TABLE OF CONTENTS
This help article provides a guide how to perform the Academic start of year configuration and setup
- Set New Academic year and term
- Create New Timetable and classes
- Schedule the Class
- Publish the Timetable
This help article provides a guide how to perform the Academic start of year configuration and setup
Prerequisites
New Year rollover completed including Current Student rollover, Future student transfer and Past student transfer
Introduction
Start of Year can be done any time after End Of Year process is completed
Each school's start of year process includes:
Set the new Academic year and term
Create new classes
Create new Timetable
Add students to classes
Publish timetable
The following checklist will assist schools in completing the Start of the Academic Year
Set New Academic year and term
| STEP | DESCRIPTION | |
| 1 | Set New Year as default Set Term / semester as default Select School Configuration → School Structure → Academic Period | Note : A feature change in 2024 will combine these two menu items. |
| 2 | Assign house to new students Select Student Profile → Current Students → School Tab | For any new students update their house This may apply to other fields such as Form, Tutor group |
Create New Timetable and classes
| STEP | DESCRIPTION | LINKS/IMAGES | |
1 | Create New Timetable cycle Select Set up Timetable → Timetable Cycle | Select Add Create new timetable save with an appropriate Code, name and date range | |
2 | Add Teaching and non teaching days Select Set up Timetable → Teaching and Not Teaching days Select Timetable from (1)
| Add Terms | |
| 3 | Select Classes This will display all existing classes from previous years
Existing classes can be copied from existing timetables if you want to move students from one class and year level to the next class and year level. | CREATE A CLASS If you wish to create a new class Select Add Class Enter Class name, id, Subject, Academic Period, campus, teacher, Notes Select Add to save the class To add students to the class Select the class Select Edit Student List Use the Add Students Button to add Students to the class Modify Student Enrolment Date if required COPY A CLASS If you wish to copy a class (Note this will also copy the students ) Select an existing class Select Actions → Copy class Enter Class name, id, Subject, campus, teacher Select Copy Class Select the class and Edit Student List to add/remove students | Create classes |
| 4 | Schedule the ClassSelect Set up Timetable → Schedule Classes Select the timetable and class | Use the schedule class wizard to place the class into the timetable | Schedule classes to a timetable |
| 5 | Publish the TimetableSelect Set up Timetable → Publish Timetable | Publish timetable as per instructions in link | Publish a timetable |
FAQs
Below are answers to frequently asked questions on the Start and End of Year Rollover Process.
Q1. Is there a checklist for End of Year and Start of Year setup?
Answer: - Yes search for End of Year Process in https://help.zunia.com/s/
This is the Start of Year checklist
Q2. What happens to a Future Student application with a status of ‘Waitlist’ or other non finalised status when a rollover is processed?
Answer: You can only select one Future Student application status when bulk transferring future students. If you want to bulk transfer students who have a status of ‘finalised’ and a status of ‘waitlist’ or any other status, you need to run the bulk transfer for each status type individually.
For future students who are not transferred into Next year but wish to rollover their application for the year after next
Navigate to Future Students → Applications
Create a new timeline for the year after next
Application Date : Date contact opted to reapply
Enrol For Date : First day of school for Year after Next
Year Level : Corresponding year level
Default application : Set to Yes
Note : Year after next must be created in School Structure → Academic Year
Q3. When should the next year Classes, StudentClasses and Timetable be created?
Answer: Classes, student class enrolments and timetable configuration should only be created after the rollover and bulk transfers have been finalised. This ensures that students are in the correct year level for next year before enrolling them in classes.
Q4. If we use an external timetable package how does this affect the rollovers?
Answer: Contact Support if you use a timetable integration package
Q5. What is the process for changing the structure of our day and bell times.
Answer: This is completed in Set up timetable> Timetable cycle. Change days or bell times and save the timetable structure. Ensure that any day and bell time changes don’t affect Teaching and non-teaching days, if they do make changes in Set up timetable> Timetable cycle and Save. The same applies to Scheduled classes, if any day or bell times changes impact classes make the changes in Set up timetable> Schedule classes cycle and save.
