Guide
Years & enrollments
Create school years and terms, enroll students for the year, and understand the enrollment order RecordGrade depends on.
On this page
Why years matter
Almost every operational screen is filtered by the selected school year: grade entry, hours, attendance, behavior, notes, enrollments, and many reports. Courses and test patterns are school-wide, but who is taking what is year-specific.
Create a school year
Years → Manage Years → New
- Start date / end date — calendar span of the academic year.
- Terms (divisions) — each has a title, start date, and end date (e.g. Quarter 1, Semester 1). Terms are ordered chronologically.
- Archived — mark old years so they stay available for records without cluttering day-to-day selection.
Deleting a year
Deleting a school year permanently removes grades for that year. Prefer archiving unless you are sure the year was created by mistake.
Terms (divisions)
Terms drive:
- Behavior ratings (per term)
- Student notes (one note field per term)
- Report card sections for progress across the year
- How attendance and grades roll into term views
Define terms carefully at the start of the year—report cards and behavior grids use these titles and date ranges.
Selecting the active year
Use the year/term selector in the application chrome (above most pages). Always confirm you are in the correct year before mass entry or printing.
Year enrollments
Years → Enrollments
Year enrollment means: “this student attends this school year at this grade level.”
- The school year is chosen in the term selector above the page.
- Enroll students from the available list, or edit grade level for those already enrolled.
- Required before courses, attendance, behavior, grades, and records for that year.
- You can import year enrollments via CSV when onboarding a large roster.
Enrollment order of operations
- Students exist under Manage Students.
- Year enrollment — student is in the year with a grade level.
- Course / no-grade enrollment — student is in each assignment.
- Daily work — scores, hours, attendance, etc.
If a student is missing from Test Scores, check year enrollment first, then course enrollment, then grade-level permissions on the teacher account.
Archiving and deleting
- Archive finished years so historical transcripts and permanent records remain intact.
- Keep at least one open year for current entry.
- Do not delete years that contain real academic history.