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Year End Guide

The Year End module allows you to configure ScholarPack for the next academic year. Please be aware you cannot complete the Year End process until the last day of the summer term and after the PM register, however there are aspects of the Year End that you can start before the last day of the summer term.

There are 6 essential steps (1-6 listed below), which will need to be completed and a 7th step (number 7 listed below) which is optional. The process is a linear function and the elements should be carried out in the order indicated by the time line. 

To start your Year End procedures you can use the icon via Admin >Config > Year End. 

 

 

Step 1. Introduction

Step Description Available
1. Introduction                   Assigning students to their new year and form Now
2. Archive Attendance Archiving your 2017/18 attendance data  Last Day of Term
3. Produce CTFs Create CTFs for your student leavers  Last Day of Term but can be done earlier
4. Off Roll Leavers Off Rolling your student leavers  Last Day of Term
5. Promote Students Promoting students into their new year and form  Last Day of Term
6. Set Up New Year Adding holidays for the next academic year  Last Day of Term
7. Optional Extras Setting up your classes and meals for next year  Last Day of Term

 

You will need to complete the mandatory steps before moving on and there is a key which indicates which components are mandatory, recommended or optional. The elements that are mandatory,recommended or optional will be clearly shown at each stage of the process:

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Step 1: Introduction

You cannot start the full year end process until you have reached the last day of term.  At that point you can progress beyond Step 1 however you can do some preparation before that point. Step 1 will guide through the elements that can be done.

 

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The 'Introduction' part of the process allows you to set up year and form groups ready for next year as well as destination schools. This can be completed before the last day of term.  The 4 elements that form the introduction are:

Read the documentation.  Click on the link to view the online documents that will help guide you through the Year End process.  

Complete 2017 details: Once you choose this link it will show a selection of areas within ScholarPack that can be used to prepare for the Year End process.

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Completing these steps now will speed up the process during steps 2-6 on the last day of term.

The School year is over, why can't I start Year End?.  If you have reached the end of the academic year but you still do not have access to the 'Start' button, then you may have set your end of year date in error.  Click on the link and it will take you to the school details where you can update the end of academic year date as required. 

Clicking on each item will take you to the area of the software to complete the process.   

 Fill in any Unauthorised Absences 

Clicking this link will take you to the report (Reporting > Reports > Attendance > Unauthorised Absences) showing all those students who have an an unauthorised absence including any N codes.  You can proceed with archiving your attendance data with N codes however it is highly recommended you replace them.

See any register gaps (Excluding Nursery)

We have set up the year end process to ignore any register gaps for students who are not of statutory school age (Nursery).  This means you only need to consider any register gaps for students in year Reception and above. Clicking this link will take you to the Gaps in Register by Date report found in Reporting > Reports > Attendance > Gaps in Register by Student  By selecting to show current and former students (it will only show former students for this academic year) you can use this report to show any periods of missing attendance data during the academic year. Using the 'Year' column filter (>0) you can display the age groups to exclude Nursery students and ensure that there are no gaps in your attendance before you can archive your data. You can use the **N** code to replace missing data.

 Create Destination Schools

Clicking this link will take you to Admin > Config > Destination School Setup where you can create a list of destination schools in your area. Please ensure you know the schools LEA and establishment number before continuing.

Assign a Destination School to each Leaver

Clicking this link will take you to Admin > Students > Group Updater where you can allocate a destination school to each leaver. 

Create New Form Groups for September

If the names of your form groups will be changing in September you will need to create them first by clicking this link.  It will take you to the Admin > Config > Core set up > Forms area within ScholarPack. DO NOT delete the existing form names yet as these will be required up until the end of the year.  Add the new form names to the current form list.  You CANNOT delete a form name if you have a current student assigned to that form.   Forms that have no students allocated to them are highlighted in grey and have the delete option available.

Assign a New Year for September for your current students

Assign current students to their new year group in Admin > Students > Group Updater. This is an optional process as the Year End will automatically promote students up one year if the new year for September field is left blank.

