Graduation

There are 3 different methods for graduating children from one class to the next:

1. Graduation Profile – This method works great for classes that are grade specific and only cover one grade. You can create a map of how the classes graduate, then click GRADUATE NOW.
2. Birthday Graduation – Use this method if the children should move up on their birthday.
3. Graduation Utility – This method works great if you have the grade included in the child’s profile. It also handles the situation where a class covers multiple grades, for example a class that includes 3rd through 5th graders.

Graduation Profile

If you have a series of classes that you need to graduate at the beginning or end of the school year, do the following:

To create this “pre-school” graduation profile, do the following:

1. Click on Graduation under the Groups menu.
2. Click on the +Add button to add a profile.
3. Select the Department and Group Type for your “School Age” classes.
4. Give this graduation profile a name. In this example, I’ll call it Grade School.
5. Click the +Add button in the lower left to set up the first graduation from Kdg to 1st grade. Select Kdg from the “from” box and 1st grade from the “to” box. Click SAVE & NEW or SAVE & CLOSE.
6. Continue this process until all your school age classes have been identified.

When you are ready to actually do the graduation, do the following:

1. Expand the Groups menu.
2. Click on Graduation.
3. Double click on the profile you wish to graduate.
4. Click GRADUATE NOW.
5. A log will be displayed showing the graduation process.

On Birthday

There may be cases where you want a child to automatically move to the next class on their birthday. In this example let’s say we have a Nursery class for kids 0 – 2years and a 3 year old class, and a 4 – 5 year old class. For these classes we want the child to graduate on their birthday.

To create this “pre-school” graduation profile, do the following:

1. Make sure you have the age ranges set in the Preferences tab of each group.
2. Next, click on Graduate under the Groups menu.
3. Click on the +Add button to add a profile.
4. Select the Department and Group Type for your “pre-school” classes.
5. Give this graduation profile a name. In this example, I’ll call it Pre- School.
6. Click the +Add button in the lower left to set up the first graduation from 0 -2 to 3 year olds. Use the drop down to select the from class. Use the drop box to the right to pick the to class. Click SAVE & NEW or SAVE & CLOSE.
7. Continue this process until all your pre-school classes have been identified.
8. When you are back at the graduation profile window, click on the box to graduate on Birthday.

Graduation Utility

If you have the child’s grade in their profile information and you’ve set the grade range in the group’s preferences, you can use the graduation utility to move children when it is time to graduate. This utility will do two things:

1. It will change the grade in the child’s profile record. For example if the grade was set to 1, it will be changed to 2.
2. If the child is enrolled in a class that has the grade preferences set, it will move the child to the appropriate class. If the child was in the 1st grade class, they will be moved to the 2nd grade class.

To use the graduation utility, do the following:

1. Click on the Administration menu on the top menu.
2. Choose Utilties then Graduate by Grade.
3. The utility wizard will be presented.
4. Enter the date by which a child must turn 5 to be enrolled in Kindergarten.
5. Click NEXT through the steps.
6. A log will be displayed outlining the results of this process.