Year-end Functions

The following video provides a walk through of the process. Each step is also described below.

Before You Begin

Please ensure that your ADAM installation meets the following requirements:

Step 1: Process any Transferring Students

Once your academic year is over, it is time to process the pupils who are leaving the school for any reason other than graduation from last year offered by your school. If you are a primary school, for example, then this would exclude your Grade 7 learners and, if you are a high school, this would exclude your Grade 12 learners. ADAM takes care of graduating pupils separately and automatically.

If you don’t know which pupils might be transferring, don’t worry: deregistering pupils can be done later and their date of leaving set retroactively. You can deregister a pupil at any time using this same process.

Repeat these steps for each transferring pupil.

Step 2: Finalising Promotion Decisions

This step tells ADAM which pupils should be moved up into the next grade and which pupils should not be. Although ADAM can calculate promotion decisions based on results, these calculated decisions may not always reflect accurate promotions and transfers to subsequent grades. For this reason, ADAM asks you to check which pupils must be moved to the next grade, and which should be kept in the same grade.

ADAM will assume that any pupil with a promotion result of “Fail” will not be promoted. This assumption can easily be changed by following the instructions below. A pupil who reflects “Fail” in their promotion decision can most certainly be promoted! As it happens, the promotion decision calculated by ADAM’s promotion results is only a guide and ADAM does not enforce this decision, letting you override it easily.

Additionally, if a decision regarding a pupil’s promotion is made only after the roll-over is complete, don’t worry: it is possible to change the promotions later. Changing it after the roll-over requires a slightly more manual approach which is otherwise automated in the roll-over process.

Step 3: The Roll-Over

The largest and most important aspect of the roll-over is telling ADAM how to help you simplify the process of creating new classes for the following academic year.

Background Information

ADAM will ask you what it should do with all the classes that you have created on your system for the current academic year. There are four possible options:

  1. Move will transfer all currently registered students in the class into the next grade.

Using this option will cause “Grade 8 C English” to become “Grade 9 C English” and all the pupils that were in “Grade 8 C English” will now be in “Grade 9 C English”.

Use this option if the class will remain largely the same from year to year, even if the teacher will change.

  1. Empty and move will remove all students from the class and change the grade year associated with the class to the next year. This is useful when the subject will be carried through to the following year but the class groups will change significantly.

Using this option will cause “Grade 8 C English” becomes “Grade 9 C English”, but the pupils who were in “Grade 8 C English” will no longer be registered for an English class. “Grade 9 C English” will still have the same teacher, but none of the pupils.


  1. Empty will leave the class as is, but deregister all students from the class.

Using this option will cause “Grade 8 C English” to remain as “Grade 8 C English” and all the pupils who were registered for “Grade 8 C English” will no longer be registered for an English class.

Use this option if you have the same classes with the same teachers in the same grades each year. This is mostly used with Primary Schools.


  1. Delete will deregister all pupils from the class and delete it.


The following table summarises these four options:

If a class is not assigned to a grade (e.g. a sports house or school club), then the options that offer to “change the grade of the class” (i.e. the two options which involve “Moving”) will simply ignore the grade-change aspect of that instruction. This effectively means that for classes with no grade assigned, options 2 (Empty and Move) and 3 (Empty) are identical.

If a class has the same grade as the final grade allowed in the school, then options 1, 2 and 4 will all result in that class being deleted since it will have an invalid grade.

If you choose to “change a grade” for a class (options 1 or 2) in the highest grade of the school, that class will be deleted.

The following examples might provide some context for when to use the different options:

Performing the Roll-over

  1. Having a reporting period still open. All reporting periods must be closed and finalised. Ideally, the publishing date should also have passed.
  2. Not having processed the promotions yet (see Step 2).

If, however, ADAM gives you the option of entering in a random string of letters and numbers to proceed with the roll-over, then your system has met all the requirements.

Any of the classes that are visible on the page will be updated to match the selection chosen in the “Default Settings” at the top. By typing in the Filter the classes block, the list of classes will be filtered to only show classes that contain the text that you have specified. For example, if you were to type Grade 5, then only the classes containing the text “Grade 5” would be displayed. At this point, if you were to select a new option at the top, all the classes shown (in our example, “Grade 5”) would be updated to match. Clearing the text would then show all the classes again.

Once ADAM has completed the roll-over, you will notice that as you work your way back to the menu and into other functions in ADAM, ADAM will report that it is in “Roll-over mode”. This happens only if the roll-over was completed before the end of the calendar year. If the roll-over is performed at the start of the next calendar year (in January), then ADAM will not enter the roll-over mode. “Roll-over mode” automatically stops automatically on 1 January when normal operation can resume.

In roll-over mode, ADAM will assume that the date for a number of operations is 1 January of the following year. This allows you to start working on your classes.

Step 4: Processing New Admissions

New admissions to the school need to be registered as current pupils in order that they can be registered into classes.

Step 5: Create a Term 1 Reporting Period

Please do this step as part of your roll-over! Don’t leave it until later!

Until a new reporting period is created, you may find that each pupil, in the search menus, will still have their default class from the year before showing. This can be disconcerting since this often will include the incorrect grade.

In addition, when messaging pupils, ADAM will look to the last class registration that co-incided with a reporting period (which, if you like, “confirms” the registration). Without a reporting period created for the new year, the last reporting period will have last year’s classes and - importantly - include any children that might have left and ignore and new pupils that may have arrived.

As soon as a reporting period is created, ADAM will be able to accurately determine the correct – and new – class information to show in that search list.

Step 6: Update Class Registrations and Class Details

This final step is to ensure that the class registrations are accurate for the following year.

  1. Add new classes – especially for junior grades if the classes were “moved up” as part of the roll-over procedure.
  2. Edit details of classes where teachers or class descriptions might change.
  3. Enrol pupils into the classes as required.

If you need any help with the year-end procedure, e-mail help is available throughout December with a 24-hour turnaround on requests. Telephonic support may be available, but unfortunately cannot be guaranteed during this holiday time.