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Creating a new academic year

To prepare and create a new academic year:

1. Check the status of current students. See Updating the status of current students (Next Year Process).
2. Update the application of any future students who cancel next year's enrolment. See Updating a cancelling future student's application (Next Year Process).
3. Update the application of any future students who defer their enrolment to a later year. See Updating a deferring future student's application (Next Year Process).
4. Transfer future students who will be starting at your organisation before the new year to current students. See Transferring future students to current students (Next Year Process).
   
   Note: This creates a term 4 student, instead of a new student as at the start of the next year.
   
   
5. Check the luYearLevel lookup table to ensure that all the rules are correct. See luYearLevel lookup table (Next Year Process).
6. Review the File Semester and Next Semester Creation Rules in Student File Semester Maintenance to ensure they are correct. See Maintaining student file semesters (Next Year Process).
7. Finalise the current term. See Finalising terms (Next Year Process).
8. Create the next term's or semester's details. In this case, the first in the next academic year. See Creating next term details (Next Year Process).
9. Transfer all confirmed and finalised future students into next year's current student file. See Transferring future students to current students (Next Year Process).
   
   Note: These are all students who will be starting at your organisation during the next academic year, based on the date used by the registrars for new students for next year.
   
   
10. Run the Debtor Bulk Additions program to create debtor records for all the new students and to update the records of existing students. This allows you to bill them for fees and other expenses. See Adding debtors in bulk (Next Year Process).
11. Handle student exceptions that may arise after the new year has been created. See Handling exceptions after the next year has been created (Next Year Process).

Activities that can be performed after the new academic year is created

Once the new academic year is created, you can:

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Before the start of the new academic year

Before or at the start of a new academic year:

1. Set the system default for the year and semester or term using the Set as Current Year and Term field on the Create Next Term Details window. See Creating next term details (Next Year Process).
2. Transfer current students who are leaving to past students. See Transferring current students to past students (Next Year Process).
   
   Note: You usually leave this until January or a little later, because in December you may still need to mail to year 12 students as current students, not past students.
   
   Note: Do not transfer year 12 students that are repeating the year. If you have already set the Next Year Status of repeating students to Repeat they will not be transferred.