5 ways to check you're ready for the next academic year

Once you've completed your New School Year setup, you'll need to check you've got everything set up correctly. Here are 5 key actions to take to check you're ready to go.

If you haven't yet started setting up your New School Year, take a look at our New School Year Setup Guide. If videos are more your thing, watch our Web Training Videos on New School Year Setup for the whole process, or Importing From TimeTabler to set up complex courses and classes by importing your timetable.

We've also got a pre-recorded video you can watch here that talks through everything in the article below.

 

1. Are your Academic Calendar term dates correct?

Setting up the academic calendar for the next school year is the first step to completing the new School Year Setup process. If you have not set up your term dates and holidays correctly, you may find that your registers may not appear on days you'd like them to.

To check this, go to School > School Structure > School Year Setup > 1. Academic Calendar. In the example below, you can see that the Spring term is set to end on the 5th April, but because the Easter break holiday is set to start on the 5th April, this overrides the term dates. There will be no registers on the 5th of April.

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To fix this, make sure that your vacations, such as Easter, do not overlap with your term dates.

To do this, click into the date you would like to amend. In the example, I need to change the start date for Easter Break to reflect the first date there should be no registers for. The holiday should actually be scheduled to start on the 8th (Arbor automatically discounts weekends).

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Remember to mark your Calendar as Complete when you have finished.

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2. Have you recorded when your leavers will leave?

Make sure you have correctly off-rolled your leavers. Go to the Student Profile of one of your Year 6, 11 or 13 students who will not be on-roll next academic year. Go to the Enrolment section using the left-hand menu and select the next academic year from the drop-down menu.

In their School Enrolment section, you should see their Current Enrolment will end during this academic year. They should also have no enrolments for the next academic year.

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If the student has not yet been given an end date, you may not have completed your new school year setup. You should then go to School > School Structure > School Year Setup > Step 2. Off-Roll Leavers to set end dates for all your students who are leaving at the end of this year. Take a look at the New School Year Setup Guide for how to do this.

 

3. Will your students be in the right year?

To check that all your students have the correct year group for next year, go to Students > Enrolment. You will be taken to the Year Groups page.

Change the academic year using the drop-down menu.

If you have not yet properly completed the setup for the next academic year, you will not see any year groups here. You should then go to School > School Structure > School Year Setup > Step 3. Year Groups & Registration Forms to promote your students into their year groups for next year. Take a look at the New School Year Setup Guide for how to do this.

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If you have already completed this step of your new school year set up, you can check your enrolments are correct.

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You can click into the Enrolments tab to directly edit student enrolments.

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You can also check and edit students in year groups by clicking the year group from the Listing tab. 

In the Students section, you can select students and transfer them into a different year group in bulk.

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4. Have you set up your Courses & Classes?

If you've set up your courses and classes, you'll be able to see them all in School > Programmes > Next Year Courses.

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In the example above, you can see that no classes have been set up for Biology 11 Set 2. You can click the course to schedule lessons. Click +Add in the Lessons section.

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If you need to amend any basic details of the class, such as the name or the academic lead, you can also do it from here.

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If you haven't set up your Courses & Classes, the page will reflect this.

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You should then go to School > School Structure > School Year Setup > Step 6. Courses & Classes to schedule lessons from registration forms, import a TimeTabler file or Set up your courses and classes from scratch. Take a look at the New School Year Setup Guide for how to do this.

If you're a primary school, we recommend selecting the first option to Schedule Sessions from Registration Forms.

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This will bring you to a list of all the registration forms you have. Tick the box next to the blue pencil icon to select all the registration forms, then click the blue pencil icon to select Schedule Registration Forms.

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A slide-over will appear where you enter the start and end times for the Registration Forms you have selected. Schedule registration forms for the whole morning in order to prevent errors during Census, making sure your Morning end time falls at the beginning of lunchtime and your Afternoon end time is the end of the school day.

Please note, if you have a Reception you will need to choose if you will be using regular attendance patterns for your Reception students or not. 

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When you return to the Courses & Classes page you will now see a list of all the scheduled Registration Forms. You can then mark this step as complete.

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5. Do you have Registers for your first day of term?

If you don't have registers set up, your teachers won't be able to take attendance on your first day back!

To check they've been set up, first take a look at when your registers should start. Go to School > School Structure > Academic Years, then select the upcoming academic year.

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In the example below, the first day of the term is the 1st. However, as I have put the 2nd and 3rd as inset days, the first day I need to take attendance is the 4th of September.

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Next, go to Students > Attendance > Historic Registers. Click the calendar icon, and select the first day your registers should exist for, then click Change Dates.

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If you've set up your courses, classes and registration forms correctly, they should appear on this page!

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If they don't, and you're sure you haven't scheduled a holiday on this day (See step 1), this means you haven't scheduled your timetable to start on the right date (see step 4) or you haven't enrolled students in your Courses & Classes. 

There are multiple ways to do this:

  • If you know a certain cohort of students who will take all the same courses, you can automatically enrol them using Teaching Groups. Click here to see how.
  • To add automatic enrolments from a particular course, so anyone enrolled into the original course will automatically be enrolled into the other course, click here.
  • If you'd like to bulk enrol students using an imported spreadsheet, click here.
  • To enrol your students manually into your courses and classes, you should go to School > Programmes > Next Year Courses and go to the Table View tab.

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You can click on the course, then click the Enrol Students button.

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You can then select the students to enrol.

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Once you've completed your New School Year setup, you'll be ready for September! If you do have any more questions, we're on hand from 8 am until 5 pm every weekday.

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