Assessments - we recommend booking out an afternoon to copy over your assessments
  • Behaviour - around 30 minutes to set up
  • My Classroom - varies depending on the number of classes and rooms
  • School Shop - around 15 minutes to change student groups
  • Timetable periods - around 15 minutes to set up
  • Programmes of Study - we recommend booking out an afternoon to manage these
  • Shared Teaching - varies depending on the number of classes


Reviewing your setup

Manage enrolments

Click on the last step to review your setup. To help you review, you can use our New School Year Setup Checklist, available on the Help Centre here: New School Year Setup Completion Checklist




You can also review your Year Groups and Registration Forms. If you need to add any, just click +Add.



Clicking on a Year Group will allow you to see all the students enrolled in it, or you can click More Information to view and edit the setup of your year group further.



Check your setup

Read our quick check steps: 5 ways to check you're ready for the next academic year

Check you've completed all the steps by taking a look at our Checklist.

If you're seeing a banner on your site, it means you haven't quite completed one or more of the New School Year Setup steps. Be sure to follow the instructions in our 5 ways article to resolve this and remove the banner.



Other things to prepare


If you use assessments in Arbor, you’ll need to copy your assessments across to next year. They will not automatically copy over. To see how to do this, follow the instructions in this article: Copying Assessments to the coming year

Data Collection Policies are linked to the Assessment policy. Because you need to select the assessments to create or copy over each year, you also need to define your Data Collection Policies each year if you use them at your school. You can see how to add Data Collections here: Manage data drops using Data Collection Policies


When the new school year begins, you’ll need to set up certain areas of behaviour.

Don't worry, you won't need to set everything up. To prepare for September, you'll just need to set up detentions and add your Internal exclusion types. You can see how to do this in this article: Setting up Behaviour in Arbor

My Classroom

If your school uses My Classroom, there are certain steps that need to be completed each year for you to be able to use it.

You can use layouts from past years as these are linked to the room, but you will need to set up seating plans each year as there will be different students in your classes. Because teachers can access My Classroom at any time for their lessons, once you’ve completed Step 6 of the New School Year Setup process to schedule your classes, your teachers will be able to set up their seating plans before students return in September.

You can see how to do this here: Managing layouts and seating plans in My Classroom

School Shop

If you use the School Shop on your site, the products will remain active, and available to the students who were in the student groups selected last year. To make the items available to new students, or different student groups, you’ll need to add the new students groups, then add prices for them: School Shop

Timetable periods

We recommend secondaries complete this.

Timetable periods can be used to help align your attendance marks into set groups. If you want to use this feature again next year you’ll need to set them up for next year by following the instructions in this article. Remember to change the academic year to next year from the drop-down menu.

Programmes of Study

We recommend schools with Post-16 complete this.

Ending student enrolment into your schools during Step 2, or changing enrolment into courses in step 6 of the New School Year Setup won’t update Programmes of Study for your Post-16 students. Make sure any changes you make to course enrolments are reflected in Programmes of Study following this guidance.

Shared Teaching

Only schools that currently use Shared Teaching need to complete this.

If you use Edval or TimeTabler:

  1. Build your timetable as normal.
  2. Create your Shared Teaching courses (without timetable slots) in the Shared Teaching area.
  3. Complete the New School Year setup process on each school site to copy over/promote courses and classes.
  4. Import your timetable as normal, mapping to the existing courses in Arbor. The import process will ignore any timetable slots connected to Shared Teaching courses.
  5. Add in the Shared Teaching timetable slots in Shared Teaching

If you do not use Edval or TimeTabler, set up or copy over your courses through the New School Year setup area but exclude any Shared Teaching courses from your setup. You'll then need to create your Shared Teaching course in Shared Teaching

Was this article helpful?
6 out of 6 found this helpful
I'm still stuck!



Article is closed for comments.