End an Academic Calendar and Start a New One
Create the next academic year and term, mark them as next, then close the current term to promote the next period.
For School administrators, Accountants. Updated 2026-08-01.
Overview
To end an academic calendar safely, prepare the next period before closing the current one. The system does not close a year directly from one button; the operational rollover happens by closing the current academic term.
During closure, the system snapshots billed fees, payments, balances, and arrears, marks the current term as closed, and promotes the selected next academic year and next academic term as current. If the school is ending the final term of an academic year, first create the new academic year and its first term, then mark that new year and term as Next.
After closing the old current term, the new year and term become current automatically.
Before you start
- Current academic year exists and is marked Current
- Current academic term exists, is open, and is marked Current
- Next academic year exists and is marked Next
- Next academic term exists, belongs to the next year, starts after the current term, and is marked Next
- Review fee balances because closure creates arrear snapshots
Steps
- Open Setup > Academic Periods
- Under Academic Years, create the upcoming academic year if it does not exist
- Select Set as next on the upcoming academic year
- Under Academic Terms, create the next term inside that upcoming year if it does not exist
- Select Set as next on the upcoming term
- On the current open term, select Close
- Choose whether to carry forward grading system, subjects, lesson plans, and subject resources
- Add closure notes if needed
- Confirm the End academic term dialog
- After closure, confirm the new academic year and term now show Current
Common problems
The system says to set the next academic year and term first
Create the next year and next term, mark both as Next, and confirm the term belongs to that next year.
The next term cannot be used
The next term must be open and must start after the term being closed.
The wrong period became current
Use Set current on the correct open year and term, or reopen the latest closed term only if the closure was accidental and eligible for reopening.
Old balances appear after rollover
Balances from the closed term are preserved as arrears. Review Fee Arrears and Payments rather than editing the closed term.