How to prepare for a new academic year - MIS schools

Navigating to Admin > School Options > End of Year will take users to a check list, enabling them to work their way through the end of year process one step at a time. What's more, the tasks don't all have to be done in the same session, allowing schools to undertake each task in their own time. 

Check your term dates

The first step is to set up next year’s academic calendar. Navigate to Admin > School Options > Calendar Setup and in the term dates for dropper, choose the appropriate academic year.  

Check the term dates and amend in line with your upcoming school calendar, inclusive of any Inset days. For example, if your pupils start back on the 5th September, but the school is open for staff from the 3rd September, input the 3rd September 2018 as the start date. 

Once you’re happy the dates are correct, click save term dates.  This will then populate the calendar.

Finally, for any inset days, click on the appropriate date in the calendar and change the status from  O:Open  to T:Training.  

Click on the Save  button.

Export Leavers

This can be done at any point before the end of the summer term as the pupils' status does not change from live to archive until the leaving date is reached e.g. 31/08/2018.

First, use the Filter to select the relevant year group and then all the pupils who will be going to the same destination. To do this, click on the Pupil Picker  (the number next to the word Filters ), tick the required pupils and click Apply.

Alternatively, pupils can be selected via Pupils > Pupil List. Use the Filter to select the relevant year group, then tick the required pupils. Select  Choose Pupils from the Pupil actions dropper.

Having selected the relevant pupils, navigate to Go to  Admin > Export > Leavers Wizard.

Select the Destination LEA  and  Destination School from the droppers - this will auto populate the Destination Establishment Number and School Name.

Under Leaving Details , click on End of Year - this automatically populates the date with the end of the academic year e.g. 31/8/2018. 

Select Why are they leaving?  from the dropper and choose the correct reason. 

By default, there will be a tick in the Generate a CTF for these leavers  box so click on Continue.  You will then get a window confirming the pupils to be archived. Click confirm .

This will then take you to the CTF generation page. Check the details and click Generate CTF.  The CTF will then be sent to your downloads folder, ready to send via your school’s usual secure data transfer application e.g. Any Comms, S2S.

Import Joiners

There are two options for adding pre-admission pupils; importing an ATF or inputting them manually.

Import an ATF

Navigate to Admin > Import > Import Wizard and  click on Choose File . Locate the ATF and click on upload .

This will then take you to the Import page where it will detail who and what is in the ATF. The pupils will be listed alphabetically by surname with their status as NEW

Note - Please click in the Start Date box and add a start date. If no Start Date is added, the pupils will be loaded as live, with a Start Date as the date of the current import.

Click Continue and the pupils will be loaded as Pre-admissions.

Manually adding Pre-admission pupils

Navigate to Pupils > Pupil List  then click Fast Add Pupils .

Add the pupils' Surname, Firstname, Date of Birth, Year Group (the Year Group they will be starting in) and change the Status to Pre-Ads.

Set-up new classes

There are a couple of options when setting up your school’s new class structure for the next academic year.

Option 1. Move up in each current class to a new class with no changes.

Option 2. Move pupils into new mixed classes.

Option 1

Navigate to Pupils > Groups and click on the existing class name to open up the class details. Click on the Edit tab on the left-hand side, then click Create Future Group .

This will then produce a future class (new class for next year), with all the pupils added, but with the current class name. Now change the class name to that of the new class by clicking on the Edit tab and renaming the class. Click  Save.

Note - The class name can be the same as existing classes, but best practice is to temporarily add the new academic year after the class name to avoid confusion during the transition e.g. Badgers 2018/19.

Finally, amend the Users assigned to each class by clicking on Users , remove any staff not associated with that class for next year and add in new ones as necessary. 

Option 2

Navigate to Pupils > Groups , open the Display Options on the right-hand side and put a tick in the Future box. Click Refresh.

The page will now display an additional section called Futures .

Click on the button in the Futures column and add your new classes. New classes can now be populated in the usual manner. 

Note - The year group you select will be year group the pupils are currently in i.e. if the new class is for Year 6 pupils select Year 5 pupils.

For more information on creating new groups/classes, see ' How to set up classes '. 

Staff Leavers

In order to comply with GDPR, it is important to review who has access to your MIS. 

Has there been any staff leavers during the year?

Will there be any leaving at the end of term?

If yes, does their contract have an end date and have they been archived?

Ending a staff contract

Navigate to Admin > Staff and click on the staff member. Click on the  Salary & Contracts tab on the left-hand side - this will show their active contracts. Click on the Edit tab of the contract. Next, open the  Contract Details window, add the end of contract date into the  End Date field and click Save .

Archiving Staff

Navigate to Admin > Staff and click on the staff member to be archived.

Click on the Edit tab at the bottom the of the window and click Archive.  This will bring up a prompt - click  OK .

Add the staff leaving date in the End Date field and click Save .

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