Introduction
An Academic Period represents a specific timeframe during which an educational institution organizes its curriculum and administrative activities, such as semesters, trimesters, or academic years. Accurately defining these periods is crucial for effective academic planning and administration.
Creating a New Academic Period
To establish a new academic period in Classter, follow these steps:
Navigate through Dashboard to Configuration > Main Settings > Academic Periods
Here you can view existing periods and initiate the creation of a new one.
Initiate Creation
Click on the +Create New button to begin setting up a new academic period.
Enter Period Details
- Description: Provide a clear name for the period, such as “Year 2025-2026”. Standardize how academic periods are named to ensure consistency across records.
- Active: Enable this option to make the period available for institutional planning.
- Enable Period for All (Parents, Students, Teachers): Activate this to grant access to all user portals.
- Default: Set this period as the default view for users if applicable.
- Start Date: Specify the commencement date of the period.
- End Date: Specify the conclusion date of the period.
- Weeks: Indicate the total number of weeks in this period.
- Months: Indicate the total number of months in this period.
- Change Students’ “User Type” Based on Registration Status: Enable this option to automatically update user types (e.g., Student, Alumni) based on their registration status in the new period.
- External ID: Provide an external reference ID, if applicable, for integration with external systems or migrations.
- Characterization Format: Dynamic GRN Prefixing with period-based prefix and independent numbering assigned only on specific statuses.
- Accounting Closing: Configure financial closing settings related to this academic period.
- Copy Data from Period: Select a previous period to duplicate data such as classes, subjects, and teachers (note: students are not copied).
- Transfer: Choose specific data elements (e.g., subjects, teachers) to transfer to the new period.
- Code: Set the new Period Code for internal reference and categorization. If left empty, the system automatically sets the value.
Important Considerations
Mandatory Fields: Fields marked with a red asterisk (*) are mandatory. Ensure these are completed to successfully save your changes.
Data Transfer: When copying data from a previous period, remember that while classes, subjects, and teachers are duplicated, student data is not. Plan accordingly to enroll students into the new period.
Period Activation: Only active periods are available for use in institutional planning and visible to users. Ensure the Active switch is turned on for periods currently in use.
Flexible Date Configuration: When creating a new academic period, administrators can specify precise start and end dates to accommodate different scheduling structures like semesters or trimesters.
Managing Multiple Academic Periods: Classter supports the management of multiple academic periods concurrently. This feature is particularly useful for institutions offering overlapping programs or rolling admissions, allowing for seamless administration across different timelines.
Save the Period
After entering all necessary information, click Save to create the academic period. A progress pop-up will appear upon successful creation.
To ensure the new period is visible in the selection list, log out and log back in after saving. (top right on screenshot below).
After logging in again, the new academic period will be available in the selection list.
Editing an Existing Academic Period
To modify an existing academic period:
View Academic Periods
View academic periods in a Card or Grid view by clicking on the View button and choosing either option. You can filter periods using the Status dropdown (e.g., Active, Inactive). Use the search field to locate the period you wish to change.
Select the Period
In the Academic Periods section, locate and click on the period you wish to edit.
Update Details
Modify fields such as Description, Active status, Start and End Dates, Weeks, and other fields as needed (see above Enter Period Details)
Save Changes
Click Save to apply the updates.
Delete Period (if necessary)
To remove the period, navigate to Grid View > Actions > Delete and select the Delete option. Ensure that this action aligns with your institution’s policies before proceeding.
Re-Ordering Academic Periods
To change the order of your academic periods, switch to the grid view, where you can easily view and adjust their sequence.
Then, simply select and drag the academic period to the desired position. Don’t forget to save your changes after reordering.
After saving, the new order will be set.
Switching Between Academic Periods
Users can switch between different academic periods using the period selection dropdown located at the top-right corner of the portal. This allows quick navigation between active periods.
How to Switch Periods
- Click on the period selection dropdown in the top-right corner of the screen.
- Select the desired academic period from the list.
- The system will reload, updating all displayed data to match the selected period.
Final Result of Period Selection
Selecting a period updates all system data and functionalities accordingly. Users can switch only between periods they have access to, as determined by their roles and permissions.
In the example below, Parents, Students, and Teachers do not yet have access to the new period due to the academic period’s disabled property.
As a result, this student does not have access to the new academic period.
Please Note:
- Access to periods is determined by user roles, permissions, and system settings.
- Administrators can restrict academic period access for students, parents, and teachers based on institutional policies. If a period is disabled for a user group, they will not be able to view or switch to it.
- Enrollment in a period is mandatory for access. If a student is not enrolled, the period will remain inaccessible. ** Unenrolled students are categorized as “Students without period.”**
Reporting & Analytics
- Academic Period Reporting: Generate reports on student performance, attendance, and administrative data.
- Integration with Other Modules: Academic periods interact with exams, timetables, grading, and financial systems, ensuring consistency across all modules.
- Dashboards & Insights: Administrators have access to dashboards providing real-time insights into active periods and upcoming transitions.
Quick Guide: Users’ Access to Academic Periods
This section outlines the necessary conditions for different users to access academic periods effectively.
Staff/Employees or Admins
- Period is active.
- Period property “Enable Period for All (Parents, Students, Educators)” is enabled.
- Employee is ‘Active’ in the period (can be transferred during the period creation or from the list of Employees & Contacts)
- Additional permissions edited in User Roles.
Students
- Period is active.
- Period property “Enable Period for All (Parents, Students, Educators)” is enabled.
- Student exists in the period with:
- At least one Educational Program
- A status with Portal Access (can be transferred from the Student List > Actions > Transfer from/to period)
Additional permissions edited in User Roles.
📌 Admission students, Alumni – Same as above, with variations based on student status
Parents/Guardians/Relatives
- Period is active.
- Period property “Enable Period for All (Parents, Students, Educators)” is enabled.
- Access is based on connected students’ data. (see the above)
Teachers
- Period is active.
- Period property “Enable Period for All (Parents, Students, Educators)” is enabled.
- Teacher is ‘Active’ in the period (can be transferred during the period creation or from the Teacher’s list)
Agents
- Period is active.
- Period property “Enable Period for All (Parents, Students, Educators)” is enabled.
- Agent is ‘Active’ in the period (can be transferred during the period creation or from the list of Employees & Contacts > Type: Agents)
- Additional permissions edited in User Roles.
By meticulously setting up and managing academic periods, institutions can ensure seamless academic operations and clear communication with all stakeholders.
