Student Promotion
Manage the annual process of promoting students to the next form level. This feature handles bulk promotions at the end of each academic year.
Year-End Process
Student promotion is typically done at the end of the academic year. This process moves students from their current form to the next (e.g., Form 1 → Form 2). Form 4 students graduate and are archived.
Promotion Workflow
Step 1: Review Student Performance
Before promoting students, review their academic performance:
- Check final term exam results
- Review attendance records
- Identify students who may need to repeat
- Verify all exam results are posted
Step 2: Access Promotion Tool
- Navigate to Principal Dashboard
- Select Student Promotion from the sidebar
- Select the academic year and form to promote
Step 3: Select Students for Promotion
- Bulk Select - Select all students in a form
- Individual Select - Choose specific students
- Exclusions - Mark students who will repeat the year
Step 4: Confirm and Execute
- Review the promotion list
- Verify student counts
- Click "Promote Students"
- Confirm the action in the dialog
Promotion Scenarios
Students move to Form 2 with their class assignment. New Form 1 students will be enrolled for the new academic year.
Critical transition year. Students choose their subject combinations. Ensure subject allocations are reviewed.
Students enter their KCSE preparation year. Academic records from previous forms are maintained for reference.
Form 4 students are moved to graduated status. Their records are archived but remain accessible for reference and transcript generation.
Handling Special Cases
Students Repeating a Year
Some students may need to repeat their current form:
- Exclude them from the bulk promotion
- Update their status to "Repeating"
- They will be reassigned to the same form in the new year
- Academic records from the previous year are maintained
Transfer Students
For students transferring to/from other schools:
- Outgoing: Mark as transferred before promotion
- Incoming: Add new students after promotion is complete
Post-Promotion Tasks
After completing promotion:
- Verify student counts in each form
- Update class teacher assignments if needed
- Notify teachers of their new class lists
- Prepare for new student enrollment
- Archive graduated student records
Important Warning
Student promotion is a significant action that affects multiple records. Ensure you have backups and verify all selections before confirming. This action cannot be easily undone.