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Transitioning to a New Academic Year (DP, MYP & Non-IB Secondary)

As you prepare for a new academic year, it is important to complete the following tasks:

1. Export Term Grades & Generate Reports (for schools using ManageBac for Reports)

2. Set your Academic Term Dates

3. Configure DP and MYP Subjects for the new year

4. Transition Year Groups

5. Manage your Classes

1. Export Term Grades & Generate Report Drafts (for schools using ManageBac for Reports)

For schools using ManageBac for Reports, it is best practice to export your term grades and generate reports for the whole school before the end of each academic term. This way you have record of both the full reports as well as the grades data.

For Excel exports, navigate to the Reports tab, select your programme and click Export Term Grades. This will provide you with an export of all grades from all classes in the current academic term for the selected programme.

Please review our tutorials on generating reports for DP and MYP. Reports which have been generated will appear under your Reports log. 

2. Set your Academic Term Dates

Navigate to Settings > Academic Terms > Diploma/Middle Years Program > Configure New Academic Year

These dates are not visible to students or teachers, but they are used to group assignments within the Gradebook, so it’s important 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).

For example, if your school operates on a semester system, your first term may start on August 15 and end on January 2, whereas your second term may start on January 3 and end of June 15.

If instead your first term was set to end on December 15 instead of January 2, leaving a gap between terms, a teacher planning a task with a due date on December 20 would be unable to create the task. Simply put, the system would not know whether to categorize that task in your first term or your second term. It’s always best to ensure that your terms are continuous, so that tasks will be correctly categorized.

3. Configure Subject Settings

You will want to ensure that your subject settings accurately reflect your authorized subjects on IBIS. If you have been authorized for a new subject, you will want to ensure that these settings are updated accordingly.

If your school offers the MYP, you will want to ensure that you have indicated the phases offered for your Language acquisition subjects.

Configuring Subject Settings for the different academic programmes can be done via:

a. Diploma: Settings > Diploma > Subjects

b. Middle Years: Settings > Middle Years > Subjects

4. Transition Year Groups

When you first sign in after returning from the summer, you will be prompted to transition your students to new grade levels. Year Groups can be transitioned via the Transition Years link on the IB Manager tab.  

By selecting the correct grade levels from the IB Manager drop-down menu, you will have the option to rename each IB Group. For example, if you are transitioning a group from the MYP to the Diploma programme, you will want to change the name from IB MYP Class of 2015 to IB DP Class of 2017.

Transition Years

Tick the Archive box for your Alumni group and change the year of the remaining groups via the drop-down menu, click Transition IB Groups.

When transitioning MYP year groups into the Diploma, there is also an option to bulk archive historical Community & Service activities.

Via Edit Group Settings

You can transition IB year groups individually via Overview > Edit Group Settings. Update the programme and grade, or scroll down to tick the box to Archive. Click Save Changes when you have finished.

The option to bulk archive historical Community & Service activities is also available on the right side navigation.

What are archived IB Groups?

Archived IB Groups store your alumni records, which can be used for 5-year reviews or to meet data storage requirements within your country. They are retained on the system permanently at no cost and are not counted for billing purposes.

You can access archived groups directly via the IB Manager tab by clicking Archived IB groups in the right navigation panel.

Create new IB Year Groups

There are two methods to create IB Year Groups for new students:

1. Created by bulk importing new users via Users > Import Students

2. Created individually via IB Manager > New IB Group

5. Manage your Classes

Step 1. Link Classes to Academic Terms

Navigate to Classes > More Options > Bulk Assign Terms

1. Filter by Programme, Grade and Subject.

2. Configure how many terms each class will run for individually or quickly configure all by selecting the terms duration of the class at the top of the list and selecting the arrow down next to the term dropdown.

Important Note: IB Diploma Classes should be linked to 2 full academic years. All other classes can be linked to 1 full academic year maximum.

Step 2. Bulk Export Current Classes via Classes > More Options > Export to Excel. The classes export can be used to bulk create new classes in Step 5 (below).

Step 3. Bulk Archive DP2 and MYP 1-5 Classes

Navigate to Classes > Assign Teachers & IDs > select your programme > tick the Archive checkbox.

Note: We recommend to bulk archive all previous DP, MYP and Non-IB classes except for DP1 classes, which should be transitioned up to DP2.

Step 4. Transition Classes

Any classes that need to move up a grade level (e.g. DP1 classes) must be moved up by changing the class year level. This is done on a classes by class basis via the Class Settings.

Navigate to Classes > Filter by Programme & Year Level > Select class > click Edit Class Settings > change the Year > click Save Changes.

If you need any help transitioning classes up a grade level, please contact and we can assist to transition classes in bulk.

Step 5. Create New Classes

New Classes can be created individually or in bulk via the Classes tab. Use the Classes Export from Step 2 above to recreate the same classes you used last year. Simply update the class IDs of the classes you wish to recreate from the 'Import List' of the Excel doc.

Click here for more guidance on creating classes.


Additional Tools for Class Setup

Bulk Assigning Students to Classes

Bulk Import Class Timetables (for schools using ManageBac Attendance)

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