Transitioning to the Next Academic Year

ManageBac+ also has a built-in New Academic Year Checklist. Go to Settings > Academic Terms and select New Academic Year Setup. It links to each part of the roll-over (academic terms, year groups, classes, class import, student import and class assignments), shows an estimated time for each and ticks them off as you go.

The six steps at a glance

Step	What you do	Skip if
1. Academic terms	Add the new academic year and term dates for each programme
2. Year groups and students	Lock access (optional), move year groups up, archive leavers, add new students	2C: OpenApply sync adds your new students
3. Subjects and classes	Review subjects and standards, then transition or archive classes
4. Attendance calendar	Holidays, periods, timetables and IB deadlines	You do not use the Attendance add-on
5. Class and homeroom members	Add students and teachers to classes, assign homeroom advisors, generate timetables
6. Open ManageBac+	Unlock access and send welcome emails

Printable transition checklist

Before you start

Why do we need to transition?

Each year you need to set academic terms and holidays, move students up a grade level, review subject or curriculum changes, add or remove staff and keep last year's records. The transition does all of this while keeping your historical data.

Who should do it?

Any admin can complete every step. We suggest your technology lead, programme coordinators or the admin who looks after ManageBac+.

Large schools often split the work: one admin per programme, or per campus. Steps can be done separately and at different times, for example if your DP and PYP move to the new year on different dates.

Do teachers, students or parents need to do anything?

No. Once the transition is done, students and parents see their new classes and year groups, and teachers find their units, tasks and resources in their resource bank. Share the New Academic Year Guide for Teachers with your staff.

When should we do it, and how long does it take?

Once a year, at the end of the year, at the start of the new year or in between. Pick a time when few people are using ManageBac+, so nobody is confused by classes or year groups changing.

Time depends on the number of users and programmes, your integrations (such as OpenApply or an SIS) and the add-ons you use (Attendance, Reports). Most schools allow a few days before classes start, including time to check permissions and class lists.

Step 1. Add academic terms

In this video: Step 1. Add academic terms

1. Add the new academic yearGo to Settings > Academic Terms, choose the programme at the top (for example IB Diploma) and select Add Academic Year.
2. Set the term datesTerm dates must not overlap. Make them continuous, including holidays, so there are no gaps between terms. Term dates group deadlines and grades in each class.
3. Repeat for each programmeEvery programme at your school needs its own academic year and terms.

Step 2. Year groups and students

2A. Lock access for students and parents (optional)

Lock ManageBac+ if you do not want students and parents to see class lists and homeroom advisors while you finish the transition. Skip this if you are happy for them to keep access.

In this video: 2A. Lock access for students and parents (optional)

1. Open the settingGo to Settings > Security & Permissions > General.
2. Lock and set a dateUnder Login, tick Prevent access to ManageBac for students and parents till, set the unlock date and select Save Changes.

Students and parents then see a message that their account is locked while the school prepares for the new year, with the date they can sign in again.

2B. Move year groups up and archive leavers

Work from the top grade level down, so students are never mixed up between year groups. Start by archiving the graduating year group. If leavers still need access for now (for example DP2 students waiting for results), archive them later.

In this video: 2B. Move year groups up and archive leavers

IB DP, CP and MYP year groups

1. Open year group transitionGo to Year Groups > Transition Year Groups. It is also linked from the New Academic Year Checklist.
2. Start with the highest programmeSelect the programme, for example IB Diploma.
3. Archive leavers, move the rest upUnder 1 Archive Year Groups, tick the graduating year group. Under 2 Transition Year Groups, choose each year group's New Grade and tick Transition. You can also enter a New Year Group Name.
4. ContinueSelect Proceed to the Next Step. Repeat for each programme.

Only archive year groups that are leaving the school. Students moving between programmes (for example MYP 5 to DP 1) are moved up through IB Middle Years:

IB PYP year groups

1. Create the next year groupIn the programme above PYP (for example IB MYP), go to Year Groups > Add Year Group.
2. Move graduating PYP studentsGo to Settings > School Directory > Memberships. Select students by grade level in Available Students on the left and add them to the new year group on the right.
3. Move the other PYP grades upDo the same for each remaining grade, then select Confirm Assignments.

Other programmes (UK, US, national curricula)

Go to Settings > School Directory > Memberships.

Select students on the left (Available Students, by grade level or homeroom advisor) and add them to their new year group on the right (Manage your Students). Then select Confirm Assignments (see the Memberships screenshot under IB PYP year groups).

2C. Add newly enrolled students

Create accounts for new students in bulk or one at a time:

• Adding users via bulk import
• Adding users one at a time

Step 3. Subjects and classes

In this video: Step 3. Subjects and classes

3A. Review subjects, phases and levels

Go to Settings, choose the programme (for example IB Primary Years) and open Subjects.

• Turn on the subjects you will offer. You can only create classes in subjects that are turned on.
• Add Subject Group (in the right-hand panel) creates a category, for example Science with Biology, Chemistry and Physics.
• Add Subject adds your own subjects, and Import Subjects adds them in bulk.
• Select Save Changes at the bottom of the page.

