How do I promote students?

Students can be promoted and/or retained within the same school building or to a different building within the district. This most commonly occurs at the end of the academic year when it is time to promote students to the next grade level or retain those who are being held back, but it can also occur during the academic year if a student needs to be moved to a different building within the district.

This article discusses students promotion/retention at the end of the academic year.  For information on how to promote students in the same building during the academic year, click here. For information on how to transfer students to a different building within the district during the academic year, click here.

Before promoting students to the next academic year, you must have the future academic year created with a calendar.

To promote students to the next academic year:

  1. Go to Admin Main > Students - Multi View
  2. In the academic year that you are promoting students from, click Promote/Transfer Students. If your district consists of one school building, skip to step 4.

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  3. Select the appropriate Type of Move
    • If the students are being promoted/retained and will remain in the same school building as the previous academic year, select Promote/Retain students within a building
    • If the students are being promoted and will be attending school in a different building within the district for the following academic year, select Promote students to a different building.
    • If the students are being promoted or demoted during the academic year and will be attending school in a different building within the district, select Transfer students to a different building in the current year. For more information on this type of move, click here.
  4. By default, the students will be set to promote to the next academic year for the next grade level. You may enter the fields for “Enrollment Data for the New Academic Year” now, or enter them later en masse. Additionally, you may use the Current Grade Level dropdown to filter by grade level.
    • If the students are being promoted to a different building, there is an additional field for Next School to denote the building they are moving to

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  5. (Optional) click the plus (+) symbol next to Reset Values of the Following Fields to Defaults (Unchecked Fields will be Copied) to review which student fields are going to copy over from one academic year to the next and which student fields are going to reset.

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    • Any fields that are checked will reset the students’ information after completing the promotion process.
    • To save these preferences, check the box Save “Fields to Reset” preferences?
  6. Scroll down to the Students to Promote table. By default, all students are selected except for the latest grade level. This is under the assumption that the students in the latest grade level will be graduating or promoted to a different building.
    • Any students who have already been promoted will be marked as Already Promoted
    • If there are any students that will be retained or not returning, you may uncheck them now
    • Alternatively, you can check the checkbox under Promote? to select all of the students listed who have yet to be promoted
  7. Promote Students
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