Any changes made in the timetable pages require a user to republish the timetable. Navigate to Set up timetable> Publish timetables> select the required timetable> Select the classes affected or select all classes> Select the date the changes should come into effect; this date can be in the past> Click Publish.
Q6. How do we assign houses, Tutor groups, Form etc to New students
Answer: Navigate to Student profiles> Current students>Search for a student and open their profile> click the School tab> Click View in the timeline event row> Click Edit> Add a House, Form, Tutor Group or Roll group and click Save.
Q7. What is the process when a student rolls over to the new year and then leaves ?
Answer: The Student should be transferred to the Past students page.
Navigate to Student profiles> Current students> Search for a student and open their profile> Click the School tab> Click the ellipses icon (three dots) in the header area> Click Transfer to past student>Enter the Left data, Leaving reason (if known) and Leaving destination (if known), Last campus, Last year level and Peer Year should be correct, change these if they are incorrect> Enter ‘PAST’ in the last field and Click Transfer.
Q8. What is the process when a new student enrols after the rollover and Future student transfer is completed?
Answer: The student should be entered in the Future students profile page and once they have a status of finalised they should then be manually transferred to Current students.
Navigate to Student profiles> Future students> Search for a student and open their profile> Click the Application tab> Click View in the Applications table> ensure the Status is ‘finanlised’> Click Save or done if the status is correct.
Click the ellipses icon (three dots) in the header area> Click Transfer to current student> enter a starting date> Enter ‘STUDENT’ in the last field and Click Transfer.
Q9. What is the process when a student rolls over to the next year level but subsequently repeats their current year level
Answer: Enter a new timeline event.
Add a new timeline event for the new academic year setting the campus and year level to the same as the current one.
Q10. What is the process when a New student transfers to the new year but decides to attend another school (student does not turn up)
Answer: It is still important to keep a record of this student. The Student should be transferred to the Past students page.
Navigate to Student profiles> Current students> Search for a student and open their profile> Click the School tab> Click the ellipses icon (three dots) in the header area> Click Transfer to past student>Enter the Left data, Leaving reason (create a leaving reason of 'Student did not attend') and Leaving destination (if known), Last campus, Last year level and Peer Year can be blank -> Enter ‘PAST’ in the last field and Click Transfer.
Q11. How can we delete a Current Student?
Answer: Students should not be deleted as schools will need a historical view of all students. The only exception is if a student has been entered in error.
Navigate to Student profiles> Current students> Click the ellipses icon (three dots) in the header panel> Click Delete> enter Delete in the last field and click Delete.
Q12. At what stage do you Set the Next year as current
Answer: After the final day of the current school year. This can be completed once rollovers and bulk transferred have been completed, but before any timetable or enrolments have been completed.
Q13. What is the process when a student transfers to Past students but decides to stay at the school?
Answer: The student should be transferred back to Current students.
Navigate to Student profiles> Past students> Click the ellipses icon (three dots) in the header panel> Click Transfer to current student> Enter a starting date> Enter STUDENT in the last field> Click Transfer.
Q14. Can I modify the Academic Year or Academic Period Start and End dates if I have finished the rollover ?
Answer: Yes Start and End dates can be modified at any stage.
Q15. Is the rollover process different for composite classes (ie combined 5 & 6 year levels)?
Answer: No Students will still roll over for their respective year levels. Class set up is a different process.
Q16. How do we manage Future students who are not coming to the school(ie. have withdrawn their application)?
- If the future student application information is not required then delete the future student record. The community profile will still remain in Zunia containing information like Contacts/Relationships, Demographic, address info.
- If school wants to keep the future student and application record then change the application status (Future students > Applications) to indicate that student has withdrawn or cancelled their application. Future student profiles can then be filtered and sorted by status to help manage which students are displayed.
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