Closing Out a Term
The end-of-term sequence — results in, reports published, books reconciled, and the calendar rolled forward.
Last updated Sat Sep 05
End of term touches exams, reports, accounting and the calendar. The order matters because each step consumes the one before it.
1. Finish the exams
All results entered and saved, for every class and subject.
Clear the queue in Exams → Result Changes before moving on. An unapproved change request is a mark that is about to move — and progress reports are built from marks.
2. Check the rankings
Exams → Rankings. This is a sanity check as much as an output: a ranking that looks wrong usually means a subject is missing marks for part of a class, or an exam was created with the wrong Exam Type — only TERM exams feed term rankings. See Create an Exam.
3. Progress reports
Teachers fill them in, then they are published as a batch.
Publish once the whole cohort is complete. Publishing is what parents see.
4. Attendance
Before quoting term attendance to anyone, confirm the calendar was right — unconfigured holidays and term breaks depress every percentage. See Set Holidays, Terms and Working Days.
Then take the term views from Attendance → Reports and the per-class term summaries.
5. Close the books
- Every day of the term closed.
- Reconciliation worked until every tab is zero, or every remaining row is one you have deliberately kept.
- Invoices issued from Accounting → Invoices.
- Expiring discount grants reviewed — scholarships that ended, siblings who have left.
Reconcile before issuing invoices, not after.
6. Roll the calendar forward
- Next term's dates and holidays in.
- Next term's fee schedules — Duplicate the current ones and change the label, amount and due date.
- Timetable changes, if the shape of the week is changing — regenerate in Preview only first.