Year End Guide

 

The Year End module enables 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 process that you can start before the last day of the summer term.

There are six 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 each section needs to be carried out in the order indicated by the time line. You cannot go back to a previous step once you have passed it.

To start your Year End procedure to go Admin > Year End

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We also have video guidance here (for academic Year 2020/21. The process is the same for 2021/22):

Step Description Available
1. Introduction                   Assigning students to their new year and form Now 
2. Archive Attendance Archiving your 2021/22 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, managing clubs  Last Day of Term

 

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

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Prepare for Year End

You cannot start the full Year End process until you have reached the last day of term.  You will be able to read the documentation in advance though, which will guide you through the reports where you can check your data is complete for the academic year. 

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Step 1: Introduction

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.  

Prepare for Year End Now (with checklist)

Once you choose this link it will show a number of areas within ScholarPack that can be used to prepare for the Year End process. The Start Preparing for Year End document will also help you with your preparation. There is also a printable Year End Prep checklist at the base of this article. 

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

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 table where you can update the end of academic year date as required (the last day students are in attendance). 

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

See any N Codes

Clicking this link will take you to the report (Reporting > Reports > Attendance > Gaps in Register by Date) showing all those students who have any N codes.  You can proceed with archiving your attendance data with N codes however it is highly recommended you replace them. Click on a blue circle and it will inform you which year group the N codes apply to, and provide a direct link to the codes in Manage Register.

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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 (Reporting > Reports > Attendance > Gaps in Register by Date).

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Clicking on a red circle will inform you of the year group this gap applies to, and then a Fix Gap link to the Manage Register area to enter attendance codes.

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 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 school's LA, establishment number and URN before continuing. You can find these numbers if you click on the link via 'Find School and LEA Reference numbers' in this area.

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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 edit the existing form names yet as these will be required up until the end of the year.  Add any new form names to the current form list, and ensure none have the same abbreviation or description.  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.  It is only important for students who may be repeating a year group, to ensure they do not get rolled up one academic year with Year End.

Assign a New Form for September for your current students

Assign current students to their New Form for September in Admin > Students > Group Updater. 

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 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. Remember to include Future as well as Current students

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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.

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.

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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.

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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, with no attendance codes in holidays and 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 mandatory area relates to codes in holidays and gaps in the register.  

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Attendance Codes in Holiday dates

Mandatory: You have attendance codes assigned to holiday dates

If you have any students with attendance codes in holidays (e.g. a student with a G code, or nursery pattern X code input prior to a holiday being entered on ScholarPack) , select "Click Here" to see the holiday period that contains the codes. You will then be presented with the below table which identifies any codes in holidays you may have.    

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Click on "Manage Codes" and you will be taken to the Manage Register area for the holiday dates in question. Ensure the Only show holidays box is ticked at the end of the row above View Register, as well as Show Former Students

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Select View Register and all students on roll (plus former students who were on roll during those dates) will appear in a table for that holiday period. Scroll down and across to view any students with attendance codes in the holiday period. If you can confirm that date is a valid holiday period, at the base of the page you can do the sum and then "Remove displayed codes".

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If the holiday date was entered in error, you can adjust the date in Admin > Config > Core Setup > Holidays (delete the old holiday then enter a new one with correct dates if required).

Repeat this process until all codes in holiday dates have been removed. 

Mandatory: See any register gaps (Excluding Nursery)

If you have one 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 by Date report. Dates where there are students with no attendance code will be highlighted in red.

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Click on the date so see in which year group the students can be found.

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and by selecting Fix Gaps, you will be taken to manage register for the date specified. From here you can add the appropriate attendance code. If you do not see the gap for any student, tick Show Former Students and then View Register again, as the gap may belong to a student who has left during the school year.

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Download Attendance Reports by Year & Form

Mandatory: Print Attendance by Year/Form report

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.

Note: ScholarPack does not store historic form groups therefore it is not possible to report on historic forms in ScholarPack once Year End has been completed.  

Download Custom Attendance Report

MandatoryPrint 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

Download Covid Sub-categories by Form

MandatoryPrint Covid Sub-categories Codes by Group report

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We would advise you to click on the link for the Covid Sub-categories Codes by Group report. This will take you to Reporting > Reports > Attendance > All Codes by Group Report. Check the dates are representative for your 2021/22 Academic Year, then run the report. You will get a breakdown of each Covid Subcategory code used that year by Year Group and Form. The Codes by Form will not be available after Attendance Data has been archived and students are promoted to their new forms for the 2022/23 academic year.

