Year Start FAQs

Many schools will have completed Year End in July, and some opt to get set up in late August or September prior to the students returning.  Some of the most common issues schools may face at the start of the new academic year, or once Year End has been finalised, are outlined below. At the base of this article you will find a Year Start Checklist you can download to print.

Accessing ScholarPack

I can’t log into ScholarPack

If you can’t remember your password please speak to an Administrator at your school. For security purposes we are unable to reset passwords.  

Please be aware usernames and passwords are case sensitive, and ensure there are no spaces before or after each entry.  

Check that on the login page that your school name shows at the bottom underneath the login box as you may have accidentally logged onto a different site.

 

Students

Why do I have Year 7 (junior & primary schools) or Year 3 (infant schools) students on roll? 

It is possible that the leavers were not off-rolled in the final stage of the Year End process. Go to Admin > Year End.  If the Year End has been completed you will have Step 7 of your year end available where there is an option to off-roll students in bulk under the optional tab.   

Remember that your leavers are now in Year 7 (or Year 3), so do not remove Year 6 (or Year 2) from ScholarPack. Confirm the names of the students before bulk off rolling them.

 

How do I look at Attendance/Assessment data historically?

If you wish to look at attendance data for the previous academic year (2021-22) you can go to Reporting > Reports > Attendance (red tab) > Custom Attendance Report and change the date range to last academic year.  You can then run the report and the student data will show in the year the students are in now (so you will need to select Year 1-7 in order to display attendance when they were in Year 0-6 the previous year). For example, if a student was in Year 6 last year then the attendance data will show under Year 7 this year.  If you do not have a Year 7 academic year setup in ScholarPack this can be added via Admin > Config > Core Set Up > Years; setting this up will allow you to see your off roll students' data. 

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Please ensure you select to include former students when running the report if you are wanting to see previous years students who have now left.  

My Year 6 (junior & primary schools) or Year 2 (infant schools) class has disappeared.

Please go to Admin > Students > Search Not On Roll it may be that these students were accidentally off rolled as part of the year end process.  If this is the case you can click the green reinstate button from this area to add these students back onto your current roll. You will need to amend the entry dates in the extended tab back to the student's original entry date (these can be found on the ancillary tab of the student profile under school history).  You may wish to delete the school history for this accidental off rolling on each student profile; this can be actioned on the student's ancillary tab by clicking onto the white cog next to school history and clicking delete.

               

Register

My register is not showing.

It may be that you have a holiday entered on this date.  To amend this please go to Admin > Config > Core Set Up > Holidays.  

If today’s date is entered (or included) in any of the holiday periods, this holiday will need to be removed and entered with the first and last date of the holiday e.g. if the holiday ended on 5th September and the students return on the 6th September the last day of the holiday should be listed as 5th September.  The dates within a holiday period will close the student registers and assign an attendance code of # to mark it as a holiday. 

 

My students are not showing in the correct form or year groups.

This may mean that Year End has not been fully completed, you can view this at Admin > Year End.  

If Year End is complete please click on Reporting > Reports > Students (blue tab) > Current Form Groups, split the report by Year & Form and select Choose to check your form lists.  

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If either a year group or form group are incorrect, you can amend them individually on the extended tab of the student profile.

Alternatively to update the students in bulk please go to Admin > Students > Group Updater, change the year and form to the current year and form the students are assigned to and change the student attribute to either Current Year Group or Current Form Group depending on which needs to be amended.

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Meals

Why aren’t my meals showing or why can’t I assign meals?

It may be that the meal availability has not yet been set.  To set this please go to Admin > Meals > Set Meal Availability.  Next to any meals you require please click onto Assign all Year; this will ensure that the meals are available going forward.  If there are any new meal options this academic year they will need to be entered in Admin > Meals > Set Up Meal Types (and then made available for the academic year using the above process).

 

None of my students' meal balances are showing.

If Year End has been completed please go to Admin > Meals > Carry Balance Forward, click Choose at the top, select Check All, scroll to the bottom and select Update. This will copy over any credits or debts to the new academic year.  If you would like to carry balances forward for off-roll students please repeat the above steps ticking 'include only off roll students' at the top. This will ensure that any credit or debt has been brought forward from the previous year.  (NOTE: the report will say "Carry balance from 2022 to 2022" - do not amend this)

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NOTE: There is not an equivalent area in ScholarPack for carrying forward Staff meals balances, so if you have not printed off your staff meals closing balances for the previous year in order to manually enter them as opening balances this year, please contact the Support Team who can arrange a technical ticket for this.

