Found at Common Tasks > End of year procedures > Archive ALL (or all Year 12) students.
If your ensemble enrolments roll over from one year to the next, then all you need to do at the end of the year is archive (terminate) ensemble enrolments for ALL YEAR 12 students. However, some schools like to start afresh each year - and that's OK, too!
Tip: A best practice recommendation is that when you're terminating enrolments as part of your own internal process, rather than because the student has requested to withdraw from their enrolment, you should use 31 December as a standard date for all enrolments (or, if not at end-of-year, choose another distinctive non-teaching day).
The. script opens this screen, which shows all current ensemble enrolments.
Archive All Ensemble Enrolments
To archive ALL your ensemble students at the end of each year:
- Enter a Finish Date for the first record on the list
- Select the Archive Found Set button.
Archive Year 12 Students
If you only wish to archive ALL YEAR 12 students:
- Select the Show Only Year 12s button.
- Enter a Finish Date for the first record in the list.
- Select the Archive Found Set button.
Note: There is also a Show Only Year 6s button for primary schools!
Note: You can perform your own Find in this screen, to bring up any custom list based on any of the visible fields, if you need to archive a custom set of ensemble enrolments.
Re-Enrol / Update Fees
Once you have updated the ensemble fees in Setup Files > Fees > Ensemble Fees, you can apply them to all your ensemble enrolments in this same window.
Just select the Re-Enrol Found Set button, and the values in your Fees file will be applied to the enrolments in the list.
Tip: If you are following best practice, and using a Finish Date of 31 December for those you are archiving for administrative reasons, but changing that date to a different date for those who genuinely withdraw, you can perform a Find here for only those with a Finish Date of 31 December in the relevant year, and Re-Enrol just that set.