How to fix duplicate Year Groups or Registration Forms

If you have completed your New School Year Setup and found that you have duplicate Year Groups or Registration Forms for the upcoming academic year, this guide will help you understand why they appeared and how to remove them.

Permissions

• School: Pastoral Structure: Administer - needed to delete registration forms or year groups.

If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.

Why do duplicates appear?

There are a few reasons this might happen:

1. Secondary schools - TimeTabler import: When importing a timetable using a TimeTabler file, each pastoral group can be set to "Import as a new Registration Form". If Registration Forms were already copied as part of Step 3a of the New School Year Setup, selecting this option will create duplicate Registration Forms.
    
2. Recently migrated schools: If your school migrated during this academic year, your migrator may have already created Year Groups and Registration Forms for the next academic year. Running Step 3a of the New School Year Setup on top of these will create duplicates.

How should we resolve this?

The best option to resolve this situation is to delete duplicate groups and ensure students are correctly enrolled in the remaining groups. 

Resolving empty duplicate Year Groups

If the duplicate Year Group contains no students, you can delete it: 

• Go to Students > Enrolment > Pastoral > Year Groups.
• Select the Academic Year for next year using the grey drop-down in the top-right corner of the page.
  
  
   
• Select a duplicate Year Group with 0 students.
• On the next page, click the red Delete year group button on the right-hand side.

• Confirm the deletion with the Delete button on the pop-up

• Repeat this process untill all duplicate Year Groups are removed

Resolving duplicate Registration Forms when one of them has no students

If the duplicate Registration Form contains no students, you can delete it: 

1. Go to Students > Enrolment > Pastoral > Registration Forms.
2. Select the Academic Year for next year using the grey drop-down in the top-right corner of the page.
   
   
    
3. Select a duplicate Registration Form with 0 students.
4. Click Delete Registration Form
   
   
    
5. Confirm the deletion with the Delete button on the pop-up
   
   
    
6. Repeat this process untill all duplicate Registration Forms are removed

Resolving duplicate Registration Forms when both registration forms have students

If both Registration Forms contain students, you will first need to transfer students from the one to be removed into the one to be kept.

You can see if both registration forms have students linked by checking Students > Enrolment > Pastoral > Registration Forms, where the number of students is listed to the right of each registration form.

Ensure you set the Academic Year dropdown to the correct year (i.e. next year).

Click on a listed registration form to go to its Overview page.

Which Registration Form should I keep?

Keep the Registration Form that has automatic enrolments into the course containing the lessons for registration. Check this in the Registration Form overview under Automatic Enrolments into Courses.


 

Which Registration Form should I remove?

Remove the Registration Form that has no automatic enrolments. Check this in the Registration Form overview under Automatic Enrolments into Courses.

How to transfer students and delete the duplicates

• Go to the Registration Form you want to remove by clicking on it from the Students > Enrolment > Pastoral > Registration Forms page.
• Tick all the student checkboxes.
  
  
   
• Select Bulk action > Transfer Students.
• In the slide-over, select the Registration Form with the same name that is to be kept.
• Set a Transfer Date on or before the start of the next Academic Year.
• Click Transfer students.
  
  
   
• Once all students have been transferred, click Delete Registration Form on the now-empty form.
  
  
   
• Confirm the deletion with the red Delete button on the pop-up.
  
  
   
• Repeat this process untill all duplicate forms have been deleted

Further reading

• New School Year Setup Step 3 - Year Groups & Registration Forms
• How to reset a step in the New Year Setup
• Move students between different classes or registration forms