Why are there no meal patterns this year?

Meal patterns are only assigned for one academic year, so you will need to re-set them for the 2022 academic year. If you go to Admin > Meals > Bulk Student Lunches, select a Year from the Group dropdown, you can Copy Last Year's Meals at the base of the table. Alternatively you can select 'Assign All Year' for individual students and select their meal option from the Assign dropdown at the base of the table.

NOTE: Meal options may change in Year 3 due to the ending of Universal Free School Meals for those students.

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The meal payment date is still showing as 2021.

First, check that you have completed Year End. Go to Admin > Year End to ensure it has been actioned as the academic year dates ought to have been set in the final stages here. This will need to be completed to ensure all students are now in the correct Forms and Year Groups for this new year, as well as archiving last year's attendance and assessment data. 

If the meal payment date is still showing as 2021, then in  Admin > Config > Core Set Up > School, the Year Start and Year End dates are still displaying as last year’s dates. Amending these to the academic year 2022 dates will update the meals area (and other reports). Do not amend these dates, though, if Year End has not been fully completed, as you will need to complete that process. 

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STEPS Assessment

My registers are correct but the STEPS assessment markbooks are showing incorrectly.

When completing the Year End process, students will have been moved into new forms and year groups, but the Admin > Classes area in ScholarPack will need manually changing (if you use the STEPS assessment module). In ScholarPack, assessment classes are not linked to registration classes in the original STEPS assessment module). If you go to Admin > Year End you will find direct links in the Recommended section to enable class management for the STEPS Assessment module.

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To set up the assessment classes for the new year please go to Admin > Classes - here you can view the classes that are currently set up. If your class names have not changed you will still need to remove last year's students from these classes as the children will now be assigned to the incorrect class. Please email support@scholarpack.com with your permission for us to bulk remove the students from these classes. Once this has been completed you can then re-add the students into the correct year group via Admin > Classes > Add Students to Class.  

If your class names have changed you can request via support@scholarpack.com for all classes and students to be removed and we can then refresh this area so that you can set up the correct classes for this year. If your class names have changed you may need to copy these across from Forms to Groups in Admin > Config > Core Set Up > Groups > Auto fill from Form Groups/Pastoral Groups.

Please be advised that by removing the students or classes this will not remove any data as all assessment data is attached to the student not the assessment class.

For further information on setting assessment classes up please see this guidance: Create Classes

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The teachers can’t see their class STEPS assessment markbooks.

In the STEPS assessment module, teachers need to be assigned to an assessment class in order to view the markbook in Workspace. First check that you have amended your classes for the new academic year, which means ensuring the correct students and staff are assigned to the classes. In Admin > Classes Click on a cog next to a class in order to view the allocation. 

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If the students are correct but the teachers have not been changed, go to Admin > Classes > Add Teachers to Class, find the member of staff, select the year group for the class and Choose to select. You can then tick the box next to any markbook they need to view, and remove any classes they do not need by clicking on the X under 'current allocation'.  

Staff

A teacher isn’t appearing in Admin > Config > Tutors.

To appear in this area a member of staff will require a ScholarPack logon with the Teacher role assigned. To add this please go to Admin > Personnel > Staff, find the member of staff and on their profile click Create to set up a username and password.  You will need the Admin and System Admin user roles to do this. 

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I need to change a password for a member of staff or create a login for a new member of staff.

In order to create a logon for a member of staff on ScholarPack, or set a new password, you will need to have the Admin and System Admin user roles.  To check your user roles please go to Reporting > Reports > Staff (green tab) > ScholarPack Users.

If you have the Admin and System Admin roles please go to Admin > Personnel > Staff - find the member of staff you require in the drop down list. Next to the staff member's photograph click Create and you can then assign a username, password and assign user roles.  In order to amend a password or user roles please click onto Change password/roles next to the photograph.

For further information please check the links below:

Change Passwords and Roles

How do I create a login for a member of staff?

Adding, Editing and Removing Staff Profiles

 

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If you have created or amended a password for a member of staff, they will need to go to Home > My Password in order to set a confidential password. 

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