Just as admins have the ability to create academic years, they can also set their status to future, active, and closed (typically in that order). The academic year status controls data entry and visibility. The purpose of this article is to guide admins to edit the academic year status and understand the major functionality differences between future, active and closed statuses.

This article will cover the following topics:

Editing the Academic Year status at the District level

District admins who have the modify academic year permission can update the academic status for individual or all schools at once. When viewing the academic years page, if all schools have the same academic year status, then one status will show. If all buildings do not share the same status, the icon will display instead.

To mass update the academic status for all schools:

Go to District Main > Academic Years
Hover over the year and select Mass Configure Status ()
Select a Status
Select all schools
Save

To update the academic status for individual schools:

Go to District Main > Academic Years
Select on the expand icon () next to the desired year
Select a location and select on the Edit () icon
Select a new status
Save

Editing the Academic Status at the school level

Admins who have the modify academic year permission at the school level can update the status for the specific building.

To update the academic status from the school level:

Go to School Main > Academic Year
Select on the expand icon () next to the desired year
Select the edit icon ()
Set a status
Save

Academic Year Statuses

It is worth taking a minute to understand the meaning of each of the three academic year statuses.

Future Academic Years

Academic years typically start out with the status future, as they are often created toward the end of the previous year. The future status allows admins to begin setting up the next academic year, with the ability to hide the year from parents, students, and instructors. Online registration is also typically used in future academic years.

Additionally, there are some actions that are reserved for future academic years. For example, learning targets, classes, and schedules can only be copied to a future academic year.

Active Academic Years

When the academic year has begun, the admin changes the status to active. This ensures that everyone (students, parents, instructors, and admins) has access to that year’s information, and all data can be edited by those with permission to do so.

Closed Academic Years

After the academic year has finished and all report card grades have been entered, the admin changes the status to closed. This allows instructors and admins to view past data, print report cards, generate reports, etc., but it prevents them from accidentally making changes to certain data.

Admins should be aware that closing an academic year does not “freeze” all data. For example, if changes are made to how GPA is calculated on a course, that will change students’ GPA in every academic year, regardless of status.

Access to future and closed academic years

Active academic years are visible to everyone with access to TeacherEase. Closed academic years may be hidden from parents. Future academic years may be hidden from both parents and instructors.

To change which academic years parents can access:

Go to School Main > Options > Parent Information Access
Edit
Check or uncheck Future Academic Years and Closed Academic Years
Save

To change whether or not instructors can access future academic years:

Go to School Main > Options > Permissions
Edit
Check or uncheck Can see future academic years
Save