Academic Years

Academic Years

Use this page to manage academic years, the top-level study periods that semesters belong to. If the wrong year is active, many downstream Education screens will also look wrong.

Who should use this screen?

  • staff preparing the academic structure for a new year
  • operators opening a new academic cycle
  • anyone checking which academic year is currently active

What you see on the screen

  • Reload
  • Create
  • the academic year table
  • timeline columns
  • current-year indicator
  • actions such as Edit, Set current, and Delete

This list is normally small. Accuracy matters more than speed here.

What you enter when creating a year

  • code
  • name
  • start_year, end_year
  • start_date, end_date

A simple way to think about it:

  • the year fields help people recognize the record quickly
  • the date fields define the real working range
  1. Click Create.
  2. Enter a clear code and name.
  3. Fill in the start and end year.
  4. Set the real start and end dates.
  5. Confirm that the end date is not earlier than the start date.
  6. Save.

Use Set current only when the organization is ready to switch to that academic year operationally.

What does Set current mean?

It marks the academic year as the main active reference. In practice, it means:

“From now on, this is the academic year the system should treat as the current one.”

Before using it, confirm that:

  • the related semesters already exist
  • the team is ready to work in that year
  • downstream data is prepared or scheduled

Common mistakes

  • duplicated academic years because naming rules were not agreed first
  • end date earlier than start date
  • changing the current year too early and confusing the operations team

Once the academic year is ready, the next screen is usually Semesters.