How to add an academic year

Academic years need to be created for each new school year, while semesters and tracks may stay the same forever.

Prerequisites: 

You must have your semesters and tracks set up before adding a new year.

It’s best that you keep the year names consistent from year to year, as the years will then appear more organized in dropdowns across the system. For example, if you use a 4-digit year, always use 4 digits, 

• 2022
• 2023
• 2024

Or if you use a two-year span, be consistent with how you type it out from year to year.

• 2022-23
• 2023-24
• 2024-25

Follow these steps to create a new academic year.

Step 1: To add a new year, select ‘Settings’ from the main menu.

Step 2: Select ‘Years’ from the settings menu.

Step 3: Select the ‘Add New Year’ button.

Step 4: Enter the name of the year.

• The Year date range: When entering the year’s date range, keep in mind that it must cover the date ranges of all of the year's semesters.

Step 5: Enter the year’s start date 

Step 6: Enter the year’s end date 

Step 7: Select ‘Create’ to save your changes and create the year.

• You will now be taken to the new tab labeled ‘Semesters’.

• To go back to edit the year’s date range, simply select the ‘Year’ tab.

Adding the semesters to the year 

Next, you will need to add one or more semesters to a year.

Step 8:  Select the semester you want to add to the year from the dropdown, and then select the ‘Add Semester’.

Adding the semester date range 

You will now see the semester’s detail page, where you can enter the start and end dates of the semester, and associate the semester with specific tracks.

• Ensure that the semester date range falls within the academic year’s date range. 
• This date range will be used when auto-generating lessons for the class, covering the entire semester.
• Please note that using the precise start and end dates of the semester from the very beginning is important and will save you time in the long run. So try to enter the precise dates from the outset.

Step 9:  Enter the semester’s start date 

Step 10: Enter the semester’s end date

The kick in date

The 'kick-in date'. allows you to view students in lists across the system even before the semester starts. Students are considered enrolled only during times within the date range of the semester. For example, before a new academic year starts, such as during the summer break, students aren’t technically considered enrolled and will not show up on lists. The kick-in date lets you determine how far in advance students should be shown on lists.

• For more information on the kick in date, see the Enrollment and Registration article in the Students section.

Step 11: Enter the 'kick-in date'. This date should be on or before the semester start date.

Associate tracks with the semester

Add the tracks that will be part of this semester.

Step 12: Select the ‘Tracks’ multi select field, and add one or more tracks to the semester.

Step 13: Select ‘Save’ to save your changes and add the semester to the year.

• To add an additional semester, repeat steps 8-13.