{"id":824,"date":"2011-10-28T00:06:42","date_gmt":"2011-10-27T16:06:42","guid":{"rendered":"http:\/\/blog.quickschools.com\/?p=824"},"modified":"2026-10-12T00:41:15","modified_gmt":"2026-10-12T07:41:15","slug":"creating-new-academic-terms-and-new-gradebooks","status":"publish","type":"post","link":"https:\/\/blog.quickschools.com\/creating-new-academic-terms-and-new-gradebooks\/","title":{"rendered":"Creating New Academic Terms (and New Gradebooks)"},"content":{"rendered":"
<\/div>\n

Note: QuickSchools has continued to update the Academic Terms setup process since this article was originally published. For the latest setup instructions, see our current support guide<\/a>.<\/em><\/p>\n\n\n\n

REVIEW: Academic terms are designed to work independently of one another. So for example, if you make changes to subjects, enrolments or grades for one academic term, it will not be reflected in other academic terms. This is true even for grade levels \/ programs. If you add a new \u201c13th Grade\u201d or a new \u201cBachelors of Arts\u201d program for this academic term, it will not appear in previous academic terms.<\/p>\n\n\n\n

But schools don\u2019t want to have to create all that data (from scratch) over and over again whenever a new academic term is created. And so we introduced this concept of archiving\/migrating the academic term. What this does is copies over all the data from the previous academic term, and copies it into the new academic term. From then on, you can make changes to the new academic term safely, without effecting information from the previous academic term.<\/p>\n\n\n\n

So let\u2019s go over the various ways that you can create a new academic term:<\/p>\n\n\n\n

Method 1: Creating an empty academic term<\/strong><\/h2>\n\n\n\n

Creating an empty academic term is useful for purposes of admissions. You would then reserve the actual data archive\/migration process for the end of the academic term (so that only the latest data is copied over). This is what the screen looks like:<\/p>\n\n\n

\n
\"New<\/a><\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

This screen can be accessed via the \u201cNew Semester Setup\u201d > \u201cView All Semesters\u201d screen, or via the \u201cAdmissions\u201d > \u201cView All Semesters\u201d screen. Simply use the \u201cAdd New Academic Year\u201d and \u201cAdd New Term\u201d buttons to create empty academic terms.<\/p>\n\n\n\n

Remember, if you use this method to create a new academic term, you should refrain from activating it, because there\u2019s no data in there. Only when subjects are created \/ copied over do the gradebooks<\/a> get created as well.<\/p>\n\n\n\n

Method 2: Archiving and Creating a New Academic Term in the CURRENT Academic Year<\/strong><\/h2>\n\n\n\n

This process is a straight up \u201carchive and migrate\u201d, as was discussed earlier. This is what the screen looks like:<\/p>\n\n\n\n\n\n\n

\n
\"New<\/a><\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

This screen can be access via the \u201cNew Semester Setup\u201d > \u201cCreate Semester\u201d, of via clicking \u201cOPTION 1\u201d under the \u201cNew Semester Setup\u201d > \u201cGuide\u201d screen.<\/p>\n\n\n\n

Just fill in the form, and click on \u201cCreate New Semester\u201d. If you\u2019ve already created an empty academic term (METHOD 1), you can select it from the dropdown. Also, be sure that the correct academic term (to be archived \/ copied) is activated. When you\u2019re done, you can review the changes via the \u201cView All Semesters\u201d screen.<\/p>\n\n\n\n

Method 3: Archiving and Creating a New Academic Year<\/strong><\/h2>\n\n\n\n

This process is very similar to Method 2, except with the added benefit of promoting all your students in bulk. This is what the screen looks like:<\/p>\n\n\n

\n
\"New<\/a><\/figure>\n<\/div>\n\n\n

<\/p>\n\n\n\n

This screen can be access via the \u201cNew Semester Setup\u201d > \u201cCreate Year & Semester\u201d, of via clicking \u201cOPTION 2\u201d under the \u201cNew Semester Setup\u201d > \u201cGuide\u201d screen.<\/p>\n\n\n\n

You\u2019ll see that on this screen, you can match how the students are promoted. Simply click on \u201cCreate New Semester\u201d at the bottom of the screen to complete the process.<\/p>\n\n\n\n

\n

QUESTION: I don\u2019t have the \u201cNew Semester Setup\u201d menu. How do I get it?<\/p>\n<\/blockquote>\n\n\n\n

You need to be the School Admin to assign privileges. To enable the menu, go to \u201cFeatures\u201d, and click on \u201cOr click here to edit overall settings\u201d:<\/p>\n\n\n

\n
\"\"<\/a><\/figure>\n<\/div>\n\n\n

From there, just add your name (or anybody else who should get access) to the \u201cNew Semester Setup\u201d module:<\/p>\n\n\n

\n
\"\"<\/a><\/figure>\n<\/div>\n\n\n

As usual, if you have any questions, please come chat with us \ud83d\ude42<\/p>\n","protected":false},"excerpt":{"rendered":"

Note: QuickSchools has continued to update the Academic Terms setup process since this article was originally published. For the latest setup instructions, see our current support guide. REVIEW: Academic terms are designed to work independently of one another. So for example, if you make changes to subjects, enrolments or grades for one academic term, it […]<\/p>\n","protected":false},"author":5617131,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_coblocks_attr":"","_coblocks_dimensions":"","_coblocks_responsive_height":"","_coblocks_accordion_ie_support":"","_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_wpcom_ai_launchpad_first_post":false,"_jetpack_hide_featured_image":false,"_jetpack_featured_image_duplicate_dismissed":0,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"{title}\n\n{excerpt}\n\n{url}","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":false,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2},"_wpas_customize_per_network":false,"jetpack_post_was_ever_published":false},"categories":[28883],"tags":[],"class_list":["post-824","post","type-post","status-publish","format-standard","hentry","category-tips-and-tutorials"],"yoast_head":"\nCreating New Academic Terms (and New Gradebooks) - QuickSchools Blog<\/title>\n<meta name=\"description\" content=\"Academic terms are designed to work independently of one another. 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