Table of Contents
Academic Years
Chapter 6: Academic Years
This chapter covers how to create, manage, and use academic years in the system.
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6.1 Understanding Academic Years
An academic year defines the school year period (e.g., 2025-2026) and is used throughout the system to organize:
- Student enrollments
- Fee assignments
- Attendance records
- Examination records
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6.2 Creating an Academic Year
Step-by-Step Guide
#### Step 1: Navigate to Academic Years
- Log in as Administrator
Or navigate to: [your-domain]/academic-years
#### Step 2: Click Add New
#### Step 3: Fill in Details
| Field | Description | Example |
| ------- | ------------- | --------- |
| Year | Academic year label | 2025-2026 |
| Start Date | First day of academic year | January 1, 2025 |
| End Date | Last day of academic year | December 31, 2025 |
| Is Current | Set as active year | Check (✓) |
| Description | Optional notes | Academic year for 2025-2026 |
#### Step 4: Save
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6.3 Setting Current Academic Year
Why Set Current Year?
The "current" academic year is used as the default for:
- Adding new students
- Fee assignments
- Daily operations
How to Set Current Year
#### Method 1: During Creation Check "Set as Current Year" when creating
#### Method 2: From List
- Find the year in the list
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6.4 Managing Academic Years
Editing an Academic Year
- Find the year you want to edit
- Modify the details
Deleting an Academic Year
Important: Only delete academic years with no associated data.
- Find the year (must have no data)
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6.5 Academic Year Rollover
What is Year Rollover?
Year rollover is the process of:
- Creating a new academic year
- Promoting students to next class
Performing Year Rollover
#### Step 1: Access Rollover
#### Step 2: Select Source Year
- Choose the academic year to copy from
#### Step 3: Configure New Year
- Enter new year name (e.g., 2026-2027)
#### Step 4: Select Data to Copy Choose what to copy:
- [ ] Classes
- [ ] Sections
- [ ] Subjects
- [ ] Fee Types
#### Step 5: Student Promotion
#### Step 6: Process Rollover
- Review summary
- Wait for process to complete
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6.6 Switching Academic Years
How to Switch
If you have multiple academic years, you can switch between them:
- Click on the current year indicator (usually in header)
- Select the year you want to switch to
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6.7 Academic Year Reports
Viewing Reports
Navigate to: Academics → Reports
Available reports:
- Student enrollment by year
- Fee collection by year
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6.8 Best Practices
Tips for Academic Years
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6.9 Quick Reference
Common Tasks
| Task | Location |
| ------ | ---------- |
| Create year | Academics → Academic Years → Add |
| Edit year | Academics → Academic Years → Edit |
| Delete year | Academics → Academic Years → Delete |
| Set current | Academics → Academic Years → Set Current |
| Run rollover | Academics → Year Rollover |
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Next Steps
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