How to set up a new academic year
Create the new session, move students and academic work forward, then check the setup that depends on it.
Use this guide when one academic year is ending and the next one needs to be ready. It brings together the Academic Rules jobs that are otherwise spread across several screens.
This is an orchestration guide. Follow the linked module pages for every field and screen detail.
Prerequisites
You need Academic Config, Data Migration, Teacher Ordination, Routine Manager, Manage Syllabus, and Book Management access. This is usually a Super Admin and Academic Coordinator job.
Before you move students, finish the final exam and its marks. Do not run the promotion steps for a first-time setup with no previous session.
Work in this order
1. Create the destination academic year
Open Academic > Academic Config, then open the Academic Year tab.
Add the new year with its start and end dates. Attach every class that runs in that year. Class dropdowns elsewhere in FEMS read this list, so a missing class here stays missing from later setup screens.
Review the campus, school, class, section, subject, room, and class-room records while you are here. Add only what changes for the new year. See Setting up campuses, classes, sections, and subjects for the dependency order.
2. Finish results and move students
Open the four screens under Data Migration and follow this order:
- Result Update records the final result used for promotion.
- Student Migrate moves students who passed into the next class.
- Syllabus Migrate copies syllabus entries and lesson plans into the new session.
- Teacher Migrate copies teacher assignments into the new session.
Use Running year-end student promotion while you work. Check the source session, destination session, class, and term before every Process action. These screens change live academic and student records.
Do not repeat a migration because the result looks slow or unclear. Check the destination session first. If the result is still unclear, stop and ask your FEMS administrator to review it before you run the migration again.
3. Review teacher assignments
Open Academic > Teacher Ordination. Pick the new session and check each teacher's subject assignments and additional roles.
Teacher Migrate gives you last year's assignments as a starting point. Remove employees who left. Add new teachers. Check every Class Teacher, Class Coordinator, and School Coordinator assignment. See Assigning teachers to classes and subjects.
4. Build and check the timetable
Open Academic > Routine Manager. On Class Routine, choose the new session and build a weekly routine for each section.
Then open Teacher Routine and check each teacher's week. This catches a teacher assigned to two classes in the same period. See Building the class timetable.
5. Check the syllabus
Open Academic > Manage Syllabus and filter by the new session, term, class, and subject.
If you used Syllabus Migrate, review the copied entries and lesson plans before teachers use them. Add new work in Writing the syllabus, then confirm the result with Running syllabus and book reports.
6. Rebuild class book lists
Open Academic > Book Management, then Class Wise Book. Choose the new session and assign the books used by each class and subject.
Book assignments belong to one session. The standard Data Migration screens do not include class books, so do not assume Syllabus Migrate copies them. See Managing books and class book lists.
7. Check the modules that depend on the session
Academic setup is not the last new-year job. Before the school starts using the session, check these handoffs:
- Set admission form and admission fees for the new session in Admission fee configuration.
- Set class fees and payment cycles in Accounts fee setup.
- Add shared milestones and holidays in Managing shared school calendar events.
- Prepare the first exam with How to set up an exam.
- Open Finding a student and reading their record and confirm the new session appears in the filters.
Final check
Before you tell teachers the new year is ready, confirm:
- Every active class is attached to the academic year.
- Students are in the expected class and section.
- Teacher assignments match the new session.
- Every section has a timetable, with no teacher double-booked.
- Syllabus entries and class book lists appear under the new session.
- Admission, fees, exams, and student records can use the new session.
- Important dates appear on the shared calendar.
FAQ
Do I have to recreate campuses, classes, and subjects every year? No. Reuse the existing structure. Create or edit only what changed, then attach the classes to the new academic year.
Why is a class missing from a new-session dropdown? Open Academic Config > Academic Year and check the Classes field on the new year. Downstream class lists read from it.
Can I copy last year's syllabus and teacher assignments? Yes. Use Syllabus Migrate and Teacher Migrate, then review the copied work in the destination session.
Can I copy last year's class book list? The standard Data Migration screens do not include class books. Build the new session's list in Class Wise Book unless your FEMS administrator confirms another supported path.
Should I run Student Migrate before final marks are ready? No. Result Update reads the final exam first. Complete the exam and marks before promotion.