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Year-end promotion
School AdminHow to move students from one academic session to the next, for example from 2026-27 to 2027-28, so that Rohan Mehta moves from 8-A to 9-A without losing his Grade 8 records.
Key rules
- Each student has at most one placement per session. Promotion adds a 2027-28 placement; the 2026-27 placement, with its attendance and results, is never changed.
- Promote only targets sessions that start after the current one. Enrol, Transfer and Withdraw only act on the current session.
- So the order matters: promote and withdraw first, then switch the current session.
Before you start
- Final results for 2026-27 are published, so families can see them on Progress.
- Permissions to promote, update and transfer students, and to manage academic sessions.
- A list of who continues (and into which division), who repeats and who leaves.
Stage 1: Create the next session (not current)
In Institution Setup → Academic Sessions, create 2027-28 with its start and end dates. Leave "Make this the current session" unticked. Making it current now would take this year's timetable, subjects and teaching assignments off every screen. See Academic sessions.
Stage 2: Check the divisions
Divisions belong to the institution structure, not to a session, so 9-A used this year is also available next year. Add any new divisions in Institution structure.
Stage 3: Promote continuing students
For each continuing student:
- Open the student's profile (Students & Admissions → Students → student).
- In Enrolment history, click Promote.
- Choose Academic year 2027-28, Division 9-A, and optionally Roll number.
- Click Promote. The message is "Promoted." Enrolment history now shows 2026-27 · 8-A and 2027-28 · 9-A.
Students who repeat a grade are promoted into a division of the same grade.
Not available yet: bulk promotion
Promoting from a spreadsheet isn't available yet, so promote students individually. For a large school, plan time for this or contact SOL support.
Stage 4: Withdraw leavers
While 2026-27 is still current, open each leaving student's profile and click Withdraw. Set Left on (for example the last working day) and a Reason such as "Completed Grade 12" or "Moved city". See Placement and promotion.
Leavers stay "Active"
Withdrawn students keep the Active status and stay on the Active list. No screen marks students as Alumni or Inactive. Linked parents keep access to withdrawn children until the office unlinks them. Record leavers separately if you need an accurate count.
Stage 5: Make the new session current
When the new term begins, go to Academic Sessions and click Make current on 2027-28. Confirm the dialog. The message is "2027-28 is now the current session."
What changes immediately:
- The student list shows the 2027-28 placement. Promoted students show 9-A; anyone not promoted shows Not enrolled this year.
- 2026-27 timetables, subjects and teaching assignments leave every screen. They are kept, and switching back restores them.
- Teachers see no students until they have teaching assignments in 2027-28.
- New admissions, enrolments and bills use 2027-28.
Stage 6: Place anyone who was missed
Filter the student list and look for Not enrolled this year. For each student who should continue, open the profile and click Enrol to place them in the new current session. Promote can no longer be used for 2027-28 because it is now current.
Enrolling in bulk after the switch is not described here: Transfer students in bulk import appears to create current-session placements for unplaced students, but this has not been verified. Test with a few rows first.
Stage 7: Set up the new session
Add 2027-28 subjects, teaching assignments and the timetable. See Academic year setup, Subjects, Teaching assignments and Timetable.
Stage 8: Check
- Students list: count the Active students and look for Not enrolled this year.
- A teacher account: the teacher sees their 2027-28 classes.
- A parent account: Your children shows the new division.
What happens to history
| Record | After promotion |
|---|---|
| 2026-27 placement (8-A) | Kept unchanged. Shown in Enrolment history. |
| Attendance for 2026-27 | Stays with 8-A / 2026-27 |
| Published exam results | Stay in 2026-27. Progress shows them year by year next to the new year. |
| Guardian links | Unchanged |
| Bills for 2026-27 | Unchanged |
Limitations
- Bulk promotion from a spreadsheet isn't available yet (see Stage 3).
- Withdrawn students stay Active; there is no Alumni or Inactive action.
- Enrol accepts any unit level and replaces an existing current-session placement without warning.
- Roll numbers are not checked when enrolling or importing.