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Transitioning to the Next Academic Year (full)


This tutorial covers how to transition your ManageBac to the Next Academic Year for all programmes except for IB PYP.  To transition PYP, please complete our PYP Transition Request Form

Register for our next Transitioning Support Webinar in your timezone here!

Overview

1. Generate ManageBac Reports (for schools with ManageBac Reports only)

2. Transition iSAMS (for schools with iSAMS integration only)

3. Transition OpenApply (for schools with OpenApply integration only)

4. Bulk Generate Unit Planners to PDF (5-10 mins)

5. Set Next Year's Academic Term Dates for each Programme (5-10 mins)

6. Lock Access to ManageBac from Students and Parents (OPTIONAL) (5 mins)

7. Transition Students up a year level (30-60 mins)

8. Transition Classes (60-120 mins)

9. Assign Students to Classes (60-120 mins)

10. Set up Homeroom & Class Attendance (60-120 mins) (for schools with ManageBac Attendance only)

Need further assistance? Register for our next Transitioning Support Webinar in your timezone here!

1. Generate ManageBac Reports

If you are using ManageBac for Reports, first ensure that report cards were generated for the previous year. This was likely done at the end of the previous year. Please see our Quick Start Guides for Secondary programmes & IB PYP:

Skip this step if you are not using subscribed to ManageBac Reports. 

2. Transition iSAMS

If your ManageBac account is integrated with iSAMS then you must transition iSAMS before moving onto the next step.  

Skip this step if your school is not subscribed to iSAMS or does not have ManageBac-iSAMS integration.

3. Transition OpenApply

If your ManageBac account is integrated with OpenApply then you must transition OpenApply before moving onto the next step. 

Skip this step if your school is not subscribed to OpenApply or does not have ManageBac-OpenApply integration.

4. Bulk Generate Unit Planners to PDF

Units automatically carry over from one year to the next and populate to classes by subject & year level (e.g. MYP 5 Design units from last year will appear in next year's MYP 5 Design classes), transitioning or archiving classes will not result in a loss of units.

We recommend exporting all unit plans to PDF at the end of each year so that you have a carbon copy of what was taught each year. This is especially helpful to provide your curriculum organisation (e.g. the IBO) upon 5-year evaluation.

Note: Bulk Generate PDF Planners is currently not available for non-IB programmes. 

Navigate to Curriculum > Select the programme > click Bulk Generate PDF Planners.

PDF Planners can be generated in bulk by subject, and can include reflections from previous years. We recommend to generate for every subject and save the Zip file outside of ManageBac.

On the PYP Legacy UI, this is done via Inquiry > Bulk Generate PDF Planners. All planners across all grade levels will be generated to PDF & stored in a Zip file.

Download this file and save outside of ManageBac.

5. Set Next Year's Academic Term Dates for each Programme

Next, set up your new Academic Years for each programme at the school. Navigate to Settings > Academic Terms > Select your Programme > click Configure New Academic Year.

Set your term start & end dates, ensuring that dates do not overlap. Terms dates are used to group deadlines and grades within each class. It's recommended that these dates are set to be continuous (i.e. they should be inclusive of your school holidays in order to avoid gaps between terms).

Be sure to set up your academic term dates for each academic programme used at the school (e.g. Diploma, High School, IGCSEs, Primary School, etc.). 

6. Lock Access to ManageBac from Students and Parents (OPTIONAL)

You may wish to lock ManageBac for students and parents to be able to complete the following transition steps without students and parents having access to the system.

This is possible via Settings > Permissions, Security & Privacy.

Here, tick the box "Prevent access to ManageBac for students and parents till" and set the unlock date. Be sure to click Save Changes at the bottom of the page.

If access has been prevented, students and parents will see a message indicating that their account has been temporarily locked in preparation for the next academic year. The unlock date will be indicated as to when they will be able to log back in (see above).

7. Transition Students up a Year Level

The next step is to manage your students for next year. This includes archiving graduated year groups, moving year groups up a grade level, archiving individual students who are not returning & importing any new students. Complete this in the following order:

Step 1. Transition Year Groups

Via the Homepage, navigate to Year Groups > See all Year Groups > Transition Years.

Transition DP & MYP Year Groups

Transition the year groups for each programme, starting with the highest programme (e.g. IB Diploma). Archive the graduating year groups who are leaving the school and move lower year groups up a year level.

  1. Select the programme
  2. Archive the graduating year group
  3. Move lower year groups up a grade level
  4. Customise the Year Group name (optional)

Click Save Changes to transition.

Note: only archive graduating year groups who are not returning. Year groups moving from one programme to another (e.g. MYP5 to DP1) should be moved up a year level (see below)

The screenshot above shows how to transition year groups continuing onto another programme. For example, MYP 5 moving from IB Middle Years to Diploma.

Transitioning across programmes (e.g. Cambridge IGCSEs > Cambridge A-levels)

Students who are transitioning across programmes need to be be moved via Settings > School Directory > Memberships. In the screenshot above, for example, here students are being moved up from IGCSE Year 10 into Diploma Year 1.