Assign a New Form for September for your current students

Assign current students to their new form group in Admin > Students > Group Updater. This is an optional process however it is highly recommended that you complete this step. 

Check if your final register has been taken

This will allow you to check that the register has been completed for the last day of term.  It will take you to the Manage Register area and by selecting the date for the fianl day, allow you to view and if required complete the register. 

Check Future Form Groups

If you have completed the sections 'New Year for September' and 'New Form for September' you can create a new class list by clicking on the link in the Year End module, the link below will help guide you through creating your class list Reporting > Reports > Students > Next Year's Form Groups

Check Admission status and entry dates

For new students at the school (admissions students) to appear in ScholarPack on their entry date, you will need to set their admission status to enrolled. The admissions module can be found in Admin > Students > Admissions, here you can assign a status to each individual student or select bulk update admissions to allocate a status to a group of children simultaneously.

View Current from Groups

This will allow you to view the current form groups Reporting > Reports > Students > Current Form Groups if you wish to check or print out the information for reference.

If you are content that you have completed as much of the preparation as needed, then the Start button will appear on the last day of the academic year as set in the holidays in Admin > Config > Core Setup.

You cannot start the full year end process until you have reached the last day of term.  At that point you can progress beyond Step 1 but there will be a warning message to ensure that all attendance data for the last day has been recorded.

Before you begin the Year End process please make sure your final register has been completed.

Click here to check your registers have been taken today.

The 'Click here' feature will take you to the Manage Register of ScholarPack with the last day of term date set.  All you will need to do is select view register leaving the Year/Form selectors blank and you will see the entire school and be able to confirm if the attendance data has been entered.

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Once you are happy, continue with the Year End Process.

 

 

 

 

Step 2. Archive Attendance

This step will archive this academic year's attendance data. Before you archive the data you should be happy that all registers are complete and any you have no gaps in the register.  You can also correct any no code (N) entries if needed.

 

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Each section allows you to complete your attendance data for the academic year. The only mandatory section is in relation to gaps in the register.  Once you have completed the Mandatory element, select the tick box next to the element and it will grey out and have a line placed through it to indicate that the process has been completed.

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Warning Message: You have attendance codes assigned to holidays/weekends

This is a warning message and you will need to contact ScholarPack support.  They will remove the attendance codes for you. 

Mandatory: Check if your final register has been taken.

You will be taken to the Manage Register area of ScholarPack. All you will need to do is select the 'This Week' quick dates, select view register leaving the Year/Form selectors blank and you will see the entire school and be able to confirm if the attendance data has been entered.

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Mandatory: See and register gaps (Excluding Nursery)

If you have 1 or more students with gaps in your register then you will need to click on the link. This will take you to the Gaps in Register report, select Choose to view all students with red spaces in the register. Clicking on the periods of missing codes date range will take you to manage register where you can fill in the gaps. 

 

 

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Recommended: You have X student(s) with unauthorised absences in your register

If you have 1 or more students with unknown absences in your register then you may possibly wish to change these N codes to other authorised or unauthorised absence codes.

Click on the link you have 1 student(s) with unknown absences in your register, which will take you to the unauthorised absences report. Leave the date set to the academic year to view those students with N codes in the register. If you are happy with the N codes you can ignore this step, however if you wish to change any codes please click on the child's surname, select a reason, tick the date range box you wish to change and click update.

Recommended: See any register gaps (Nursery only)

IF YOU ARCHIVE YOUR ATTENDANCE DATA WITH REGISTRATION DATA MISSING FOR YOUR NURSERY STUDENTS THEN AS PART OF THE ARCHIVING PROCESS WE WILL INSERT THE X CODE. THIS MEANS YOU DO NOT HAVE TO DO ANYTHING ABOUT MISSING NURSERY DATA UNLESS YOU WISH TO RECORD ATTENDANCE CODES OTHER THAN THE X CODE.

