This guide will go through how to create the new academic year for your service. Every service needs to follow these steps. At the end you will see that you then have 2 options. You can either ask your students to re-register for the new academic year, or SpeedAdmin can roll over your students into the new academic year. We would advise that you take the right away from parents to be able to switch academic years until you are ready for them to see the new one .
- Create New Academic year (Settings -> Create schoolyear) In current academic year
- Create new school year plan (Settings -> Create Holiday & School year plan) In new academic year
The blue marks are your standard teaching weeks across the academic year. The green marks are dates that teachers can make up any cancelled lessons. All your courses link to a calendar, therefore if you have some courses that run differently to your standard tuition then you can create a calendar for that schedule. - Copy teacher data (Settings -> Copy schoolyear data) in current academic year + If relevant - create new teachers / de-activate teachers who finish. You can select to keep their allocated rooms, activities and also their worktime and salary
- Copy ensembles (Settings -> Copy schoolyear data). Tick the ensembles that you want to move over into the new academic year. You have the option to copy the booking over which means it will go straight into the teacher's timetable in the new academic year.
Finance (to be done in the new academic year) - Create charge rates (Settings - >Charge Rate). You will need to create new charge rates for all your upper charge categories. The due date is the start of the charge rate/ term.
- Update tuition fees (Settings - > Tuition fees) You will need to add new charges rates to all of your tuition fees. You can copy the rates from last academic year but the dates and charge text may have to be updated on all. Alternatively you can update one charge and then 'copy rates and amounts from another charge'
If you use multi-course or sibling discounts on any of your tuition fees, make sure you select the 'triggers discount' box when adding your new charge rates:
IMPORTANT- Whilst you can add your new charge rates, you must not update the fee per school year or fee per lesson until you have run the reimbursement function at the end of the previous academic year.
Similarly, if you need to update your tuition fee amounts, you will also need to update any fixed discount amounts (assigned, multi-course and siblings); these also need to be changed AFTER all charges have been finished in the current year. If you only use discount percentages then these do not need updating as they will recalculate automatically against your new tuition fees. - Instrument hires for schools and students automatically move across into the new academic year unless they have been marked as returned. Once all the tuition fees have been updated, you will need to update missing charges for the charges to pull through onto the schools and students. You can do this in bulk via Settings - >Charge functions
You now have 2 options:
A) Automatically roll over your students (SpeedAdmin Support will do this part) -
These are the options that you can choose from when rolling over your students:
You can choose to select all year groups apart from year 6 and 11, as an example, and ask them to re-register to capture their new schools. See option B below
Please email support@speedadmin.com or send a ticket with your preferences on the above. We will then confirm when we have actioned your request.
Remember - Before you change the registration year, make sure that all T&C's and public texts throughout the database have been updated with any new tuition fees, dates and times. You may have tuition fee figures in your course type titles and in the course descriptions. Any changes made to these will show across ALL academic years.
In current academic year You can then change the login academic year in your registration settings to the next academic year when you want students to start registering for September, as well as the year group upon registration:
B) Ask all students to re-register-
Firstly, decide which courses and ensembles can be re-registered for. (Settings- Registration setup -> Registerable courses) In current academic year
Where ensembles are concerned, you have the option to say no to their current one and move them to a new one if you need to:
You also have the choice to choose different options available for students when they re-register:
When you are ready, activate re-registration in the (Settings- Registration setup - general). This will automatically add the re-registration button to the top of the student's menu in their portal. The re-registration close date creates a deadline for your students to re-register by. Any students who have not re-registered by this date will not be moved into the new academic year.
In the new academic year go to the re-registration overview (Settings- Registration setup - general):
You now have an overview of all students that have been moved over and students who need to register:
Email all active students that have not yet completed their sign-up to advise them that they need to.
You can also reach out to students that are still on the waiting list and ask them to re-register if they originally registered before the date that you put in the above.
This is what a student will see:
First the re-registration option will be on their menu:
Once clicked it will list the below:
They will then be prompted to confirm their master data and complete.
You will manage all re-registrations In the new academic year- go to the re-registration overview (Settings- Registration setup - general):
When you have actioned the change you can tick that is has been handled:
If a student selects only to continue without changing anything, then they will be automatically added to the teacher BUT will need to be scheduled into the teacher's timetable.
You can also find re-registration lists to assist with monitoring the students:
There is a re-registration email template that you can customise:
Once all the above has been completed, remember to add the rights back to the parents so that they can switch between academic years.
Here is a summary checklist to help you through the process