It's a good idea to start early with your Year End preparation, which will save you much time on the last day of the school year. You are unable to complete the Year End process until after the final register of the academic year, but there are a number of data preparations that can be done in advance to speed up the process.
There is a printable Checklist at the base of this article to track your progress through the 10 Steps.
Start Preparing for Year End
This video link guides you through the two phases: Preparing for Year End, and Completing Year End - ScholarPack Year End Webinar 2021
At Admin > Year End you will find the 'Prepare for Year End' section ready, which provides quick links to the documentation and the reports listed below.
Here you can click on Prepare for Year End now, where there will be 10 steps to work through. The links take you directly to the relevant areas to check your data. The available date for your Year End to be completed is taken from the School Details table. It needs to be the last day students are in school, to obtain their registration codes on the final day. You can amend that date in the School Details table, if this date is a staff training day, and the final registers already taken (Admin > Config > Core Setup >School).
Before Completing the Year End Process
Please read the following guidance:
You can start your Year End checks early by going directly to the following reporting areas:
1. Check for Gaps in the Register - don’t forget former students
In order to view gaps in register please go to Reporting > Reports > Attendance (tab) > Gaps in Register by Student, select to include current and former students and here you can view all students and the date of any gaps in register if present. By clicking onto the period of missing codes this will take you to Manage Register to fill in the code. Please note it is not required to fill in gaps for Nursery students. If you cannot find the student with the gap, please ensure the 'show former students' box is ticked (and click View Register again to refresh the view).
2. Check for any N codes - don’t forget former students
To view N codes please go to Reporting > Reports > Attendance (tab) > Unauthorised Absences, leave the date range as it is, select to include former and current students and to only show unknown absences. This will then show any N codes remaining on your system over the academic year and if you click onto the surname of the student you are able to amend the code if required.
Alternatively you can use the Gaps in Register by Date report to check gaps and then check N codes.
You will find this at Reporting > Reports > Attendance (tab) > Gaps in Register by Date.
This report will display a calendar with dots in indicate gaps or N codes.
At the top of the report you can click the options to include nursery or not and to switch between looking at gaps or N codes.
If you click the circle on a date it will show a list of gaps or N codes broken down by year group.
When you click fix gaps or fix N codes this will open a new tab with the register for the day and year group for you to amend the gaps or N codes. Once you have entered the codes you can close the tab and return to the report.
NOTE: If you cannot find the N code or gap in the register on the date given, select Show Former Students (and View Register to refresh your screen) as the gap may belong to a former student prior to their leaving date.
Once you have amended all gaps or N codes in the list for the date you can click the cross in top right corner of the box to close the list. Closing this will refresh the report and you will see the circle no longer shows.
3. Add Next Year’s Holidays
If you already know your holiday dates for next year these can be entered via Admin > Config > Core Set Up > Holidays. At the bottom of the holidays table you will have the option to select a holiday type and then the dates required. You would enter the first and last day of the holiday as the start and end dates so if the holiday was one week from Monday 24th October - this would be the start date and the end date would be Friday 28th October. All holidays need to start and end on a weekday when the students are not in school, as it will close the registers on those dates.
Note: All holidays will need to be entered prior to setting up any meal pattern for the new academic year, as any holiday entered after the pattern is set up will result in meals applied (and billed) during a holiday period.
4. Create New Form Groups for September
If your Form names are changing next year you can add new Form Groups via Admin > Config > Core Set Up > Forms.
Do not amend the current form names as this will affect registers immediately, however you can add a new form group Abbreviation and Description at the top of the page to create form groups with new names. All Abbreviations and Descriptions will need to be unique (not used in any current form group).
If you wish to assign a current form name to students for the next academic year, just select 'New Form for September' in Group Updater and choose the form name when assigning the forms. This will not impact current form groupings, and will only activate once you have completed the Year End process after final registers are taken in the current academic year.
If you use ScholarPack for STEPS assessment purposes (as opposed to Simple Assessments) you may also wish to add these new form names into Admin > Config > Core Set Up > Groups in preparation for your assessment classes.
5. Assign New Form Groups for September
If you go to Admin > Students > Group Updater and change the student attribute to New Form for September you can start assigning students to their new form groups in this area.
For example if Year 0 (Reception) Tucans were moving up to Year 1 Sloths you would select Year 0 (or Reception) from the year dropdown, Tucans from the Form dropdown and New Form for September as the student attribute and click choose.
From the dropdown next to check all you would select SLO---1 Sloths (this area shows the abbreviation and the description you added when creating your form group), click Check All and then scroll down to the bottom and update. Once saved in the Current Form Group column it should still show TUC and in 2022 Form Group it will show as SLO.
You can also assign year groups in bulk here (using New Year for September as the student attribute), however the Year End will automatically roll all students up one year if this is not completed. If any student is repeating a year, you may wish to assign them their existing year group for New Year for September to avoid them being moved into an incorrect year group.
