Alviyora

Academics

Year-end promotion

Closing off a year: final averages, learner-by-learner decisions, promote a grade.

Written for School admin
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Year-end promotion is the one screen a school uses once a year and needs to be right about. It takes every learner’s final average, lets you decide learner by learner where a decision is needed, and then moves a whole grade up in one pass.

Who can do this

Manage Promotion. Admin holds it; teachers do not.

Year-End Promotion. Generate the results, review the decisions, then promote.

Before you start

Three things need to be true, and it is worth checking all three rather than discovering one halfway through:

  1. Every assessment that counts is captured and published. The final average is computed from marks that exist.
  2. The weights add up. A subject whose assessments weigh 80% instead of 100% produces a final average that is arithmetically correct and practically wrong.
  3. The next academic year exists. Learners are promoted into it.

The three stages

Generate the year-end results

Alviyora computes each learner’s final average across their enrolled subjects, weighted by each assessment’s weight, and creates a year-end result row per learner with an outcome of Pending.

Nothing has moved at this point. This is a calculation, not a decision.

Decide the outcomes

Each learner’s row carries their final average and an outcome:

  • Promoted — moves up to the next grade.
  • Retained — repeats the year.
  • Pending — not yet decided.

Most rows decide themselves from the average. The ones that do not are what this screen is for: the learner just below the line, the one who missed a term through illness, the one your policy treats differently.

Each decision can carry a comment, and the decision records who made it and when.

Promote

Once the outcomes are set, promotion moves the learners into the next grade. Retained learners stay where they are.

You can nominate a class at the same time, which is right when a whole grade is going into one class. When the grade splits across several — and especially when subject choices decide the split — leave it and use Class allocation, which is built for exactly that.

Decide before you promote

Generating results is safe and repeatable. Promoting moves learners. Work through the Pending rows first — a learner promoted by accident has to be moved back by hand, and their enrolments go with them.

What happens to the old year

Nothing is deleted. The year that closes keeps:

  • Its registers and attendance figures.
  • Its assessments and marks.
  • Its timetables.
  • Its year-end results and the reasoning recorded against them.

All of it stays readable. A parent asking in three years’ time what happened in Grade 9 gets an answer.

What the new year needs

After promoting, the new year needs its own scaffolding before teaching starts:

  • Grade subjects for the new year — the list is per year, so it does not carry over automatically.
  • Enrolments — bulk enrol each class into its compulsory subjects.
  • Class allocation — which class each promoted learner actually sits in. For Grade 10 and up this follows subject choices, so it belongs after enrolments rather than before.
  • Teacher assignments for the new year.
  • A timetable, uploaded or generated.

That is the same sequence as setting up a school, minus the people, who are already there.

Do it in the December quiet

Every step above is doable before the new year starts, and none of it is doable quickly in the first week of term. Generate results, decide, promote, then set up the new year while the building is empty.

Learners who leave

A learner who is not returning is deactivated rather than promoted or retained. Their record stays, complete, and stops appearing in active lists. See Adding staff, learners and guardians.

Assessments, marks and reports Create an assessment, capture marks, publish when you are ready, print a learner report.Grade subjects and enrolments Which subjects a grade takes, and which learners sit in each of them. Bulk enrol included.Years, grades, classes and subjects The scaffolding everything else hangs on. Get this right and the rest follows.