IB PYP: subject strands

Select Edit on a subject to set its strands. Under S&S based on, choose Phases or Years, then tick which phases or years each strand applies to.

IB MYP: subject phases

Once subjects are chosen, set the phases on offer in Settings > IB Middle Years > Subjects > Options & Levels.

IB DP: options, levels and Extended Essay subjects

Go to Settings > IB Diploma > Subjects > Options & Levels to set options (for example ab initio) and levels (for example SL).

If you teach the Diploma in more than one language, you can set the language for each subject. Select the Extended Essay Subjects tab to choose the subjects students can pick in their Extended Essay worksheet.

Curriculum First (US, UK, non-IB): options and levels

In Options & Levels, set the options (for example Core) and levels (for example Extended) for your subjects.

3B. Review standards

You can change standards (and the PYP scope and sequence) at any time, but the transition is a good moment, especially for a bigger change. Import sets from the Faria database (more than 600 sets) or ask for a custom import in Settings > your programme > Curriculum > Standards. See Adding Standards as an Administrator.

3C. Transition or archive classes

Every class runs for a set time, linked to academic terms, and is archived when it ends. Choose one of four ways to move each class into the new year. You can use different options for different classes.

All the class tools are in Classes > Classes Manager: Bulk Class Update (archive classes and change teachers), Transition Classes and Import Classes.

Option	Best for
1. Archive and recreate from scratch	A clean start, or a new list of classes from your SIS
2. Archive and duplicate into the next grade	Classes that move up with the same students (not DP or IGCSE)
3. Archive and duplicate into the same grade	Programmes that offer the same classes in each grade every year
4. Transition to the next year	Two-year classes: IB DP, IB CP, IGCSE and A level

Watch: recommended approach for DP classes

In this video: 3C. Transition or archive classes

Watch: recommended approach for MYP classes (also UK, US and national curricula)

In this video: 3C. Transition or archive classes

Watch: recommended approach for PYP classes

In this video: 3C. Transition or archive classes

Option 1. Archive and recreate classes from scratch

Use this when you want a clean slate, do not want discussions, files or rosters carried over, already have next year's classes from another system, or are changing which subjects or how many classes you offer.

1. Open Bulk Class UpdateGo to Classes > Classes Manager > Bulk Class Update and select the programme and grade tab.
2. ArchiveArchive classes one by one, or tick Archive at the top to select all.

   

3. SaveSelect Save Changes. Repeat for each programme.
4. Create the new classesGo to Classes > Classes Manager > Import Classes. See Adding Classes via Bulk Import.

Option 2. Archive and duplicate into the next grade

This archives each class, keeping its history, and creates a copy one grade level higher. You can carry over discussions, files and students. For example, a two-year High School Biology class can carry its discussions, files and settings from Year 1 into Year 2.

1. Archive the top grade firstGo to Classes > Classes Manager > Bulk Class Update, select the programme and the highest year level tab, archive all and select Save Changes.
2. Open Transition ClassesGo to Classes > Classes Manager > Transition Classes, select the programme and choose Archive and duplicate into next grade.

   

3. Check the termsConfirm the start and end terms for the new classes. DP classes can span two years; all others one year.
4. Add a Class IDGive each class a unique Class ID. We strongly recommend this: you need it to bulk assign students later.
5. Choose what to carry overTick Discussions, Files and Students as needed, and change the teacher if it will be different.

   

6. RepeatDo this for each subject in the programme.

Option 3. Archive and duplicate into the same grade

This archives each class and creates a copy in the same grade level. It is the quickest option when you offer roughly the same classes in each grade every year, for example MYP Design Grade 9. You do not need to create new classes if you are happy with your current structure.

1. Open Transition ClassesGo to Classes > Classes Manager > Transition Classes.
2. Choose the optionSelect the programme, then Archive and duplicate into existing grade, then the subject and the classes.
3. Check the terms and add Class IDsConfirm the start and end terms and give each class a unique Class ID.
4. Choose what to carry overTick Discussions and Files as needed.
5. RepeatUse the Subject dropdown to do each subject.

Option 4. Transition two-year classes to the next year

For two-year courses where the class stays together, such as IB DP, IB CP and IGCSE Year 1 into Year 2. The class is not archived after Year 1, so all student work and class data move with it.

1. Archive last year's Year 2 classesGo to Classes > Classes Manager > Bulk Class Update, select the programme and the highest year level tab (DP 2 or IGCSE 2), tick Archive at the top and select Save Changes.
2. Export Year 1 classesGo to Classes > Browse All Classes, filter for the programme and Year 1, open the Details panel and select Export > Export to CSV Template, then save the file.

   

3. Move Year 1 classes upGo to Classes > Classes Manager > Transition Classes. Select the programme, Transition classes to the next year (for 2-year courses), the subject and the Year 1 classes. Check the end term is the last term of the course, update teachers and select Save Changes. Repeat for each subject.
4. Create new Year 1 classesGo to Classes > Classes Manager > Import Classes and choose the programme and linked academic terms. Open the export from step 2, update it for the new Year 1 classes (Year, Subject Group, Subject and Level are required; a Class ID is strongly recommended), save it as CSV and upload it.