See here for further guidance on moving students between grade levels.

Step 2. Add new students & archive individual students not returning

If your school has OpenApply-ManageBac Sync enabled, skip this step as new students will sync from OpenApply to ManageBac, while students marked as withdrawn will be archived on ManageBac.

Finally, create student accounts for incoming new students. See our tutorials on how to add students via Bulk Import or Individually:

Archive Individual Students not Returning

Archive any remaining students who are not returnning via Settings > School Directory. Search for the student and click the arrow down icon to archive.

8. Transition Classes

The next step is to transition your classes for each programme & subject. ManageBac is designed so that all classes have a set duration as they are linked to academic terms and archived once completed. ManageBac supports the following 4 transition types:

  • Archive & recreate all classes from scratch
  • Archive & duplicate into the next grade
  • Archive & duplicate into the existing grade
  • Transition class to the next year (for 2-year Diploma & IGCSE courses only)

It is possible to use certain transition types for some classes but not for others. Please watch our video tutorial & review the steps below to better understand which type is best to transition the classes at your school.

a. Archive & recreate classes from scratch

This option can be used to bulk archive classes and recreate classes from scratch.

Scenarios where you may wish to bulk archive all classes and start from fresh:

  • If you want to have a clean slate every year.
  • If you dont want messages, files or student rosters to be the same next year, and you already have a list of new classes you wish to add from another student information system.
  • If you wish to change the subjects or number of classes offered.

Navigate to Classes > See all classes > Manage Classes:

  1. Select the academic programme
  2. Archive individual classes or select the Archive checkbox at the top to archive all.
  3. Click Save Changes at the bottom of the page to process.

Repeat steps 1-3 with the next academic programme.

After archiving classes, new classes will need to be created via Classes > Show all Classes > Import Classes. See our tutorial here on creating classes via Bulk Import:

b. Archive and duplicate into next grade

This option archives existing classes to preserve historical data, and creates a new version of each class one grade level higher. This option is best used for Non-DP and Non-IGCSE classes that will continue with the same students next year.

Example: A two-year High School Biology class may choose to duplicate messages, files, and class settings from Year 1 to Year 2. Archiving and duplicating into the next grade will archive all Year 1 class data and create a new class of the same subject a grade level higher, with the option to carry over messages, files & students from the Year 1 to Year 2 class.

First archive the highest level classes of the programme via Classes > See all Classes > Manage Classes.

  1. Select your programme
  2. Filter for the highest year level
  3. Archive all
  4. Save Changes

Next, transition lower level classes by navigating to Classes > See all Classes > Transition Classes:

  1. Select the programme
  2. Select Archive & duplicate into next grade
  3. Confirm the Start and End Academic Terms for the newly created classes. DP classes can span up to two years, while all other classes can only span up to one.
  4. Add a unique Class ID for each class (this is strongly recommended as it will allow you to later bulk assign students to classes)
  5. Tick the Messages checkboxes if you would like to re-use the messages from the current class in the newly created class.
  6. Tick the Files checkboxes if you would like to re-use the files from the current class in the newly created class.
  7. Tick the Students checkboxes to use the same student roster from the current classes.
  8. If the teacher assigned will be different in the new class, select a new teacher from the Teacher dropdown.

Repeat these steps for each subject within the programme.

c. Archive and duplicate into existing grade (recommended for Non-DP & Non-IGCSE classes)

This option archives your existing classes to preserve historical data, and creates a new version of each class in the same grade level. This is the quickest way to copy this year's classes into next year and is best used for programmes where the classes offered in each year level are roughly the same every year.

Example: If last year's MYP Design Grade 9 classes are offered again in Grade 9 next year, archiving and duplicating the class will allow you to archive the old class & create a copy keeping the messages, files and class settings the same.

In this option, you do not have to create any new classes if you are happy with your current class structure, since all selected classes will be duplicated into their existing grade levels.

Navigate to Classes > See all Classes > Transition Classes.

  1. Select the programme
  2. Select Archive and duplicate into existing grade
  3. Select the subject
  4. Select the classes you wish to transition
  5. Confirm the Start and End Academic Terms for the newly created classes.
  6. Add a unique Class ID for each class (this is strongly recommended as it will allow you to later bulk assign students to classes)
  7. Tick the Messages checkboxe if you wish to copy the messages into next year's class.
  8. Tick the Files checkboxes if you wish to copy the files into next year's class.

Repeat these steps for each subject via the Subject dropdown.

d. Transition classes to the next year (For 2-year DP & IGSCE classes)

This option is for two-year classes, where class rosters remain the same from year 1 to year 2, which is often the case for Diploma & IGCSE Year 1 classes transitioning into Year 2.

Example: If DP English Language & Literature is a two-year course, the class should not be archived after the first year. Use 'Transition Classes to the Next Year' to move classes up a year level, ensuring all student work & class data stays with the class as it moves.

