Grade advancement moves eligible active students up one grade, recalculates automated assignments, and marks students as Alumni at the configured threshold.
Permissions#
- Only organization admins can advance grades or undo a run.
- An active 14-day trial or paid subscription is required.
Before You Start#
- In Settings > Organization, verify Alumni grade level.
- In Programs, verify each grade range and whether grade-based automatic transition is enabled.
- Review student grades and program assignments before running the organization-wide operation.
- A run uses the current calendar year as its school-year identifier. Only one active run is allowed for that year.
Advance Grades#
- Open Settings.
- Select Grade advancement.
- Review the latest-run summary, if present.
- Select Advance grades.
- In Advance grades?, review the year and Alumni threshold.
- Select Advance grades to confirm, or Not now to cancel.
What the Run Changes#
- Every active, non-Alumni student with a numeric grade moves up by one. Students with no grade are skipped.
- A student whose new grade is at or above Alumni grade level becomes Alumni.
- Manual program assignments are preserved.
- Assignments created by grade automation are removed and recreated for active auto-transition programs whose grade range matches the new grade.
- Grade-based assignments created through check-in are retained only while the student's new grade still matches the program; stale ones are removed.
- Alumni students receive no newly calculated automatic program assignments.
The latest summary reports how many students were advanced and how many became Alumni. Attendance history is not changed.
Undo the Latest Run#
- Select Undo latest run.
- Review Undo grade advancement?.
- Select Undo latest run to confirm, or Keep changes to cancel.
Undo restores each affected student's previous grade, active/Alumni status, and complete set of program assignments from the snapshot saved when the run began. Only the latest non-undone run can be undone.
Expected Outcome#
After advancement, Grades advanced. appears and the workspace reloads with updated grades, statuses, and assignments. After undo, Latest grade advancement undone. appears and the saved snapshot is restored.
Troubleshooting and Important Notes#
- Grades have already been advanced for this school year: The current year's run is still active. Undo the latest run before running it again.
- Only the latest grade advancement run can be undone: A newer active run exists or the selected run was already undone.
- Important undo consequence: changes made after the run to an affected student's grade, status, or program assignments are overwritten by the saved pre-run snapshot. This includes manual assignment changes made after advancement. Student contact details, custom-field values, photos, and attendance are not part of that snapshot.
- Undo does not selectively reverse one student; it restores all students captured in that run.
- Confirm program ranges and the Alumni threshold before advancing to minimize the need for an undo.