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Session Year & Academic Calendar Setup

Role: School Admin

The Session Year (also called Academic Year) is the foundation of your school's data organization. Every student enrollment, exam, fee record, and attendance entry is tied to a specific session year. Proper setup is critical for smooth school operations.

What is a Session Year?

A Session Year represents one complete academic cycle, typically running from one enrollment period to the next (e.g., "2025-2026" running from April 2025 to March 2026, or September 2025 to August 2026, depending on your school's calendar).

Overview​

Session Year includes:

  • Start and end dates defining the academic period
  • Optional semester/term subdivisions
  • Fee installment schedules
  • Default session designation (which year is currently active)
  • Holiday calendar and academic events

Why Session Years Matter:

  • Data Organization - All academic records are separated by session year
  • Fee Management - Each session has its own fee structure and collection tracking
  • Student Progression - Students are promoted from one year to the next at session end
  • Reporting - Generate year-over-year comparisons and historical reports
  • Archiving - Old session data remains accessible but separate from current operations

📅 Creating a New Session Year​

Step 1: Access Session Year Management​

  1. Log in as School Admin
  2. Go to Academics → Session Years (or Settings → Session Years)
  3. You'll see a list of existing session years (if any)

Step 2: Add New Session Year​

  1. Click Add Session Year or Create New
  2. Fill in the required fields:

Required Fields:

  • Name (required) - Display name for the session (e.g., "2025-2026", "Academic Year 2025-26")
  • Start Date (required) - First day of the academic session (format: DD-MM-YYYY)
  • End Date (required) - Last day of the academic session (format: DD-MM-YYYY)

Fee-Related Fields:

  • Include Fee Installments - Enable if you want to split fees into installments
  • Fee Due Date - Default date when fees are due (optional, can be set per installment)
  • Fee Due Charges - Late fee percentage or amount (optional)
  1. Click Submit or Save

Example:

Name: 2025-2026
Start Date: 01-04-2025 (April 1, 2025)
End Date: 31-03-2026 (March 31, 2026)
Include Fee Installments: Yes
Naming Convention

Use a consistent naming format:

  • "2025-2026" (most common, clear start-end years)
  • "AY 2025-26" (Academic Year abbreviation)
  • "Session 2025-2026" Avoid: "2025", "Next Year", "Current Session" (not descriptive enough)

Step 3: Set as Default (Active) Session​

After creating the session year:

  1. In the session year list, find your newly created session
  2. Click Set as Default or toggle the Default switch
  3. The default session becomes the active session for all current operations

What "Default" Means:

  • New student admissions go into this session
  • Fee collection defaults to this session
  • Attendance marking defaults to this session
  • Dashboard shows data for this session
  • Only ONE session can be default at a time
One Default Session

You must have exactly one default session at all times. When you set a new session as default, the previous default is automatically unmarked.

📆 Configuring Semesters/Terms​

If your school divides the academic year into semesters or terms, configure them after creating the session year.

When to Use Semesters​

Use Semesters/Terms if:

  • You conduct exams twice a year (mid-year and final)
  • You teach different subjects in different halves of the year
  • Fee payment is split into term-based installments
  • You issue report cards per semester

Don't Use Semesters if:

  • Your school runs continuous assessment without distinct terms
  • Exams are conducted monthly or quarterly (use regular exams instead)

Creating Semesters​

Step 1: Access Semester Management

  1. Go to Academics → Semesters (or Academics → Session Years → [Select Session] → Semesters)

Step 2: Add Semester

  1. Click Add Semester
  2. Fill in details:
    • Name - e.g., "Semester 1", "First Term", "Fall Semester"
    • Start Date - First day of this semester (must be within session year dates)
    • End Date - Last day of this semester
    • Session Year - Select the session year this semester belongs to
  3. Click Submit

Step 3: Repeat for Additional Semesters

  • Most schools have 2 semesters or 3 terms
  • Ensure no date gaps or overlaps between semesters

Example: Two-Semester System

Session Year: 2025-2026 (April 1, 2025 - March 31, 2026)

Semester 1:
Name: Semester 1
Start: 01-04-2025
End: 30-09-2025

Semester 2:
Name: Semester 2
Start: 01-10-2025
End: 31-03-2026

Example: Three-Term System

Session Year: 2025-2026 (September 1, 2025 - June 30, 2026)

Term 1:
Name: Autumn Term
Start: 01-09-2025
End: 20-12-2025

Term 2:
Name: Spring Term
Start: 06-01-2026
End: 28-03-2026

Term 3:
Name: Summer Term
Start: 14-04-2026
End: 30-06-2026
Semester Dates
  • Leave small gaps between semesters for holidays/breaks
  • Align semester end dates with exam periods
  • Consider holidays when setting dates

🔄 Copying Configuration from Previous Year​

When starting a new session year, you often want to copy settings from the previous year to save time.