   

💡 If you see an error

• Class ID has already been taken: another class, active or archived, has the same ID. Change it so it is unique.
• Class Terms must be in the same or the following Year: edit the class terms so they start and end in the previous or next academic year.

You can also create new classes from scratch: Adding Classes via Bulk Import.

3D. Create classes for the lowest grade level

Because you worked from the top grade down, you may still need classes for your youngest grade (for example MYP 1 or PYP 1):

• DP-only schools that used Option 4 already have all their classes.
• If you used Option 3 for your lowest grade, you probably have all the classes you need.
• If you used Option 1 or Option 2, create the lowest grade's classes now: Adding Classes via Bulk Import.

Step 4. Attendance calendar

In this video: Step 4. Attendance calendar

4A. Set holidays and the attendance schedule

Go to Settings > Attendance & Calendar > Programme-Level.

1. Choose the programme and academic year
2. Set the scheduleChoose Weekdays or a Rotation cycle (for example 10 days), and whether holidays count in the rotation.
3. Set categoriesChoose the categories teachers can use, such as Late or Health. Select Customise Categories to change colours and labels, and tick your school's Days off (for example Saturday and Sunday).
4. Add holidaysSelect dates on the calendar to mark them as holidays (yellow); select again to remove. Holidays are not counted and teachers cannot take attendance on them.

Using a rotation cycle? Select the red number on the first day of each term to choose which rotation day the term starts on.

4B. Set up periods

Go to Settings > Attendance & Calendar > Periods and choose the programme.

• Select the academic year, and whether periods are set by day or by rotation cycle.
• Choose whether the period count starts from 0, and whether periods differ by grade level.
• Set the number and times of periods each day. Use Custom Periods for times with no classes, such as lunch.
• Use Copy Period Configuration to copy between days, or Copy Settings in the right-hand panel to copy from another academic year. A green tick shows days that are saved.

4C. Add class timetables

Only needed where you take class attendance. Programmes that only take homeroom attendance can skip this.

One class at a time

Open each class's Attendance tab, choose the days and periods, add a location and select Save Changes.

In bulk (fastest)

Go to Classes > Classes Manager > Import Timetables.

1. Download the CSV template
2. Fill it inClass ID, Rotation Day Number and Period Number are required; room is optional. On a five-day week, Monday is rotation day 1.
3. UploadSave as CSV, upload and select Next.

4D. Add year group deadlines

Go to Year Group > Calendar > Import Example Deadlines. Filter the IB deadlines by exam year, tick the ones you want and select Add Resources. Use Add New Deadline to create your own.

Step 5. Class and homeroom members

5A. Add students to classes

In this video: 5A. Add students to classes

One class at a time

Open the class and use the Members tab. Students are grouped by year level and programme, and you can add students from more than one year level.

In bulk

1. Open bulk assignGo to Classes > Browse All Classes > Bulk Assign Students.
2. Fill in the templateDownload the CSV template and add Student ID (or email) and Class ID.
3. UploadSave as CSV and upload. Choose Bulk assign to add students to new classes (the usual choice at transition), or Bulk assign and remove to replace existing rosters.

5B. Assign homeroom advisors

Needed if advisors have changed or some students do not have one. Go to Year Groups > Bulk Assign Students, download the CSV template, add Student ID (or email) and Homeroom Advisor E-mail (the template also has columns for additional homeroom advisors and project supervisors), save as CSV and select Bulk assign. Advisors then see their students in the Homeroom tab. More in Assigning Students to Advisors.

5C. Add teachers to classes

In this video: 5C. Add teachers to classes

Let teachers join classes themselves

If classes are not locked, teachers can find them in Classes > Browse All Classes, filter by programme, grade or subject group, and select Join or Leave.

Add teachers to one class

Open the class and use the Members tab to add or remove teachers and choose who shows on report cards.

Add teachers to several classes

Go to Classes > Classes Manager > Bulk Class Update, choose teachers from the Teachers dropdowns and select Save Changes.

Add teachers in bulk

Go to Classes > Browse All Classes > Bulk Assign Teachers. Download the template, add Teacher Email and Class ID, save as CSV and upload.

⚠️ Warning

Bulk assigning teachers replaces each class's existing teachers.

5D. Generate timetables (optional)

Timetables appear automatically once students and teachers are in their classes. To hand out printed copies, go to Classes > Classes Manager > Generate Timetables. The export starts as soon as you select it and creates a ZIP file of PDFs, sorted by grade level and student name, which you can download and share.

Step 6. Open ManageBac+ to your community

6A. Unlock ManageBac+

If you locked access in Step 2A, remove the lock in Settings > Security & Permissions > General. If you forget, it unlocks automatically at 00:00 GMT on the date you chose.

6B. Send welcome emails

In this video: 6B. Send welcome emails

To resend welcome emails to everyone who has not signed in yet, go to Settings > School Directory > Roster and select Send Welcome E-mails. Choose the user type (and year group for students) and confirm. You can also resend to one person from their profile.

When you have finished

• Account review: your account manager's details are under Faria Service Manager at the bottom of the left menu.
• Training: book a session for admins or teachers in Training options in the Faria Service Hub.