Once the gaps in the registers have been corrected and you are happy with all unknown absences, the Archive Attendance for 2021 button will be available. Click this button to proceed to Step 3 - Produce CTFs.

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Optional: Gaps in Register (Nursery)

Recommended: See any register gaps (Including Nursery)

If you archive your attendance data with registration codes missing for your nursery students, then as part of the archiving process ScholarPack 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 report found in Reporting > Reports > Attendance > Gaps in Register by Date. 

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 This functions in the same way as the process for removing gaps for statutory aged children described above. 

Recommended: See any N Codes 

This will take you to the Reporting > Reports > Attendance > Gaps in Register by Date.  This time the report will be configured to show you where there are N Codes recorded.  The dates where there are N Codes will be highlighted in blue and as with gaps in register you can click on the date to see in which year group you have N Codes recorded and if required change the attendance code.

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For Department for Education guidance on Attendance Codes (click here).

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Step 3. Produce CTFs for Leavers

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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Recommended: Create Destination Schools

This is only required if any leavers are going to a school you don't have set up on ScholarPack already. The link will take you to Admin > Config> Destination School Setup. Select Add New, enter the destination LEA number, establishment number, URN and the destination school name and click Insert.  If you need to check the school's details, click on 'Find School and LEA reference numbers' and the link will enable you to search for the school by name.

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Recommended: 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.

RecommendedProduce 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. 

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

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. 

Please note that once a student is off rolled, they will no longer be visible in the Parents App or in API data transfers to integrators. Please ensure you are ready to off roll your students at this stage. If you wish to delay off rolling in order to clear payments with online payment integrators, you can move to the next stage of Year End and will have another opportunity to off roll in bulk in Step 7. 

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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.

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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 (selected from  the dropdown menu) 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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Download Admissions and Leavers Report (optional)

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 new Forms and Year Groups

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 new form group by clicking on this link which will take you through to the Group Updater in Admin > Students> Group Updater. This is an optional process however it is highly recommended that you complete this. If you do not assign a New Form for September then the student will remain in the same form group next academic year, which may create problems with the registers.

Mandatory: Print next year's form groups

Printing the Future Form Groups report will allow you to check that you have placed the students in the correct forms for the new academic year.  It will take you to Reporting > Reports > Students > Next Year's From Groups. It is advised to include Future as well as Current students and to split by Year & Form if you have multiple forms per year group. Check the 2022 Year and 2022 Form is correct for all students to ensure registers are accurate in September. 

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

If you haven't already you may wish to assign students to their 2022 year group by clicking on this link which will take you through to the Group Updater in Admin > Students > Group Updater. This is an optional process as the Year End will automatically promote students up one year if new year is left blank. It is only important if a student is repeating an academic year.

Recommended: Check admission status and entry dates

You may wish to update the admissions status and entry date for your admissions students. Clicking on the link will take you through to the admissions module at Admin > Student > Admissions. Here you can assign an admissions status to each student and update their entry dates by clicking bulk update admissions or changing the data individually.

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Assign Tutors (Teachers) to new Form Groups

 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 allocate a tutor to a form then go to Admin > Config > Tutors.  You may opt to assign Tutors after your have completed Year End. Check Reporting > Reports > Students (tab) > Class Numbers to ensure the correct teachers are assigned to each form. 

Note: Teachers will need to have a staff profile and login with Teacher user role in order to appear in the Tutors area.

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.

Make sure with students moving from Early Years into Key Stage you check any fields such as "Class Type" or Part Time" on their Student Profile's Extended Tabs, as these do not change automatically. 

Step 6. Set up New Year

This step prompts you to enter the new start date and end date for the next academic year 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 the new academic year. and 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 Assessment, Meals or Clubs modules within ScholarPack.

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First you are advised to set your Staff Attendance Patterns for the new academic year (e.g. P codes for part time staff).

The other three categories are: Assessment, Meals and Clubs.  If as a school you do not use these areas then you can move onto the Optional items.   

Set Staff Attendance Patterns for the new academic year

Recommended: Manage Staff Attendance Patterns

This will take you to the Admin > Personnel > Manage Staff Attendance Patterns and allow you to input any staff attendance patterns for the year ahead.  Staff Attendance Patterns do not automatically transfer over each year.

