Add A Year

Note: Users that create new years must have permission for all parts of the database before creating a new year.

Steps

  1. Click on the Setup Menu and select Years.
  2. When the Years screen is displayed, click in the Default Year field and select the year closest to the one you would like to add. For example, if you are adding a previous year, select the oldest year available. If you are adding a future year select the newest year from the list.
  3. Click the Add button at the top of the screen to begin adding a new year.
  4. The AddAYear window is displayed. Select whether to add a future year or a previous year.

    5. Generally you will be adding a future year. However, if you need to restore old data you may want to add a previous year in which to restore it.

  5. In the Grade Level Of Graduating Class field, typically you will enter the highest district grade level (12), even if you are an elementary school. Certain setups will use the number of the highest grade level in your school. For example, a Middle School might type 8. Contact Technical Support if you require assistance.
  6. In the Year Of Graduation Of Graduating Class type the year (all four digits) that the grade level you entered will graduate from High School.
  7. Click on OK to begin adding the new year. This process may take several minutes. When it is completed you will see the new year in the list of years on your screen. You can then select it in the Select Default Year field and begin modifying data.

The combination of the Grade Level Of Graduating Class and the Year Of Graduation Of Graduating Class is used by the program when printing reports by grade level and when scheduling groups of students. These numbers indicate what the highest grade level in your school is. The program then counts backwards to determine what the other grade levels are based on those students' years of graduation. For example, if in the Add or Modify Year window you entered the grade level 12 and the year of graduation 2012 the program would then know that anyone in the class of 2013 is in the 11th grade, anyone in the class of 2014 is in the 10th grade, etc.