6. Check Next Year’s Form Groups
Once the form groups have been assigned you are able to check that students are in the correct groups by going to Reporting > Reports > Students (tab) > Next Year’s Form Groups.
This will display the students in their current Year and Form, alongside their next academic Year and Form (once you have completed Year End) also listed, to ensure all the information is correct. You can amend any records in Group Updater if this is not as expected.
7. Add any new Destination Schools
You can add new Destination Schools via Admin > Config > Destination School Set Up. Please check this area first to see if the school you require is already entered on the system.
You will need to know the school name, LEA Number and ESTAB Number as well as the URN.
If you do not have this information, click on Find School and LEA reference numbers in this area, it will take you to the Get Information about Schools website where you can Search for establishments to find the school you require. On the school record, under ID you will find the URN, and the DfE number contains the LEA and ESTAB Numbers.
8. Assign Destination Schools to Leavers
Once added you can then assign these destination schools in bulk to your leavers by going to Admin > Students > Group Updater - changing the student attribute to destination school. You can also set leaving dates in bulk here by changing the student attribute to date of leaving.
9. Create CTF’s in Bulk for Leavers
Once the destination schools have been set you can create CTF’s in bulk by going to Admin > Students > Export CTF > Full CTF . Select a Destination School from the Preset Destination dropdown, ensure the corect Curriculum Year is selected and click Choose. All students with that specific destination school on their profile will then display for selection in the CTF.
Attendance sessions will by default be included once you've selected the students, and then Generate Common Transfer File at the base of the screen. The CTF will be in your computer's Downloads folder (or other area if you have set this up automatically). Do not rename the CTF as it adheres to strict naming protocols, but you may wish to note the CTF numbers in order to identify which
10. Add Admissions Students
There are a number of ways to add your admissions students to ScholarPack.
If you have received an ATF file with your new September admissions students you can upload this via Admin > Students > Full ATF/CTF Importer.
Once uploaded, click to import the students required. You will need to click Import next to each student who is joining your school to add their record.
If any students are already on your system (e.g. in nursery), the record will merge with their current profile. You may wish to exclude importing those records if your information is already up to date. These students will not show in the Admissions area as their entry date is already current and they are enrolled. Do not amend their entry date on their profile.
Alternatively you can add your admissions students manually by going to Admin > Students > Add Student Manually.
Once added as long as the students have a future entry date they will appear in Admin > Students > Admissions.
In this area you can update information in bulk for these students such as their form group for next year or their entry date, by clicking on Bulk Update Admissions. Do not change the Starting Year dropdown from All Years, it will default to selecting all students who are admissions with a future entry date (or no entry date).
Please be advised when entering students this way to add their year group as the year they would be in now. For example, if a student will be entering Reception in September add them in now as -1 so when Year End is actioned they will move up one year into Reception.
If you have a CSV file with your admissions students, ensure the column headers match exactly to the headings in Admin > Students > Admissions > Import CSV. You can import the file here.
If you have students in this file who are already at your school (e.g. in Nursery), this will generate a duplicate student profile for them. You may choose to remove those students from the file prior to import, or click on the student name in the Admissions area in order to delete the new profile at the base of the extended tab. You will not be able to delete a student profile which contains attendance data, to prevent deleting the wrong profile.
Please be advised for future students to appear in reports you will need to set their admissions status to enrolled in this area. To do this go to Admin > Students > Admissions click onto bulk update admissions, change student attribute to Admissions Status and choose.
Select Enrolled from the dropdown box next to Check All, click Check All and then Update Students at the base to save.
By setting the Admissions Status to Enrolled this will also ensure that the students will show in the Register on their entry date, and display in all reports as Current Students from that date (as well as display as Future Students for reporting now). Any student who opts to attend an alternative school prior to entry can be deleted from your system at the base of their extended tab.
A common reason for new students not to display in reports from their entry date is that their Admissions Status is still set to Admission (10). Those students will remain in the Admissions area until they are enrolled.
Final Checks prior to completing Year End
- If applicable, ensure all meal payments are entered into the Admin > Meals area for the current academic year prior to completing the Year End process. Payments can only be entered into the 2022/23 academic year once Year End has been finalised. If you rely on an API data feed from ScholarPack to an external payments system, remember that once a student is off rolled they will not be extracted via the API. Do not off roll a student until you have entered all payments for them. You are advised to off roll your leavers in September for this reason.
- If applicable, check that your clubs payments are in order for the current academic year prior to finalising Year End. It is good practice to run a club just for one academic year, and once ScholarPack is set up for the new academic year you can create a new club for that year. This will speed up reporting and registers for the clubs as there will be less data to process.
- Enter all student assessment data for the current academic year prior to completing Year End, to avoid the results being saved into the incorrect academic year. Note that the Report to Parents for the Statutory Assessments will only operate in the academic year the tests were taken. You will not be able to run those reports once you are set up for the next academic year.
Full Year End Guidance