Guide
Years & enrollments
Most screens filter by the school year selected in the header. Terms (quarters/semesters) structure report cards, behavior, notes, and attendance buckets.
Create a year
Years → Manage Years → New
Set start/end dates and at least one term (e.g. Q1–Q4). The year end cannot be more than one calendar year after the start. Pick that year in the app year selector before entering grades or attendance.
Terms
Terms (also called divisions) are titled date ranges. They drive:
- Report card term columns — but only terms that have at least one locked unit grade for that student (empty terms are omitted on that student’s card)
- Behavior ratings and notes (one set of ratings / one note per term)
- Where unit grades and lab hours attach when locked or logged
- Attendance totals grouped by term date range on report cards (using the same term set as the grade columns)
Set terms before locking grades
Changing terms mid-year is strongly discouraged. When a unit is locked, its term and week are stored on that grade from the completion date. Moving term dates later does not update those stored values. Report cards keep showing the old term/week until you open each student unit grade, edit it, and save again so term and week are recalculated. Prefer getting terms right at the start of the year.
Year enrollments
Years → Enrollments
Means: this student is in this year at this grade level. Required before course enrollments and day-to-day work (Test Scores, attendance lists, behavior). CSV import is available for large rosters.
Unenrolling a student from the year removes their course and no-grade enrollments for that year, but does not delete grades, test scores, attendance, behavior, or notes. Those stay on the student for that year and are still there when you re-enroll them (you’ll need to re-enroll them in courses again to enter new scores on the grid).
Order of work
- Student exists on the roster
- Year enrollment (with grade level)
- Course / no-grade enrollment
- Scores, hours, attendance, …
Missing from Test Scores? Check year enrollment, then course enrollment, then teacher grade limits.
Archive vs delete
- Archive — hides the year from everyday active lists; history stays. Prefer this for finished years.
- Delete — permanently removes the year and cascaded year data (enrollments, many grades, attendance, schedules, etc.). Can fail if terms still hold behavior, notes, or lab hours that block term deletion. Only use for mistakes.
Common questions
What happens if I change terms mid-year (dates or titles)?
Strongly discouraged once unit grades are locked.
Unit grades: Term (quarter/semester) and week are written when the unit is locked or when you save a unit grade. They do not auto-update if you change school-year term dates later. Grades can sit in the wrong term column on report cards until you go to each affected student grade, open Edit, and resave so term and week are recalculated from the completion date and the current term ranges.
Rename only: Renaming a term without changing dates usually keeps the same term id, so existing grades stay labeled with the new title.
Attendance: Daily marks stay on calendar dates; report-card attendance buckets use current term date ranges, so boundary moves can re-bucket days without editing each mark.
Behavior and notes: Stay on the term they were entered under (by term id).
Can I add or remove a term after grades exist?
Add — yes; new empty term for future ratings/grades. Existing locked grades do not move into it automatically.
Remove — only if nothing still references that term. Locked unit grades, behavior ratings, notes, and lab hours attached to the term will block deletion (you’ll see an error about not deleting a division with student data).
I already changed term dates—how do I fix unit grades?
For each affected student and unit: open the grade (e.g. from Students → Grades or the unit grid), Edit the unit grade, confirm the completion date, and save so the system reassigns term and week from the current school-year terms. There is no bulk “recompute all terms” action.
Do terms have to cover every day of the year without gaps?
The system requires at least one term and valid date order. It does not force terms to cover the whole year or forbid gaps/overlaps. Gaps mean some dates are outside any term (attendance entry may refuse those dates; “fill present” only fills days inside term ranges).
What if I change the year start or end date?
Year dates update immediately. Lesson calendars, attendance windows, and similar features that depend on the year/term range will use the new dates. Review terms so they still sit sensibly inside the year.
What happens if I unenroll a student from the year?
Grades are kept. Locked unit grades, individual test scores, attendance, behavior ratings, and notes for that school year stay on the student. They are not wiped when you remove the year enrollment.
What is removed: the year enrollment itself, plus course enrollments and no-grade enrollments for that year (those rows hang off the year enrollment).
While unenrolled, the student drops off year-based lists (Test Scores, attendance, etc.). Transcript / permanent record / Students → Grades for that year still reflect stored grades.
If I re-enroll them later, are the grades still there?
Yes. Re-add them under Years → Enrollments (same year, grade level as needed). Grades and other year-scoped records keyed to the student and year are unchanged. Re-enroll them in courses (and no-grade courses) again if they need to appear on the Test Scores grid or hour logs—the prior locked grades will show once they are course-enrolled again.
Student left mid-year—should I unenroll them?
Unenrolling is safe for grade history: you can re-enroll later without losing scores. Some schools leave the enrollment in place so the student still appears on rosters. Use whichever matches your policy; unenroll does not delete academic history for that year.