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FAQ Number : P1                                     Latest Update: 10/6/06

 

Academic Year End Procedures

 

 

 

At the academic year end you will need to import new students, change the classes of existing students and remove leavers if required. DO NOT attempt this until the end of the first week of the new academic year at the earliest. You must check that students have been promoted to their new years on SIMS.net before starting this process, or you will risk having duplicate students.

 

Changing the classes does not affect any of the records for the students, and you can still find out what they have paid, any monies outstanding, trips attended etc.

 

Before starting this procedure please do the following:

 

1. Check you have the correct version of PFM - it must be 6.04.07C/Ca or Cb. The version is shown in the blue bar across the top of the screen when running PFM. If you do not the correct version, please request an upgrade from the web site www.istekuk.com

2. Before starting, take an archive, using Period End - Archives - Backup Current Data. Click in the white box and enter the name BEFORE IMPORT. Click on CREATE BACKUP.

 

 

1. Changing Classes of Existing Students

 

At the academic year end you will need to change the classes for your students as they move up a year. To do so, use Period End area – Class Changer.

 

Period End – Class Changer

 

NB: Always start with the oldest registration group, and move them to Leaving. Then progress down through the school, with the youngest last. Otherwise you will be adding the new year to the previous year, which will be very confusing to separate!

 

 

From the far left column (the From column), select the first class you wish to set as Leaving.

 

All the students in that class will appear in the right hand box.

 

In the second column (the To column) select Leaving.

 

If all students are leaving click on the Select All button. If not all are leaving, individually click on students that are.

 

 

Finally click on Save These Changes to complete process and repeat for all leaving classes.

 

 

Now, move down to next year and select the first class in the From column.

 

Select the class they are moving to from the To column. If the class does not currently exist, type it in the Add New Registration Group box.

 

Select all or some students as above.

 

Click on Save Changes.

 

 

Repeat till all students classes are moved.

 

 

 

 

2. Importing New Intake

 

New students can now be imported from your pupil records system.

 

Exporting a Student List from SIMS to Excel

  1. Export the student list from SIMS showing name and registration group – you may need to do this one year group at a time.
  2. Save the file(s) as a CSV file in your chosen folder.
  3. Run and Excel, and open above files.
  4. Choose the import option of Delimited and press Next through to end.
  5. Save the file
  6. Highlight the Names (surname & firstname) and Copy.

 

Importing a Student List from Excel

Go back to Private Funds Manager – into Setup – Students.

 


 

 

 

 

 

 

 

  1. Click at the top of the Students Name column, and Right Mouse Click - Paste.

 

  1. Repeat for Registration Group, and if required address lines (although these are not essential)
  2. You can scroll up and down to check the entries.

 

  1. Once complete SAVE DETAILS INTO DATABASE. Tick the box that says Accept All

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3. Deleting Leavers

 

You may wish to delete students after they leave. If however, they are ‘Attached’ to any Accounts that remain, they cannot be deleted, but will disappear from any selection lists.

 

Period End – Delete – Select Delete Leavers.