What Can Be Copied​

Typically Copied:

  • Fee structure (fee types and amounts)
  • Class structure (classes, sections, streams)
  • Subject assignments to classes
  • Holiday calendar (recurring holidays)

Not Automatically Copied:

  • Student enrollments (students need to be promoted)
  • Teacher assignments (may need updates for new subjects)
  • Exam schedules (unique each year)

Manual Copying Workflow​

Since automatic copying may not be available, follow this workflow:

Step 1: Create New Session Year

  • Create the new session year as described above

Step 2: Copy Fee Structure

  1. Go to Fees → Fee Types
  2. Note existing fee types and amounts
  3. For the new session year, assign same fee types to classes
  4. Adjust amounts if fees increased

Step 3: Verify Class Structure

  1. Go to Academics → Classes
  2. Classes persist across session years (no action needed)
  3. Verify sections still match your needs

Step 4: Re-Assign Subjects (if needed)

  1. Go to Academics → Class Subject
  2. Check if subjects are session-year specific
  3. Add subjects for new session if required

Step 5: Copy Holiday Calendar

  1. Go to Academics → Holidays
  2. Create holidays for the new session year
  3. Copy recurring holidays (national holidays, school-specific holidays)

Step 6: Plan Timetable

  1. Review previous year's timetable
  2. Create new timetable for current session (if timetables are session-specific)
Planning Checklist

Before the new session starts, have a checklist:

  • ✅ New session year created
  • ✅ Fee structure configured
  • ✅ Holidays added
  • ✅ Classes and sections verified
  • ✅ Timetable prepared
  • ✅ Teachers re-assigned to subjects (if needed)

🏫 Archiving Old Session Years​

Old session years remain in the system for historical reference but should be "archived" to avoid confusion.

What Happens to Old Sessions​

Old session years:

  • Remain in the database (not deleted)
  • Can be viewed by filtering/selecting that session
  • Are no longer editable (soft-locked)
  • Don't appear in default dropdowns

How to Archive​

Soft Archive (Recommended):

  1. Simply set a new session as default
  2. The old session automatically becomes non-default
  3. Users won't see it in current operations but can access via filters

Hard Archive (if supported):

  1. Go to Academics → Session Years
  2. Find the old session
  3. Click Archive or Delete
  4. Confirm archiving
Don't Delete Session Years

Deleting a session year removes ALL associated data (students, fees, exams, results). Only delete if you're absolutely certain you don't need the data. Most schools should use soft archiving instead.

Accessing Archived Session Data​

To view old session year data:

  1. Go to the report or feature (e.g., Fee Collection, Exam Results)
  2. Look for Session Year filter/dropdown
  3. Select the archived session year
  4. Data from that year will display

Common Use Cases:

  • Viewing old student results for transcripts
  • Generating historical reports for audits
  • Comparing year-over-year performance
  • Verifying old fee payment records

💰 Impact on Fees, Exams, and Results​

Session years affect multiple modules. Understanding these impacts helps avoid errors.

Fees​

Per Session Year:

  • Each session has its own fee structure
  • Fee types may have different amounts per year
  • Fee collection tracked separately per session
  • Outstanding fees carry forward (or don't, based on configuration)

Fee Installments:

  • Configured per session year
  • Can have different installment schedules each year
  • Due dates typically within the session year dates

Example:

Session 2024-2025:
Tuition Fee: ₦50,000
Library Fee: ₦5,000

Session 2025-2026:
Tuition Fee: ₦55,000 (increased)
Library Fee: ₦5,000 (same)

Action Required:

  • Set up fee structure for new session year before admissions start
  • Configure installments if applicable
  • Communicate fee changes to parents

Exams & Results​

Exam Scheduling:

  • Exams are tied to a specific session year
  • You can schedule multiple exams per session (mid-term, final, etc.)
  • If using semesters, exams can be semester-specific

Results:

  • Results are stored per session year
  • Historical results remain accessible
  • Report cards generated per session

Example:

Session 2025-2026:
- Mid-Term Exam (Semester 1): October 2025
- Final Exam (Semester 2): March 2026

Session 2026-2027:
- Mid-Term Exam (Semester 1): October 2026
- Final Exam (Semester 2): March 2027

Attendance​

Attendance Tracking:

  • Attendance marked within a session year
  • Attendance percentages calculated per session
  • Can filter attendance reports by session year

Impact:

  • When session changes, attendance percentage resets for new session
  • Old attendance data remains for historical reports

Student Enrollment & Promotion​

New Enrollments:

  • Students admitted into the default (active) session year
  • Students assigned to a class within that session

Promotion Workflow:

  • At end of session year, promote students to next class
  • Promotion creates new enrollment in new session year
  • Old enrollment remains for historical records

Example:

Session 2024-2025:
- Student A enrolled in Class 9

End of Session → Promote Students

Session 2025-2026:
- Student A promoted to Class 10
- Enrollment record: Class 10, Session 2025-2026
Promotion Planning

Plan student promotion 2-3 weeks before the session ends. This ensures new session enrollments are ready when the new year starts.

