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Year-end promotion

At the close of each academic year, EduPrime promotes whole classes in one operation: Grade 5 becomes Grade 6, Form 3 becomes Form 4, and the top class graduates out. Done correctly, fee balances carry forward, repeaters stay put and leavers are archived – all without touching records one by one.

Where to find it — App drawer → EduPrime → Configuration → Academic Structure → Year Rollover.
Year-end promotion
Year-end promotion in EduPrime.

Running a promotion

  1. Go to EduPrime → Students and open the Year-End Promotion action.
  2. Select the source class (the class moving up) and the destination class for the new year.
  3. Choose how to handle outstanding balances – carry forward (default) or write off (requires permission).
  4. Review the list of students. Untick any who should not be promoted (repeaters – see below).
  5. Click Promote. EduPrime updates each student's class, logs the change in Class History and carries balances.
Tip — Run promotions in a quiet window (after the last invoice run, before the new term opens) so balances are final and no one is editing records mid-operation.

Carry-forward balances & repeaters

By default, any unpaid balance follows the student into the new class – the debt does not disappear at year-end. To repeat a student, simply leave them unticked in the promotion list; their class stays the same and a Repeat entry is logged in Class History. To promote with a fresh slate (e.g. a fully-paid scholarship cohort), choose the write-off option, which requires elevated permission and is itself audit-logged.

Archiving the top class (leavers)

For the highest class, the destination is not another class but graduation. Set the destination to Leavers / Graduated. EduPrime archives these students (status → Archived), preserving their full history but removing them from active lists, invoicing and the live roll. See Transfers, withdrawals & graduation for the certificate workflow.

Important — Promotion is powerful and touches many records at once. Always run it on the correct academic year and double-check source/destination classes. A promotion run on the wrong class is the single most common large-scale data error.

Reversing a mistake

If a promotion was run wrongly, use Reverse last promotion from the same action menu. EduPrime reads the Class History log and rolls each affected student back to their prior class, undoing the balance carry-forward. Reversal must be run before any new invoices are generated against the wrong classes – once invoicing has touched the records, reverse manually and reconcile the Fees app with finance.

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