Student Records End of Year Processing Checklist
Use this checklist at the end of each school year to finalise records for departing students, advance continuing students to their new year levels, and update new enrolments to be current students.
Important!
The student database is integrated with all areas of TASS.web; it is important to plan and coordinate the timing of the end-of-year update with all TASS users.
For example, you should:
Check with your Financial Accounts department to ensure there are no extra requirements for processing year-group-level fee transactions in the current school year.
Liaise with your school's Enrolment team to ensure all new students are entered in TASS.
Verify that the Academic Reporting is complete and the result periods have been archived.
Ensure the 'Academic Reporting Checklist - End of Reporting Period' is complete before starting this checklist.
TASS.web operates as a live database, providing information based on its current state rather than reflecting past data. To retain historical data, we recommend generating any reports containing the information you wish to preserve and saving them in a secure location before completing this checklist. For example, run the reports that require the current year group, class, timetable and/or teacher details to be listed, such as Class Lists, Rollcall History, Absentee Reports, Master Timetable, etc.
Use this checklist alongside this video:
Step | Task | Details | ✅ |
1 | Update Next Year Status | Update the ‘Next Year' field in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General' tab for students who are 'Leaving' or 'Repeating'. For students who are ‘Leaving’, you will also need to add their ‘Date of Leaving'. You don't need to set the 'Leaving' flag for Year 12 (or your final-year graduating students), as this is done in bulk in Step 2 using TASS.web Student Admin > Student Records > Year End Processing > Enter DOL for Seniors. Students with their ‘Next Year’ field set to ‘Leaving' or 'Repeating' will not have their 'Year Group' advanced when the 'Advance Student Year Groups’ program runs in Step 4. For students who are leaving the school but will be returning in the future, update their ‘Next Year' field to ‘Re-entering' and enter a 'Date of Leaving’. Students with a 'Re-entering’ status can then be reprocessed through the Enrolments module using TASS.web Student Admin > Enrolments > Enrolment Information > Reinstate an Enrolment. | 🔲 |
2 | Enter Date of Leaving | For all students in their final year group at your school, a 'Date of Leaving' must be entered. This process can be completed in bulk using TASS.web Student Admin > Student Records > Year End Processing > Enter DOL for Seniors. Alternatively, a ‘Date of Leaving’ can also be manually entered onto the individual Student Record using Student Admin > Student Records > Student Information > Students. | 🔲 |
3 | Update Learning Support | For all students leaving the school, Support Plans and Class Plans 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 displays next to students with a ‘Date of Leaving’ entered in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab to indicate they are no longer current at the school. | |
4 | Advance Year Groups | Use TASS.web Student Admin > Student Records > Year End Processing > Advance Student Year Groups to increment the 'Year Group' of each student. Important! Do not run the ‘Advance Student Year Groups’ program until all 'Date of Leaving' entries have been made. Refer to Steps 1 and 2 for additional details. Students marked as 'Repeating', 'Leaving', or who have a 'Date of Leaving' on their Student Record are excluded from this process. Important! Current students should be advanced to their next year level via the ‘Advance Student Year Groups’ program before transferring new enrolments from the Enrolments module. | 🔲 |
5 | Transfer New Enrolments to Current | Use to TASS.web Student Admin > Enrolments > Enrolment Information > Transfer to Current to transfer all new enrolments that are ready to start at the school from the Enrolments module over to the Students module. You should coordinate this step with the Enrolments and Financial Accounts teams at your school. Important! Do not run the Transfer to Current program until after the Advance Student Year Groups program has been run in Step 4. Important! The Transfer to Current program will also generate Parent Account financial transactions to credit parents back for the enrolment deposit amounts held by the school with a 'Fees in Advance' receipt type. If your school’s Financial Accounts department uses ‘Fees in Advance’ receipt types, you should coordinate with them to determine the 'Transaction Date' to be entered into this program. Your school’s Financial Accounts department will also need to verify that the Fees in Advance sub-ledger has been reconciled with the General Ledger Fees in Advance control account before running this program. Refer to the 'Fees in Advance' section of the Finance Month End Checklist for further details. | 🔲 |
6 | Transfer Departing Students to Past | Use TASS.web Student Admin > Student Records > Year End Processing > Transfer Students to Past to create Past Student records for students who have left the school. The Transfer Students to Past program may be run at any stage and will create a master record in TASS.web Student Admin > Past Students > Student Information > Past Students module for any student with a 'Date of Leaving' prior to the nominated date. | 🔲 |
Follow the ‘Timetable Rollover Checklist (Year and Term/Semester)’ once this checklist has been completed.