Hudace guide

Academic year rollover, done in order

Most rollover errors come from opening a new year on top of an unfinished old one. Order matters more than speed.

Close the old year first

Freeze marks, issue final report cards, lock attendance, reconcile fees and record leavers before any promotion runs.

Keep the closed year read-only

Report cards and transfer certificates for the old year must stay accurate for years, so archive it instead of editing it.

Run promotion as a preview

Check counts per class before committing. If Grade 5 had 120 students and 4 left, Grade 6 should show 116 plus new admissions.

Build the new year structure

Set terms and holidays, map sections and class teachers, then rebuild timetables, fee plans and transport routes for the new session.

Takeaway: start six to eight weeks early

April-session schools should plan from February. September-session schools should plan from June, before staff leave for the summer.