Academic Promotions

The Academic Promotions module manages the year-end process of moving students from one class to the next. Teachers submit promotion recommendations for their students, and school administrators review, approve, or modify those recommendations before executing the transitions.

Accessing Promotions

1. Log in as a school administrator.
2. Navigate to Academic in the sidebar, then select the Promotions tab.
3. Use the Approvals, Year-End, and Pending sub-tabs to move through the workflow.

How the Promotion Process Works

The promotion workflow has three stages:

1. Teachers submit recommendations — Each teacher reviews their class and recommends whether each student should be promoted, retained, promoted conditionally, or marked to graduate.
2. Administrators review and approve — School administrators review the submitted recommendations, approve or reject them, and handle any special cases.
3. Execution — Once all recommendations are approved, the administrator runs the year-end transition to create the new enrolments, then assigns any remaining students to a class on the Pending tab.

Reviewing Recommendations

Viewing the Queue

The Promotion Approvals page shows a table of all submitted recommendations. You can:

• Filter by academic year — Select which academic year's promotions to review.
• Filter by status — Show only submitted, approved, rejected, or returned recommendations.
• Filter by type — Filter by recommendation type (promote, retain, conditional, graduate).
• Search — Find specific students by name.

Each recommendation shows the student's name, current class, recommended action, and the teacher who submitted it.

1. 1Open Academic in the sidebar.
2. 2Select the Promotions tab.
3. 3The Approvals sub-tab is where recommendations are reviewed.
4. 4Filter by recommendation type — Promote, Retain, Conditional, or Graduate.

Viewing Recommendation Details

1. Click on a recommendation to open the detail view.
2. Review the teacher's notes and justification.
3. See the student's academic performance data that informed the recommendation.

Approving a Recommendation

1. Find the recommendation in the queue.
2. Click the Approve button.
3. Optionally add notes explaining your decision.
4. Confirm the approval.

Rejecting a Recommendation

1. Find the recommendation in the queue.
2. Click the Reject button.
3. Provide a reason for the rejection — this feedback is visible to the teacher.
4. Confirm the rejection.

The teacher will be notified and can revise their recommendation if needed.

Bulk Approvals

For efficient processing:

1. Select multiple recommendations using the checkboxes.
2. Click the Bulk Approve button in the action bar.
3. Confirm the bulk approval.

Efficient Review

Use the status filter to focus on "Submitted" recommendations. Once you have reviewed the straightforward cases with bulk approve, you can focus on the exceptions that need individual attention.

Recommendation Types

Type	Description
Promote	Student moves to the next grade level
Retain	Student remains in the current grade for another year
Conditional	Student is promoted subject to completing set conditions; documentation is required when submitting this recommendation
Graduate	Student completes their final grade level; no new class enrolment is created

Executing Promotions

After all recommendations have been reviewed:

1. Verify that all recommendations for the academic year have been processed (approved or rejected).
2. Open the Year-End tab and choose the Source Year and Target Year.
3. Click Preview Transition to see how many students will be auto-enrolled, retained, graduated, or left pending a class assignment, along with any blocking issues that must be resolved first.
4. Click Execute Transition to create the new enrolments. Students with an approved target class are enrolled automatically, and students marked "retain" are re-enrolled in the same grade.

1. 1The Year-End sub-tab runs the transition.
2. 2Choose the Source Year to transition students from.
3. 3Choose the Target Year to enrol students into.

Irreversible Action

Executing the transition is a significant action that updates class enrolments for the new academic year. Review all recommendations carefully before executing. While individual corrections can be made afterward, the bulk operation itself cannot be undone.

Students with an approved recommendation but no specific target class (for example, most "conditional" or newly promoted students) are left pending a class assignment:

1. Open the Pending tab.
2. Click Auto-Distribute to spread a grade's pending students evenly across its available sections, or click Assign to Class next to a student to place them individually.

1. 1The Pending sub-tab lists students awaiting a class.
2. 2Filter by Academic Year.
3. 3Filter by Grade Level.

Tips

• Set a clear timeline — Communicate deadlines for teachers to submit recommendations and for administrators to complete reviews.
• Review edge cases carefully — Pay special attention to retention and conditional recommendations, as these affect the student's academic path.
• Coordinate with the academic calendar — Ensure the new academic year and classes are set up before executing promotions.
• Keep records — The system preserves all recommendation history, approval decisions, and notes for audit purposes.