Assessment

STEPS Assessment (if used) 

Recommended: Remove students from last year's assessment classes

Steps Assessment: 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.

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

Recommended: Add student assessment targets

Steps Assessment: 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 (Checkpoint 6/Summer 2) 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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Simple Assessments (if used)

Recommended: Copy final assessment data to Baseline, and set Targets for the new academic year

All current assessment schemes will already be available in the Simple Assessment markbook, using future form and year groups created in Step 5 (promoting students). Click on the link to copy the final assessment data to Baseline and add student assessment targets. 

Select the assessment scheme, the subject(s) and year group(s) from the markbook filters. Ensure the new academic year is selected (2022), and the checkpoint is baseline.

To bulk fill data for all students using the last checkpoint, click Fill gaps and choose Copy from previous checkpoint. Where a mark has been entered for that student previously (e.g. Checkpoint 6 in 2021/22), the mark will be used for the baseline.  In the example below, the students were in nursery previously, and will have baseline marks filled as they start Reception in September.

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Note: depending on the way the scheme is configured and which checkpoints have had data entered, this may not be the summer term 2022 data.

It is only possible to set a baseline where a scheme has been configured to include a baseline checkpoint. Data cannot be copied between different schemes e.g. EYFS data cannot be used as a baseline for KS1 English. 

Data entered as a baseline for the new academic year can be edited/adjusted through the Simple Assessment markbook if required once the new academic year has begun.

Setting Targets: You will find Targets in the Checkpoints dropdown. You will be able to set End of Year and End of Key Stage Targets for your assessment classes for the new academic year. 

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Meals 

The following article will show you how to manage your meal balances, meal availability and meal patterns for the new academic year: Meals and Year End on ScholarPack

Transfer Student Meal Balances

Recommended: Transfer Student Meal Balances

Clicking this link will take you to the Starting Balances section of the Meals module in Admin > Meals > Carry Balance Forward.  You may also transfer the balance for student leavers in order to send debt letters, by ticking Include Former Students prior to clicking Choose.  Do not change the Year from the dropdown. 

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Click on Choose, and you will see all student closing balances for 2021/22. You have the option to Check All in the final column in order to ensure that is the starting balance for 2022/23, then Update to save. mceclip17.png

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Set Meal Availability

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.

Transfer Meal Patterns

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.  Ensure all holidays are entered at Admin > Config > Core Setup > Holidays prior to setting up the meal patterns.

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Remove Meals in Holidays

Recommended: Remove Meals entered on days the school was closed

Clicking this link will take you an area where you can remove any meals assigned during school holidays in the previous academic year. This may have arisen due to a meal pattern being set prior to a holiday period being entered into ScholarPack. 

Clubs

Add or Edit Clubs Payments

Recommended: Add or Edit Payments for Clubs

This will take you to the Manage Payments tab in the Clubs area.

Enter Student Club Leaving Dates

Recommended: Student Club Leaving Dates

This will take you to the Edit Club Membership area within the clubs module.  It is advised to enter an End Date for all students in a club prior to setting up new clubs for the 2022/23 academic year. Use this link to read the clubs documentation. 

Create New Clubs for the Coming Year

Recommended: Create New Clubs for the Coming Year

Click this link to set up the new clubs for the 2022 Academic Year.

Final opportunity to off roll leavers in bulk and send CTFs

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Optional: Off Roll Students (You will most likely have already completed this process, so be careful not to off roll the incorrect students).

At Step 4 you ought to have off rolled your leavers, and students were promoted to their new Year Groups. Do not off roll the students again, as the Year 6 students on your system now will be last year's Year 5 students.  Your last year's Year 6 will now be in Year 7. If for some reason you did not off roll them at Step 4, please select their new Year Group (e.g. Year 7) to off roll them now.

Select the year group and select 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 

You are able to produce a CTF for those leaving the school, if you did not generate the files at Step 4. Remember that due to already promoting the students to new Forms and Year Groups at Step 5, these students will now be in the academic year above.  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. 

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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 2022 Forms groups report in Reporting > Reports > Students > Current form Groups.

Once you are happy that you have completed the Year End process, select the "I have completed year end" button.  

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  Well done you have now completed your year end process!

The screen will still display the recommended steps for staff attendance, assessment, meals and clubs, in case another staff member needs to access this to configure your student and staff data. 

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