You will be informed as to how many student of Nursery age have attendance gaps however we have set up the year end process to allow you to archive your attendance data with register gaps for students who are not of statutory school age (Nursery).  Clicking this link will take you to the Gaps in Register by Student report found in Reporting > Reports > Attendance > Gaps in Register by Student.  By selecting to show current and former students (it will only show former students for this academic year) you can use this report to show any periods of missing attendance data during the academic year. Using the 'Year' column filter (<0) you can display the age groups to only show Nursery students and if you wish you can populate with an attendance code other than the X code.

 

 

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Optional: Print Attendance by Year/Form report

We would also advise you to click on the links to print a report showing attendance by year and form. This can found at Reporting > Reports > Attendance > Attendance by Year/Form.

Optional: Print Custom Attendance report

Using the Custom Attendance report will allow you to print a report showing attendance for the academic year using a selection of filters and groupings.  This can be found at Reporting > Reports > Attendance > Custom Attendance Report

Once the gaps in the registers have been corrected and you are happy with all unknown absences, the Archive Attendance for 2017 button will be available. Click this button to proceed to step 3 - Produce CTFs.

 

Step 3. Produce CTFs

You will now see a new list of steps to complete stage 3 of the process.

You may have already complete this stage prior to completing the Year End process so you can if you wish select 'I have produced all my CTF's' and continue to the next stage.

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Mandatory: Assign Destination School to Leavers

This will allow you to assign your leavers to their destination school.  This information will allow you to generate your CTFs more efficiently and have a record of the which school each student moved to.  The link will take you to Admin > Students > Group Updater .

Mandatory: Produce CTF's for this year's Leavers

Through this area you are able to produce a CTF for those leaving the school. Click the link, select a preset destination school, the curriculum year, form and Choose. You can now select check all and Generate Common Transfer File. Repeat this process for each separate destination schools and year groups. 

 

The CTF file will download into your computer's download folder or to the document area specified for your browser.

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Recommended: Create Destination Schools

Click this link to set up the destination schools for your leavers. Select Add New, enter the destination LEA number, establishment number and the destination school name and click Insert.

 

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Optional: Print of a list of Destination Schools and Leavers

This link will output a custom built report showing all the students with their destination school. 

Once you are happy that you have generated all CTF's, move to the next stage by selecting:

 

Step 4. Off Roll Leavers

This step will allow you to Off roll those students leaving.

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Mandatory: Off Roll Students

Once you have set up and allocated your destination schools you can off roll your leaving students. Click on the link to take you to the area shown below.

Select the year group and choose the leaving students from the drop down box. Next you can either select Check All or individually select which students you wish to off roll with the reason and click Off Roll at the bottom of the screen.

The students can then be found in the off roll area (Admin > Students> Search Not on Roll )

Once you have off rolled the students, it will be recorded in the mandatory tab with the option to print a list of those you have off rolled.

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Optional: Print off Admissions and Leavers Report

This will allow you to print off the leavers report  (Reporting > Reports > Students > Admissions and Leavers) including leaving reason.  

Note:  When you have off-rolled your leavers, static groups for both Y2 (if appropriate) and Y6 will be created automatically.  These groups can then be used as a filter in reports.

 

Step 5. Promote Students

To promote the students one academic year follow the processes outlined below.

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Note:  You may have already completed these processes as part of Step 1.  

Mandatory: Create new Form Groups for September  

If the names of your form groups will be changing in September you will need to create them first by clicking this link.  It will take you to the Admin > Config > Core set up > Forms area within ScholarPack. 

Mandatory: Assign a New Form for September for your current students

If you haven't already you may wish to assign students to their 2018 form group by clicking on this link which will take you through to the Group Updater in Admin > Students. This is an optional process however it is highly recommended that you complete this. 

Mandatory: Print next year's form groups

Printing the Future Form Groups report will allow you to check that you have place the students in the correct forms for the new academic year.  It will take you to Reporting > Reports > Students > Next Year's From Groups.     

 

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Recommended: Check admission status and entry dates

If you haven't already you may wish to update the status and entry date of your admissions students. Clicking on the link will take you through to the admissions module Admin > Student > Admissions, here you can assign a status to each student and update their entry dates by clicking bulk update admissions or changing the data individually.

