Close a teaching period and prepare the next cycle ​

Use this procedure to coordinate teachers, academic reviewers, enrollment staff, and campus administrators. Calendar closure, result approval, official documents, and learner placement are separate tasks.

Before you start ​

Choose the campus, ending cycle, and period in the workspace. Assign an owner for marks, result review, official documents, calendar closure, and learner placement. Review calendar permissions and result permissions. Prepare an authorized reviewer who did not submit the result revision. Plan the handover date with staff before restricting the ending period.

Finish and approve academic work ​

1. Review every offering's roster and expected assessment items.
2. Correct missing entries and review Incomplete, Missing, and Excluded states deliberately.
3. Check the displayed weighted result for sample learners.
4. Save marks and resolve each row's reported error.
5. Submit the intended result revision through Send for approval.
6. Ask the separate reviewer to check and approve the revision.
7. Review rejected revisions and submit corrections where needed.
8. Confirm the approved revision available to the family account.
9. List the official documents to issue after the period reaches an eligible state.

A zero mark is a recorded score. An absent entry and an Incomplete state represent unfinished work. Use gradebook instructions to interpret all entry states. Approved results and published documents retain snapshots. Changing later marks does not silently update an already published document.

Review what closure actually checks ​

The closure review blocks unentered roster grades and entries still marked Incomplete. It warns about draft timetables. A cycle review also warns that it will close its open child periods. These findings do not verify every result approval or official document. They do not verify attendance completeness or perform financial reconciliation.

Complete those separate reviews even when the calendar reports no blocking work. An unpaid invoice does not stop academic closure. Closing an academic period does not close its financial period. The scheduler opens due Scheduled periods; it does not close them automatically.

Close the intended period ​

1. Open the ending period under Setup → Academic cycles.
2. Select Start closing when ready to restrict work to corrections.
3. Finish the identified corrections.
4. Select Close and read every finding.
5. Resolve blocking work before confirming normal closure.
6. Enter a closure note where needed and confirm Close.
7. Reload the period and verify its Closed state.
8. Confirm that ordinary academic edits are now refused.

Closing the whole cycle also closes its child periods. Close with this work still open overrides the reviewed outstanding work. Use that option only with an authorized, recorded decision about the named findings. Do not use it to complete the checklist without reviewing the affected records.

Issue official documents ​

Report-card publication requires a period in Closing, Closed, or Archived state. An Open period is not eligible, even when its subject results are approved. The publisher needs create report and access to the learner's academic records.

1. Confirm the intended period's eligible state.
2. Open the report-card directory and select the learner and period.
3. Select Publish, then inspect the resulting card and source result revisions.
4. Issue an eligible transcript separately when required.
5. Check the document available through the intended family account.

Transcripts require approved subject results and have their own revision history. Use official-document instructions when reissuing a card or transcript. Do not treat a report export as publication of an official document.

Prepare the next cycle ​

1. Create or review the next draft calendar in the same campus.
2. Check every period's dates and reporting structure.
3. Preview section copying from the ending cycle to the target cycle.
4. Review sections to copy, skip, and leave behind.
5. Apply the copy, then inspect the target draft sections.
6. Review capacity, rooms, and teacher assignments before activation.
7. Preview course-offering copying after matching periods and sections exist.
8. Resolve the preview's problems and review skipped offerings.
9. Apply the copy and inspect the target offerings.
10. Assign teachers and review the target learner rosters separately.
11. Activate eligible structure and publish the reviewed calendar through their normal controls.

Section copying creates drafts and skips matching names within the target level and cycle. It leaves archived or ineligible source sections behind. Offering copying needs corresponding target periods and sections. Copying structure does not move learners, copy marks, or carry teacher assignments forward. Select the target cycle and use Change placement for eligible continuing learners. The existing promotion form selects source and destination sections from the working cycle only. It has no destination-cycle selector. Do not use it as an automatic next-cycle migration or create duplicate learner identities.

Correct work after closure ​

1. Confirm the owning campus, cycle, period, and existing record.
2. Obtain authorized agreement about the correction.
3. Reopen a Closed parent cycle or period first if needed.
4. Select Reopen, enter Why it is reopening, and confirm.
5. Complete the appropriate grade revision or record correction.
6. Review approval and document publication separately.
7. Close the period again after the corrected work is reviewed.

An Archived period cannot reopen. Keep the correction reason and prior published records in their intended history. Do not delete the learner or recreate the period to bypass closure.

Check the result ​

Retain the ending period's status, approved result revision identifiers, published document identifiers, and outstanding decisions. Check sample target learner placements, active sections, teacher assignments, and offering rosters. Confirm that finance staff reviewed their separate closure.