Student Records End of Year Processes Checklist
Important!
The student database is integrated with all areas of TASS.web; it is important that the timing of the End of Year update is planned and coordinated with all TASS users.
For example, you should check with your accounts department that there is no further requirement to process year group level based fee transactions in the current school year. You should also check that Academic Reporting Periods have been archived.
Ensure the 'Academic Reporting Checklist - End of Reporting Period' has been completed before proceeding.
Step | Menu Option | Details | |
|---|---|---|---|
1 | Next Year Status | Update the 'Next Year' field in Student Admin > Student Records > Student Information > Students for students who are 'Leaving' or 'Repeating'. You don't have to set the 'Leaving' flag for Year 12 (or your final year students) as this can be done in bulk using Student Admin > Student Records > Year End Processing > Enter DOL for Seniors. These students will not have their 'Year Group' advanced when the Advance Student Year Groups program is run — refer to Step 3 below. For students who will be re-entering the school in the future, change their 'Next Year' field to 'Re-entering'. These students can then be re-processed through the Enrolments module by reinstating them in Student Admin > Enrolments > Enrolment Information > Reinstate an Enrolment. | |
2 | Date of Leaving | For all students in the final year group at your school, a 'Date of Leaving' must be entered. This process can be completed using Student Admin > Student Records > Year End Processing > Enter DOL for Seniors. Alternatively, a 'Date of Leaving can be manually entered onto the individual Student Record using Student Admin > Student Records > Student Information > Students. | |
3 | Learning Support | For all students leaving the school, any associated Support and Class Plans in the Learning Support module should be set to 'inactive'. This can be done from Staff Kiosk > Staff > Learning Support > tick the checkbox for each student that is leaving, click the ‘Bulk Actions’ button, then click 'Set to Inactive'. A ‘red warning’ icon will display next to students who have a Date of Leaving entered in Student Admin > Student Records > Student Information > Students to indicate that they are no longer current at the school. | |
4 | Advance Year Groups | All student year groups should be advanced before any new enrolments being transferred from the Enrolments module. Use Student Admin > Student Records > Year End Processing > Advance Student Year Groups to increment the 'Year Group' of each student. Students marked as 'Repeating', 'Leaving' or have a 'Date of Leaving' are excluded from this process. Do not run the Advance Student Year Groups program until all 'Date of Leaving' entries have been made. | |
5 | End of Year Transfer | Student Admin > Enrolments > Enrolment Information > Transfer to Current. This process should be completed in coordination with Enrolment staff. This menu path option transfers all students who are ready to commence at the school from the Enrolments to the Students module. Do not run Student Admin > Enrolments > Enrolment Information > Transfer to Current until the Advance Student Year Groups program has been run. | |
6 | Transfer Students to Past | Student Admin > Student Records > Year End Processing > Transfer Students to Past. This menu path option may be run at any stage and will create a master record in the Past Students module for any student with a 'Date of Leaving' prior to the nominated date. | |
Use the 'Timetable Rollover Checklist (Year and Term/Semester)' once this checklist has been completed. | |||