Instructions:

  1. Archive previous year 2 classes
  2. Export previous Year 1 classes to Excel & Save
  3. Transition year-1 classes to year-2
  4. Create new year 1 classes using the Excel export

1. Archive Previous Year-2 Classes

First, archive the DP-2 and IGCSE-2 classes from last year as these classes have finished. Bulk archive classes via Classes > See all Classes > Manage Classes.

  1. Select the programme (IB Diploma or IGCSEs)
  2. Select the highest year level (DP-2 or IGCSE-2)
  3. Tick the Archive button at the top to select all & Save Changes

How to resolve error messages:

Class ID has already been taken: Appears if another class (active or archived) has the same class ID. Remove or update the class ID so it is unique and try again.

Class Terms must be in the same or following Year: Edit the class terms to start & end within the previous or next academic year.

2. Export previous Year-1 classes to Excel

Navigate to Classes > See all Classes

  1. Filter for Diploma or IGCSE
  2. Filter for Year-1
  3. Click Export Filtered Classes to Excel
  4. Save the Export file to your computer for now and move onto the next step.

 

3. Transition Year-1 classes to Year-2

Navigate to Classes > See all Classes > Transition Classes to transition the lower level classes up a year level.

  1. Select the programme
  2. Select Transition classes to the next year (for 2-year courses)
  3. Select the subject
  4. Select the DP1 classes you wish to transition up to DP2
  5. Ensure the ending term is the final term of 2020
  6. Add/remove teachers as needed
  7. Click Save Changes

Repeat these steps for each subject.

4. Import New Year-1 classes

The last step to transition 2-year programmes is to create new Year-1 classes.

  1. Navigate to Classes > See all Classes > Import Classes
  2. Select your programme (Diploma or IGCSEs)
  3. To re-import the year-1 classes from the previous year, open the Excel export from Step 2 (see below).

4. Add or remove classes as needed to match the set up for the incoming Year-1 classes. Be sure that all required fields are added: Year, Subject Group, Subject, Level. Class ID is not required but is strongly recommended.

 

5. Once all class data has been added, save the file as CSV format and upload via the Import Classes page.

If you prefer not to re-import the previous year's Year-1 classes, you can also create new classes from scratch by following our guides on importing classes:

9. Add Students to Classes

Once all classes across all programmes have been transitioned, the next step is to add students to new classes. Students can be added to classes manually or in bulk.

a. Add Students Manually

Navigate to each class individually and add students via the Members tab (see below)

Students are organised by the year level & programme of their year group (see below).  It's possible to add students from multiple year levels & programmes to the class if needed.

b. Add Students in Bulk

Navigate to Classes > See all Classes > click Bulk Assign Students

Download our CSV template, completing the CSV with the required fields to assign students to classes:

  • Student ID or Email
  • Class ID

Save the file as CSV format and upload. Then choose to either Bulk assign, adding students to existing rosters, or Bulk assign and remove, replacing any existing class rosters.

When transitioning to the next year, the most common option is to Bulk assign as you are adding students to newly created classes for the new year.

10. Class & Homeroom Attendance (only for schools using Attendance)

The final step is to set up class & homeroom attendance - this step is only necessary for schools using ManageBac for Attendance.

Step 1. Set up Homeroom Attendance

Assign Homeroom Advisors to students via Year Groups > See all Year Groups > Bulk Assign Students.

This step is necessary if Homeroom advisors for students have changed from last year to this year, or if there are students who are not yet assigned to a Homeroom Advisor.

Download our CSV template and complete with the required fields to assign students to Homeroom Advisors:

  • Student ID or E-mail
  • Homeroom Advisor E-mail

Save the file as CSV format and upload by clicking Bulk assign. This will bulk assign Homeroom Advisors to students, allowing them to easily keep track of their students via the Homeroom tab. See here for further guidance.

Step 2. Set up Class Timetables

Class Attendance timetables can be set up manually (class-by-class) or via bulk import.

Note that class timetables do not need to be set up for programmes where you are only tracking Homeroom Attendance. For example, if you are taking class attendance in your secondary school, but homeroom attendance only in primary school, you can skip this step for primary school. 

Manually

To set up class attendance timetables manually, navigate to each class Attendance tab. Select the Days, Periods & enter a class location. Click Save Changes and repeat for all classes.

Bulk import

Bulk import is the fastest method to set up class timetables and can be done via Classes > See all Classes > Import Timetable.

  1. Download our CSV template
  2. Add required fields to the template: Class ID, Rotation Day Number & Period Number (Room location is optional).
    • ManageBac does not support direct integration with any third party timetabling systems. If your school uses another timetabling system with an export to XLS or CSV function, it's best to match the class IDs on ManageBac with your timetabling system. This will make it easier to export data from your timetabling system and add it to our CSV timetable template, using class ID as the common unique identifier across both systems. 
    • Rotation days & periods for each programme are set via your Settings > Attendance.
    • If your programme runs on a 5-day (weekday) cycle, then Monday is rotation day 1, Tuesday is rotation day 2, and so on.
  3. Save the file as CSV format, upload and click Next.

If you need any assistance with any of the above imports or have any questions about the best transition options for your school, please email us at support@managebac.com and we will be happy to help.

Video Tutorials

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