To start a new academic session in EDUBase, set up the session, check campus classes and sections, and promote students. Set Academic Duration if you need date boundaries for attendance and exams, then review fees and exam settings.
What should you prepare before starting a new session?
Begin with an agreed promotion list and the school's dates for the coming academic year. Review which students will continue, repeat a class or leave, so the new session reflects actual enrolment.
In EDUBase, sessions are used on student records and reports. Classes, sections and the classes available at each campus are maintained through School Setup & Multi-Campus. Check these arrangements before moving students.
- Confirm the destination class, section and campus for continuing students.
- Identify students who are leaving or remaining in their current class.
- Review fee changes, concessions and outstanding balances.
- Confirm who has the rights to update student records and school settings.
How do Sessions and Academic Duration differ?
Set up the session needed for student records and reporting. Separately, decide whether to use Academic Duration to define the academic year's dates.
Academic Duration is optional. It can warn or block attendance and examination entries outside the academic year. Fees and reports are never affected by Academic Duration, so it should not be treated as a fee-period control.
- Use Sessions to identify the academic session on student records and reports.
- Use Academic Duration when attendance and examination entries need date boundaries.
- Check the intended dates before staff begin entering attendance or marks.
How should you promote students and handle leavers?
Use Batch transfer and promotion to promote a whole class to the next session or move students between sections and campuses in one action. Review the destination groups before carrying out the transfer.
Mark departing students as left with a leaving date. Students Not Currently Enrolled keeps their old dues, challans and payment history reachable. A returning student can be reactivated.
- Review exceptions separately, including repeaters and campus transfers.
- Check student records after promotion for the intended class, section and session.
- Use Student change log to review who changed a student's fee, class or status, and when.
What fee checks belong in the session change?
Review fee plans before generating the coming session's challans. EDUBase supports class and student fee plans, per-student fee changes and Yearly fee increment for raising fees across students for a new session.
Unpaid balances carry forward into the next challan. Review concessions and any planned changes to fee heads so the next billing run reflects the school's policy.
- Check fee plans for students moving into classes with different charges.
- Review scheduled challan generation scope and dates if Fee Automation is used.
- Use Preview before apply to inspect an automation's affected students and amounts before it acts.
What should you check for attendance and examinations?
Check that attendance will be recorded against the intended classes and sections. If Academic Duration is enabled, confirm that the new academic year's dates cover the attendance and examination entries staff need to make.
Review subjects attached to classes, test types, weightage and grading policies before creating award lists. Check optional or elective subject allocations for students whose subjects have changed.
- Confirm staff campus access and teacher class assignments.
- Review class-specific grade bands and pass marks.
- Decide when marks should become visible in the Parents App.
How can you verify the session change?
Check representative student records, including a promoted student, a repeater, a campus transfer and a leaver where applicable. Compare their class, session, fee plan and status with the approved lists.
For historical fee comparisons, use Fee Audit Report. It keeps collection figures against the class and session at the time of billing, unaffected by later promotions. Use User Logging when you need to investigate changes.
- Check records across the campuses involved.
- Review outstanding dues before issuing new challans.
- Confirm attendance and examination dates before routine entry begins.
Which setting or action handles each part of a new academic session?
| Setting or action | What it involves | When to use it |
|---|---|---|
| Sessions | Academic sessions used on student records and reports. | When organising records for the coming session. |
| Academic Duration | Optional dates that warn or block attendance and examination entries outside the academic year; fees and reports are never affected. | When the school needs date boundaries for attendance and exams. |
| Batch transfer and promotion | Promoting a class to the next session or moving students between sections and campuses. | When continuing students move into their next groups. |
| Yearly fee increment | Raising fees across students for a new session. | When the school has approved a fee increase. |
| Students Not Currently Enrolled | A separate view of leavers with access to old dues, challans and payment history. | When reviewing students who have left. |
| Fee Audit Report | Historical collection by the class and session at billing, unaffected by later promotions. | When checking previous-session fee figures. |
Related modules
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Student Attendance — Mark attendance from the class register, the Teacher App, a QR scan or a gate device, and tell parents instantly.
- Examinations & Results — From subjects and grading policy to award lists, result cards and date sheets.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.