Promoting students to the next class

At the end of the academic year you move students into the next class for the new session. Promotion works one class at a time: you choose where the students are now and where they are going, check the list, then confirm.

Before you start

• The new academic session must already exist. You cannot promote into a session that has not been created.
• Make sure you are working in the session students are leaving. Promotion takes students from your current working session.
• The destination class and, if you use them, sections must exist.
• Promotion is usually limited to administrators. If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

1. Optional but recommended: open Settings > Promotion Rules and set a pass score for each class, with what should happen to students below it: Repeat (stay in same class) or Ignore (do not promote). Choosing a class here shows which students are Eligible and which should Repeat, based on their final results.
2. Open Settings > Student Promotion. The page is headed Promote / Demote Students.
3. If your institution has branches, choose the Branch.
4. Choose the class students are in now, and a section if you want to promote one section at a time.
5. Choose the destination session in To Session.
6. Choose the destination class in To Class and, if needed, To Section.
7. Click Proceed Next.
8. A preview lists every student who will be promoted, with the from and to session and class at the top. Check it carefully. Students already enrolled in the destination are marked as enrolled.
9. When the list is right, click the confirmation link at the top of the preview to proceed.
10. Repeat for each class, usually starting with the highest class so classes do not overlap.

Good to know

• Promotion enrols students in the new session. Their record in the old session stays as it was, so last year's attendance, results and fees are still there.
• Each student's fee and any discount, with its note, carry over to the new session. Review fees afterwards if your fee structure changes between years.
• Students already enrolled in the destination class for that session are skipped, so running the same promotion twice does not create duplicates.
• Promotion Rules are advice only. The actual move still happens on the Student Promotion screen. Students who should repeat need a separate promotion into the same class in the new session, or you can deal with them individually afterwards.
• Students who are leaving should be withdrawn before you promote, so they are not carried into the new session.
• Each promotion is recorded in the students' history, with a note of the from and to class and session.
• Students who are still active but not enrolled in the present session may continue to be counted for billing. Promote them if they are studying, or mark them as left or alumni.

Common questions

Can I promote only some students in a class?

Promotion moves everyone in the chosen class or section. To leave some students behind, withdraw them first, or promote section by section.

Can I undo a promotion?

There is no single undo button. Contact support before trying to reverse a large promotion.

For an overview, see Classes.