Academic Year

The Academic Year setting defines the time period for all academic activities — attendance, exams, fee structures, and promotions are all tied to the current academic year.

Understanding Academic Years

• An academic year in Indian schools typically runs from April to March (e.g., April 2025 to March 2026, displayed as “2025-26”).
• All data in EduCore is organized by academic year — attendance records, exam results, fee installments, and reports are all scoped to the active year.
• You can have multiple academic years configured, but only one can be the current (active) year.

Creating an Academic Year

1. Navigate to Settings > Academic Year from the sidebar.
2. Click Create New Academic Year.
3. Fill in the details:

4. Click Save.
5. The new academic year appears in the list but is not yet active.

Tip: Create the next academic year before the current one ends. This allows you to run promotions and set up the new year’s fee structure in advance.

Setting the Current Academic Year

1. Navigate to Settings > Academic Year.
2. Find the academic year you want to activate.
3. Click Set as Current.
4. Confirm the action.
5. The selected year becomes the active year.

What Happens When You Change the Current Year

• The dashboard shows data for the new current year.
• Attendance marking applies to the new year.
• Fee collection applies to the new year’s fee structure.
• Previous year’s data remains accessible by switching the year filter on reports.

Tip: Switch the current year only after completing all end-of-year activities for the outgoing year (promotions, final report cards, fee reconciliation). Once switched, day-to-day operations run against the new year.

Academic Year Calendar

Each academic year has a calendar where you define holidays and events.

Adding Holidays

1. Navigate to Settings > Academic Year > Calendar (or click the calendar icon next to the active year).
2. Click Add Holiday.
3. Fill in:

4. Click Save.

Common Holidays to Add

How Holidays Affect the System

• Attendance cannot be marked on holidays.
• Holidays are excluded from “total working days” calculations.
• The calendar is visible to all users.

Year Transition

flowchart LR
    A[Current Year 2024-25] --> B[Create 2025-26]
    B --> C[Promote Students]
    C --> D[Carry Forward Fees]
    D --> E[Set 2025-26 as Current]

At the end of an academic year, you need to transition to the new year. Here is the recommended sequence:

Step 1: Create the New Academic Year

1. Create the next year’s academic year entry (e.g., “2026-27”).
2. Do not set it as current yet.

Step 2: Complete End-of-Year Tasks

Before switching years, complete the following for the outgoing year:

Step 3: Promote Students

1. Navigate to Students > Promotions.
2. Promote each class to the next class.
3. Mark Class 12 (or final class) students as “Passed Out.”
4. See Student Promotion for detailed steps.

Step 4: Set Up the New Year

1. Configure the new year’s fee structure (amounts may change).
2. Add holidays to the new year’s calendar.
3. Update the timetable if there are changes.

Step 5: Switch to the New Year

1. Navigate to Settings > Academic Year.
2. Click Set as Current on the new year.
3. Confirm the switch.

Step 6: Verify

1. Check the dashboard — it should show the new year’s data.
2. Verify that promoted students appear in their new classes.
3. Verify that the fee structure for the new year is correct.

Tip: Plan the year transition for a day when the school is closed (e.g., a holiday or weekend). This gives you time to verify everything before the new session begins.

Viewing Previous Years

To view data from a previous academic year:

1. On most report pages, there is an Academic Year filter or selector.
2. Change it to the previous year.
3. The report shows data from that year.

Student profiles show data across all years — you do not need to switch years to view a student’s historical data.

Best Practices

1. Never delete an academic year that has data. All historical records (attendance, exams, fees) are tied to the academic year.
2. Add holidays at the beginning of the year. This ensures attendance calculations are correct from day one.
3. Follow the transition sequence. Promoting students before carrying forward fees (or vice versa) can cause confusion. Follow the steps in order.
4. Keep the year label consistent. Use the format “YYYY-YY” (e.g., “2025-26”) for clarity.