Students may promoted to higher classes after a specific duration. An admin or privileged employees need to follow below mentioned steps to start a new academic year process in School Software Pro. This configurations will be a one time task for an entire academic year.
Step 1: Create a new academic year and make it active.
Menu > Administration > Settings > Academic Year > Setup new academic year
Step 2: Create new batches for this academic year.
Menu > Administration > Settings > Manage Courses/Batches > Manage Courses > Select Course > Create batches all batches for upcoming academic year and link with different batches.
Examples:
Class 1-A 2020-21 or B 2020-21
MBA Semester 1 (2019-2020)
Previous year master fees can be imported during batch creation. If you are using a new fee structure for the upcoming academic year, this step can be ignored and new fee structure can be created after creating all batches.
Step 3: Transfer/Graduate the students. Batch transfer process will vary based on institution type. There can be multiple batch transfer in the same academic year. Please see the below given example to understand some batch transfer done between two academic years.
| Academic Year | School batch Transfer example | College batch transfer example | Training Institutes batch transfer examples |
| 2018 – 2019 | Class 1 A (2018-2019) | Semester 1 (2018-2019) | January Batch (2018-2019) |
| Semester 2 (2018-2019) | June Batch (2018-2019) | ||
| 2019 – 2020 | Class 2 A (2019-2020) | Semester 3 (2019-2020) | January Batch (2019-2020) |
| Semester 4 (2019-2020) | June batch (2019-2020) |
Step 4: Create the fee structure for the upcoming academic year.
1. Complete or check the Finance General Settings: Home > Finance > Finance Settings > General Settings
2. Create the fee structure. Menu > Administration > Finance > Fees > Create Fees
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Create all Master fees
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Create particulars inside master fees
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Create Batch/Student Category/Student wise discount if applicable
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Create Fine
3. Schedule the fee collection dates: Home > Finance > Fees > Schedule Fee Collection Dates > Create Fee Collection
4. Start collecting the fees: Home > Finance > Fees > Collect the Fees > Fee Submission by each students
Step 5: Create/Link the subjects with new academic year batches.
Subjects will be already added for courses as per our new feature. User need to link this with new academic year batches.
Home > Academics > Subjects Center > Create course subjects/Link batches
Step 6: Assign teachers with the subjects.
Home>Timetable>Work allotment>Employee allocations
Step 7: Create new timetable in below mentioned order
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Create/Update the timing sets
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Set Weekdays & Class Timing Sets
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Create the timetable
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Assign the subjects for classes
Step 8: Import/update grade book setup for this academic year
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We can Import the planner from previous academic year. Change and update the exams if it is different from previous academic year.
Step 9: Import/update transport setup for the new academic year
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Setup transport for new academic year. You can import the stops and routes from previous academic year if the settings are the same
Step 10: Configure and update other modules as required.