📋 Best Practices​

Session Year Planning​

Before Session Starts:

  1. ✅ Create new session year 2-3 months in advance
  2. ✅ Configure fee structure
  3. ✅ Set up holiday calendar
  4. ✅ Prepare timetable
  5. ✅ Test with a few sample students

During Session:

  1. ✅ Monitor attendance and fee collection
  2. ✅ Conduct exams as per schedule
  3. ✅ Update holiday calendar if needed (unplanned holidays)

End of Session:

  1. ✅ Finalize all exam results
  2. ✅ Generate report cards
  3. ✅ Promote students to next class
  4. ✅ Archive session year
  5. ✅ Set new session as default

Naming Consistency​

Be Consistent:

  • Always use the same format (e.g., "YYYY-YYYY")
  • Don't mix "2025-26" and "2025-2026"
  • Use full years for clarity

Good Examples:

  • ✅ "2025-2026"
  • ✅ "Academic Year 2025-2026"
  • ✅ "AY 2025-26" (if abbreviation is standard)

Avoid:

  • ❌ "2025" (doesn't show end year)
  • ❌ "Next Session" (vague, time-dependent)
  • ❌ "Current Year" (will become outdated)

Date Selection​

Align with School Operations:

  • Start date should match when students physically start classes
  • End date should be after final exams and result publication
  • Consider holidays and breaks when setting dates

Common Patterns:

  • April-March: Common in India and some African countries
  • September-August: Common in Nigeria, UK, US
  • January-December: Some international schools

Example:

For Nigerian secondary schools:
Start: September (when students resume)
End: July/August (after final exams)

Session 2025-2026:
Start: 08-09-2025 (second Monday of September)
End: 31-07-2026 (end of July after exams)

Fee Installment Planning​

If Using Installments:

  • Decide how many installments (2, 3, or 4 per session)
  • Set reasonable due dates spread across the session
  • Communicate installment schedule to parents early

Example: 3 Installments

Session 2025-2026 (April-March)
Total Fee: ₦90,000

Installment 1: ₦30,000 - Due: May 15, 2025
Installment 2: ₦30,000 - Due: September 15, 2025
Installment 3: ₦30,000 - Due: January 15, 2026

🔧 Troubleshooting​

Cannot Create Session Year​

Problem: Error when creating new session year

Possible Causes & Solutions:

  1. Overlapping dates - New session dates overlap with existing session
    • Solution: Ensure start/end dates don't conflict with another session
  2. Invalid date format - Date entered incorrectly
    • Solution: Use DD-MM-YYYY format (e.g., 01-04-2025)
  3. End date before start date - Logical error
    • Solution: Verify end date is after start date
  4. Duplicate name - Session year with same name exists
    • Solution: Use unique name for each session

Session Year Not Showing in Dropdown​

Problem: Newly created session doesn't appear in filter dropdowns

Solutions:

  1. Refresh the page - Browser cache may be outdated
  2. Set as default - Non-default sessions may not show in some dropdowns
  3. Check dates - Ensure dates are valid and session is not soft-deleted
  4. Verify creation - Go to Session Years list and confirm it exists

Cannot Delete Session Year​

Problem: "Session year in use" or cannot delete

Cause:

  • Session has associated data (students, fees, exams)
  • System prevents deletion to protect data integrity

Solution:

  • Don't delete active or recent sessions
  • Archive instead (set as non-default)
  • Only delete test sessions with no real data

Fees Not Showing for Session​

Problem: Fee structure doesn't appear for new session year

Solution:

  1. Go to Fees → Fee Configuration
  2. Select the new session year
  3. Assign fee types to classes for this session
  4. Set fee amounts
  5. Verify fee structure is configured per session

Students Not in New Session​

Problem: After creating new session, students don't appear

Cause:

  • Students are enrolled in old session year, not new one
  • Need to promote students to new session

Solution:

  1. Use Student Promotion feature
  2. Select students from old session (e.g., Class 9, Session 2024-2025)
  3. Promote to new class and new session (e.g., Class 10, Session 2025-2026)
  4. This creates new enrollment records
tip

See the School Admin Guide for detailed student promotion workflows.

Semesters Not Appearing​

Problem: Created semesters don't show in exam or subject assignment

Solutions:

  1. Verify semester dates - Must be within session year dates
  2. Check session year selection - Ensure correct session is selected
  3. Semester assignment - Some features require explicitly selecting semester
  4. Refresh data - Clear cache or re-login

🔗 Related Features​

Summary Checklist​

Creating New Session Year:

  • ✅ Choose appropriate start and end dates
  • ✅ Use consistent naming convention
  • ✅ Configure fee installments if applicable
  • ✅ Create semesters/terms if your school uses them
  • ✅ Set as default when ready to go live

Session Transition (End of Year):

  • ✅ Finalize all data for old session (results, fees)
  • ✅ Create new session year 2-3 months in advance
  • ✅ Copy fee structure and holiday calendar
  • ✅ Promote students to new session
  • ✅ Set new session as default
  • ✅ Archive old session for historical access

Ongoing Maintenance:

  • ✅ Monitor active session throughout the year
  • ✅ Ensure all data entry uses correct session
  • ✅ Update holidays as needed
  • ✅ Plan next session well in advance

Session year setup is the backbone of your school's data organization. Take time to plan it carefully, and your academic operations will run smoothly all year long! 📅🏫✨

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