Configure Academic Year
Configure Academic Year
Set up academic year periods that define the overall timeline for courses, admissions, and academic activities.
Time required: 5-10 minutes
Module: openeducat_core
User role: System Administrator, Academic Admin
Prerequisites
- System Administrator or Academic Admin role
- Planned year dates confirmed
Steps
Step 1: Navigate to Academic Years
- Go to OpenEduCat -> Configuration -> Academic Year
- Click Create to add a new academic year
Step 2: Enter Year Details
| Field | Required | Description | Example |
|---|---|---|---|
| Name | Yes | Year identifier | ”2024-2025” |
| Code | Yes | Short code | ”AY2425” |
| Start Date | Yes | Year begins | 2024-08-01 |
| End Date | Yes | Year ends | 2025-07-31 |
| Sequence | No | Display order | 1 |
Step 3: Configure Year Options
Additional settings:
| Field | Description |
|---|---|
| Current Year | Mark as active year |
| Admission Open | Enable admissions for this year |
| Fee Applicable | Enable fee collection |
Step 4: Link to Terms
If terms are configured separately:
- Go to the Terms tab
- Add existing terms or create new ones
- Map each term to this academic year
Step 5: Activate the Year
- Click Save
- Toggle Current Year to make it active
- Only one year can be current at a time
Managing Multiple Years
Switching Active Year
- Navigate to the desired academic year
- Enable Current Year toggle
- Previous year automatically becomes inactive
Year-End Transition
At the end of an academic year:
- Create new academic year
- Run student progression (if applicable)
- Set new year as current
- Archive old year
Field Reference
Academic Year
| Technical Field | UI Label | Type | Notes |
|---|---|---|---|
name | Name | Char | Required, e.g., “2024-2025” |
code | Code | Char | Unique short code |
start_date | Start Date | Date | Year begins |
end_date | End Date | Date | Year ends |
current | Current Year | Boolean | Only one active |
sequence | Sequence | Integer | Display order |
Troubleshooting
Cannot set as current year
Another year is already marked as current. Deactivate it first or it will switch automatically.
Date overlap with existing year
Academic year dates cannot overlap with another year. Check existing years and adjust dates.
Students not appearing in new year
Students need to be progressed or re-enrolled. Use the progression wizard for batch updates.
Related: Set Up Academic Calendar | Configure Courses