Workflows
End-of-Term Process
Step-by-step guide for finalizing grades, locking GPA policies, generating transcripts, and reassigning students.
End-of-term overview
The end of an academic term requires a specific sequence of actions. Doing these out of order can create transcript errors or lock data prematurely.
End-of-term sequence
Step 1: Finalize grades
Teachers must finalize all grades for the cycle. Only finalized grades appear on official transcripts.
| Grade State | Editable | Visible to Students | Transcript Eligible |
|---|---|---|---|
| Draft | Yes | No | No |
| Published | Yes | Yes | No |
| Finalized | No | Yes | Yes |
Review before finalizing
Finalized grades cannot be edited. Double-check marks, feedback, and assessment weights before finalizing.
- All assessments have been graded
- Grade values have been reviewed for accuracy
- Assessment weights add up correctly
- Teachers have finalized their grades
Step 2: GPA policy locks
Once the first grade is finalized in a cycle, the GPA policy for that cycle is permanently locked. This prevents transcript history from being recalculated under a different policy.
This is intentional
Policy locking protects transcript integrity. If you need a different policy for next term, create a new policy and assign it to the new cycle.
Step 3: Generate transcripts
With finalized grades and a locked GPA policy, transcripts can be generated. The transcript uses the cycle policy snapshot so results remain stable.
- Web transcripts are available immediately after grades are finalized.
- PDF transcripts can be downloaded for printing or sharing.
- CGPA is calculated cumulatively across all transcript cycles.
Step 4: Reassign students
After transcripts are generated, reassign students to the next cycle, a different cohort, or another section as needed. Reassignment changes current placement while preserving enrollment history.
- 1Create the new academic cycle if it does not exist yet.
- 2Create target cohorts in the new cycle.
- 3Use the reassignment tool to select a source cohort or section, optionally exclude students, and move the remaining students to the destination.
- 4For mid-cycle section transfers, review whether the source section should be included or excluded from transcript GPA and merit.
- 5Review transfer-created assessment exemptions before finalization.
- 6Review reassigned students to confirm correct placement.
- 7Use copy-forward to carry sections, schedules, or materials into the new cycle if needed.
Step 5: Archive the completed cycle
After grades, transcripts, placement, and student stage outcomes are settled, archive the completed institute cycle to create the permanent read-only record.
- 1Confirm the cycle status is Completed.
- 2Resolve every in-progress student stage enrollment linked to it.
- 3As Org Admin, create the archive and wait for Ready.
- 4Run archive verification and review the counts/checksum result.
- 5Open Past Records and spot-check one standalone section, one program-mapped section, and one student history.