How To Migrate Your Portal To The New Academic Year?
Students may be promoted to higher classes after a specific duration. An admin or privileged employee needs to follow the steps mentioned below to start a new academic year process in the portal. The configurations will be a one time task for an entire academic year.
Step 1: Create a new academic year and make it active.
Menu > Administration > Settings > Academic Year > Setup new academic year
Step 2: Create new Class (Class/Section/Intake/Semester) for this academic year.
Menu > Administration > Settings > Manage Year/Classes > Manage Years > Select Year > Create classes all classes for upcoming academic year and link with different classes.
Class 1-A 2020-21 or B 2020-21
MBA Semester 1 (2019-2020)
Previous year master fees can be imported during class creation. If you are using a new fee structure for the upcoming academic year, this step can be ignored and a new fee structure can be created after creating all classes.
Step 3: Transfer/Graduate the students. the class transfer process will vary based on institution type. There can be multiple class transfers in the same academic year. Please see the below given example below to understand some class transfers done between two academic years.
| Academic Year | School class Transfer example | College class transfer example | Training Institutes class transfer examples |
2018 - 2019 | Class 1 A (2018-2019) | Semester 1 (2018-2019) | January Class (2018-2019) |
| Semester 2 (2018-2019) | June Class (2018-2019) | ||
2019 - 2020 | Class 2 A (2019-2020) | Semester 3 (2019-2020) | January Class (2019-2020) |
| Semester 4 (2019-2020) | June Class (2019-2020) |
Step 4: Create the fee structure for the upcoming academic year.
1. Complete or check the Finance General Settings: Home > Finance > Finance Settings > General Settings
2. Create the fee structure. Menu > Administration > Finance > Fees > Create Fees
Create all Master fees
Create particulars inside master fees
Create class/Student Category/Student wise discount if applicable
Create Fine
3. Schedule the fee collection dates: Home > Finance > Fees > Schedule Fee Collection Dates > Create Fee Collection
4. Start collecting the fees: Home > Finance > Fees > Collect the Fees > Fee Submission by each student
Step 5: Create/Link the subjects with new academic year classes.
Subjects will be already added for Years as per our new feature. The user needs to link this with new academic year classes.
Home > Academics > Subjects Center > Create yearsubjects/Link classes
Step 6: Assign teachers with the subjects.
Home>Timetable>Work allotment>Employee allocations
Step 7: Create a new timetable in the below-mentioned order
Create/Update the timing sets
Set Weekdays & Class Timing Sets
Create the timetable
Assign the subjects for classes
Step 8: Import/update grade book setup for this academic year
We can Import the planner from the previous academic year. Change and update the exams if it is different from the previous academic year.
Step 9: Import/update transport setup for the new academic year
Setup transport for the new academic year. You can import the stops and routes from the previous academic year if the settings are the same
Step 10: Configure and update other modules as required.
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