Key Steps
This guide also includes steps for setting up a new school year, including student migration and grade configuration.
Step 1: Verify Student Grades
Before generating contracts, confirm that all students are listed in the correct grades for the school year you are generating contracts for. This ensures accurate contract generation, which is always based on the students' grades of the year the contracts are generated for.
Note that data such as students and grades does not automatically carry over between school years, so this step is crucial for ensuring accurate records.
Step 2: Access Contract Generation Tool
Navigate to the contract generation tool in the system.
Select the specific school year for which you are generating contracts.
Step 3: Confirm Student Listings
Ensure that all students in the selected grade (e.g., 4th grade) for the school year (e.g., 25-26) are correctly listed.
Step 4: Migrating Students from year to year
Go to the school structure setup section.
Locate the student migration tool.
During this process, ensure that you map student statuses and grades from the previous year to the new year to maintain accurate records.
Step 5: Select Migration Parameters
Choose the school year you are migrating from and the school year you are migrating to.
Step 6: Define Student Status
Specify the status of students to migrate (e.g., all active students from 25-26).
Select the specific grade for migration.
Step 7: Migrate Students
Decide whether to migrate entire grades or individual classes.
Select the grades on the left that you want to migrate to the right.
Step 8: Confirm Migration Details
Ensure that the right school year (e.g., 26-27) is selected for migration.
Confirm the source of the students (previous school years).
Step 9: Execute Migration
Click on the 'migrate all' option.
The system will add a record for the new school year without removing students from the current year.
Step 10: Generate Contracts
After migration, proceed to generate contracts for the new school year.
Ensure that both new and returning students are included in the contract generation.
Cautionary Notes
Always double-check student listings before migration to avoid errors.
Ensure that the correct school years are selected to prevent data loss.
If grades are not appearing, verify that they have been added in the School Structure and linked to the school year.
Tips for Efficiency
Regularly update student statuses throughout the year to simplify the migration process.
Use filters in the migration tool to quickly find specific classes or grades.