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Implementation guide

Academic-year rollover checklist

Close the old year, create the next academic context, promote students, and validate downstream calendars before reopening work. See the workflow, ownership, rollout sequence, and boundaries before choosing a school management platform.

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School leadership reviewing a printed module rollout checklist

Match modules to your board, size, and priorities.

Product screenshots

The Schoolyi screen for this work

Captured from a demo school, at a size search engines can fetch. Open the module for the rest of the workflow.

Schoolyi academic terms setup with start and end dates for the current school year
Term boundaries that attendance, exams, and fees inherit.
Schoolyi academic calendar overview with holiday, event, examination, term, and working-day totals
One calendar for holidays, terms, and exam dates every module shares.

At a glance

A useful page should answer the next operational question

Close the old year, create the next academic context, promote students, and validate downstream calendars before reopening work.

Who this is for

  • Academic coordinators
  • Registrars
  • Platform admins

Start with the evidence

Use the linked product and documentation pages to validate the workflow against your school’s data, roles, policies, and deployment.

Read the supporting material

How it works

Follow the handoffs, not just the feature list

A clear sequence makes ownership, exceptions, and the next system action visible.

  1. 01

    Close

    Freeze reporting, exports, outstanding corrections, and old-year changes with a named owner.

  2. 02

    Create

    Configure the next year, terms, holidays, grading, classes, subjects, and working days.

  3. 03

    Promote

    Move students and assignments with an exception queue for leavers, transfers, and new sections.

  4. 04

    Smoke test

    Verify timetable, attendance, fees, exams, portals, and reports against the new year.

Practical artifact

Leave with something your team can use

Copy these checkpoints into a kickoff, vendor demo, or readiness review.

  • Rollover owner map
  • Calendar freeze checklist
  • Promotion exception log
  • Post-rollover smoke test

Product truth

What to verify before rollout

Good school software copy should answer who owns the work, what the handoff produces, and which parts still depend on deployment decisions.

Validate for your rollout

Capability status

This page describes the supported workflow boundary. Confirm configuration, integrations, data, and policy requirements in a representative pilot before committing to production.

Teams in the workflow

  • Academic coordinators
  • Registrars
  • Platform admins

Deep dive

Decisions, handoffs, and boundaries

Use these details to turn a product page into an implementation conversation.

Calendar first

Downstream modules inherit dates and should not be reopened until the new calendar is trusted.

Avoid silent changes

Keep an exception log for students, guardians, fee rules, and staffing decisions that need human review.

Reconcile before reopening

Compare promoted students, class counts, fee assignments, attendance dates, and one family-facing output with the prior-year closeout before broad access returns.

Evidence layer

Read the supporting product and implementation material before making a capability claim.

Questions, answered

Straightforward answers for visitors evaluating the product.

Can the old year remain available?+

Historical access should be planned by role and reporting need; do not treat rollover as deletion.

Test the answer with a representative record and role before making it part of a live term workflow. Capture the expected result and the exception path so the team can verify it after launch.

What is the minimum smoke test?+

Test one student, one class, one fee, one attendance day, one timetable period, and one family-facing output.

Before the first collection cycle, reconcile one paid, partially paid, and overdue student account so the family receipt and finance view agree. Keep any tax, gateway, refund, or accounting boundary as an explicit deployment decision.

Does rollover overwrite historical records?+

It should not. Treat the old year as historical context and review promotion or transfer exceptions before committing the new academic-year state.

Test the answer with a representative record and role before making it part of a live term workflow. Capture the expected result and the exception path so the team can verify it after launch.

Continue exploring

Related planning and product pages

Follow the next link based on the question your team needs to answer.

Students walking together across a school campus at sunset

Turn the page into a rollout conversation

We can walk through the workflow with your school’s roles, calendar, data, and first-term priorities.

Book a demoSee all modules

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