Setting up School Year Terms / Dates

Erin Caprielian

Each year, we have to set up new school year terms and dates, and each year this requires multiple steps to do this. While it's helpful to have flexibilty to have some dates differ, we really need a more efficient way to do this. An “apply to” feature that allows us to set the dates and apply them for both multiple school levels (US, MS, LS) and multiple school types (Academics, Activities, Advisory, etc.) would save so much time and reduce the opportunity for errors.

An idea was posted back in 2017 with comments noting this issue, and it received 143 votes:

Has anyone found a workaround to avoid the repetition of date entries? There doesn't seem to be an import but maybe I've missed it.

Geoffrey Goodfellow

@Erin Caprielian, I agree it would be helpful to have more tools to make this process of setting up the new year easier. I'm always a little bit frustrated when I head to Master Rollover in Core with the desire to roll over the current year to the next and find that the dates/terms need to be set up manually first. Thereafter, there are some aspects of gradebooks, grading, etc. that can be rolled over, but the initial setting up of all the term start, term end, days in between for Academic, Activities, Athletics, Advisories takes a long time, and then it all needs to be done for each of our five school divisions. Because we all share the same academic calendar, I'm entering the same dates everywhere, but it is nice that we have the flexibility to have individual dates if we ever needed that. Ideally, it would be great to roll over the entire academic year…Academics, Activities, Athletics, Advisories for all school divisions and then edit from there.

I've also noticed that many of the Master Rollover features don't work for me because the dates between the old and new academic year don't match. The knowledgebase suggested temporarily making the dates match, do the roll over, and then set the new year dates correctly, but that didn't work for me since it wouldn't let me overlap academic year dates, so I suspect that KB article was outdated. I also tried the opposite of temporarily changing my current academic year dates to match the new year, but that didn't work either.