Recommended: Assign a New Year for September for your current students

If you haven't already you may wish to assign students to their 2018 year group by clicking on this link which will take you through to the Group Updater in Admin > Students. This is an optional process as the Year End will automatically promote students up one year if new year is left blank.

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 Optional: Assign Tutors to New Form Groups

This will allow you to update the teachers and their associated form group.  If nothing has changed then you do not need to alter anything. To allot a tutor to a form then go to Admin > Config > Tutors.   

Once you are happy with your September classes please click the Promote Students button which will take you to step 6 - set up new year.

 

Step 6. Set up New Year

This step prompts you to enter the new start date and end date for the academic year 2018 and set up any holiday or training dates. To add a new holiday select Add New, choose the holiday type you wish to enter, select the dates and click Save.

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Once you are happy with the entered dates and holidays you can click roll over to 2018 to complete your year end process.

You may now wish to move on to step 7 which includes any optional extras such as bulk meals setup and assessment markbook classes, if you do not need to complete any optional extras please ignore the following section and scroll down to the final step.

Step 7. Complete Year End

This part of the year end process is optional and depends upon whether or not you are using the meal,clubs, interventions or assessment applications within ScholarPack.

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This element is split into 2 areas, assessment and meals.  If as a school you do not use either of these areas then you can move onto the Optional items.   

Assessment

Recommended: Remove students from last year's assessment classes

This allows you to remove students from their current academic classes.  It will tell you how many students are currently in the classes and the process will only remove the students from the class and not the teacher or delete the class. 

Recommended: Create this year's assessment classes.

Clicking this link will take you through to the classes module Admin > Classes. The following link will show you how to place students into their new academic class for their assessment markbooks, Admin > Classes. Alternatively please click here to view the classes video.

Recommended: Add student assessment targets

This will allow you to set assessment targets ready for the new academic year.  The link will take you to the Admin > Students > Student Targets

Recommended: Copy CP6 to Baseline

This will copy a student's CP6 assessment Step from last academic year to this new academic year.  Select the subject and year group you wish to copy CP6 to Baseline.

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Meals

Recommended: Transfer Student Meal Balances

Clicking this link will take you to the Starting Balances section of the Meals module in Admin > Meals. The following link will show you how to transfer any end of year cash balances across to the start of the new 2018 year, Admin > Meals > Starting Balances.

The following link will show you how to bulk fill student lunches for next year, Admin > Meals > Bulk Student Lunches

Recommended: Set Meal Availability

Click this link to allow you to set up the availability of meals for the new academic year.  The meals availability start date will default to the start of the new academic year.  You may also need to modify the Meal Types including changing the meals and any costs.

Recommended: Transfer Meal Patterns

Clicking this link will take you to the Bulk Student Lunches option in Admin > Meals. The key part is that if you wish to transfer the student meals patterns from last year to this, then select the 'Copy Last Year's Meals' button .

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The following link will show you how to bulk fill student lunches for next year, Admin > Meals > Bulk Student Lunches

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Optional: Off Roll Students

Click on the link to take you to the area shown below.

Select the year group and choose the leaving students from the drop down box. Next you can either select Check All or individually select which students you wish to off roll with the reason and click Off Roll at the bottom of the screen.

The students can then be found in the off roll area (Admin > Students> Search Not on Roll )

Optional: Produce CTFs for this year's leavers 

Through this area you are able to produce a CTF for those leaving the school. Click the link, select a preset destination school, the curriculum year, form and Choose. You can now select check all and Generate Common Transfer File. Repeat this process for each separate destination schools and year groups. 

 

The CTF file will download into your computer's download folder or to the document area specified for your browser.

Optional: View Current Form Groups

This will allow you to view the form as set up ready for the new academic year.  The link will take you to 2018 Forms groups report in Reporting > Reports > Students > Current form Groups 

Once you are happy that you have completed the Year End process, select the button indicated. 

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Well done you have now completed your year end process!

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