A pupil's year: from enrolment to promotion

What it is for

Everything about a pupil in an academic year — their grade, class and attendance — hangs on their enrolment in that year. The current year is set once a year, and the school starts from it: it adds or imports its pupils, places them in classes, and at the end of the year promotes them into the next.

Step by step

1. Under Settings → “Academic year”, add the year with its start and end dates and its terms (2 to 4, split automatically), and mark it “current year”.
2. Add pupils from “Students” → “Add a student”: the name, the guardian's identity number (required) and the class if known. Or import them from “Update student data” with an Excel file.
3. In “Student placement”, place the pupils still “unplaced” in classes, or take a pupil out of a class (they keep their grade and school).
4. From the pupil's file, add the guardians, choose the primary one, who receives messages and who may collect the pupil, and create a guardian's sign-in link to the portal.
5. At the end of the year, once the next year exists: “Year-end promotion”, one school at a time — for each pupil “Promote”, “Repeat the year” or “Stay behind”; “Copy this year's classes” creates next year's classes.
6. Then mark the next year “current year” under “Academic year”.
7. When a pupil leaves the school: “Record withdrawal” on their file.

How it works

There is one current year for the whole group, changed once a year. The year picker in the header changes only what you are looking at, in your browser; while you look at a year other than the current one a strip on every page says so, because whatever you add, place or promote belongs to the year shown. The gate's scans and the automatic close take the year the day falls in, whatever year is shown. The guardian's identity number links the pupil to an existing guardian when it repeats, so no guardian is duplicated; the pupil's number is generated, and is not their identity number. An import saves nothing until the whole file is free of errors, then updates the existing pupils and creates the missing classes. Promotion moves a pupil to the next grade in their stage, into the class with their class's name if next year has one, otherwise enrolled without a class. From a stage's last grade they move to the first grade of the next stage if their school teaches it; otherwise they go back to the group without an enrolment, to be placed at a school that does. From the last grade of the last stage they graduate. This year's enrolments are not touched, and a pupil already promoted is not promoted again if promotion is run again. Withdrawal closes the pupil's enrolments in every year not yet over (this one, and the next if they were promoted), and their status becomes “withdrawn”; nothing is deleted, and placing them again makes them active. On the pupil list, “Active” is the shown year's active pupils (including those not yet in a class), and “Withdrawn” those who left, with their school and the year they left.

The pages in this flow

1. Academic year
2. Students
3. Update student data
4. Student placement
5. Student file

Questions

I added pupils and cannot see them. Why?

Look at the year shown in the header: a pupil is added to the year shown. If the strip “You are looking at year…” shows, press “Back to the current year”.

A pupil is in their stage's last grade and their school does not teach the next stage. Where does promotion put them?

Back with the group, without an enrolment; then they are placed at a school that teaches the stage, from “Student placement”.

Can a withdrawal be undone?

Yes: allocate the pupil to a class from the “Allocation” card on their file, and they are active again.

Why was the guardian's sign-in link refused?

The guardian needs a mobile number. The link is shown once, and works once, within 7 days.