Ending the term

Sidebar → Results → End of Term. A four-step checklist with live status, so you can see what is done and what is holding things up.

The steps have to happen in this order. Each one is genuinely blocked by the one before it — this is not just a suggested sequence.

1. Finish marks entry

Every subject, every class. The step shows how many mark slots still need attention, and the Marks monitor on the Dashboard shows who owes what.

You cannot lock a term with marks outstanding without knowing you are doing it.

2. Lock term scores

Freezes marks for the term so reports can be finalised. After this, teachers can no longer change scores.

Only an administrator with academic-lock permission can do this. If the step says so and you cannot click it, that is who you need.

Lock late rather than early. Unlocking is possible, but every unlock is a chance for a card to be printed from figures that then change.

3. Write head remarks

The step counts how many are still missing. For anything more than a small school, use Report cards → Auto-generate remarks — see Report cards.

4. Publish report cards

Releases the finalised cards to the parent and student portals.

Scores must be locked first. Publishing before step 2 is refused, with a message telling you to lock the term. This is deliberate: a published card that can still change is worse than one that arrives a day later.

Publishing does two things:

1. Makes the cards visible in the parent and student portals. This is the part that matters, and it is saved first.
2. Notifies guardians, if your school has messaging enabled.

The notification goes out once per term

This one is worth understanding, because it looks like a bug when it is not.

If you unpublish and publish again — to correct a mark, say — guardians are not messaged a second time. The system remembers that this term's notification has already gone, and does not repeat it.

That is intended. Correcting a typo should not send two hundred parents a second message saying results are ready. The cards themselves always show the current data, so the correction reaches parents; only the announcement is once.

If messaging is not enabled for your school, publishing still works — the cards appear in the portals, and nothing is sent.

Unpublishing

Available to anyone who can publish. It hides the cards again. Use it if something went out that should not have.

If publish is unavailable

Your school's own subscription is in arrears, and publishing counts as one of the actions that gets paused. See Sidebar → Finance → Billing, or contact your operator.

Then: rollover

With all four steps done, the checklist offers the next calendar period. That is the rollover — promoting students, graduating the final year, and starting the next term or year.

Publishing state belongs to the term it was made in, so the new term starts unpublished, as it should.

Rollover is covered in The academic calendar. Two things to do straight afterwards:

• Re-enter exemptions. They are cleared at rollover — see Setting up fees.
• Check the fee structure before anybody is billed under it.

The whole thing in order

1. Finish marks → 2. Lock scores → 3. Head remarks → 4. Publish
2. Roll over → 6. Re-enter exemptions → 7. Check fees