School and Grade Levels

To change school levels, contact Blackbaud Education Management support or your software consultant.

To edit existing grade levels:

1. Select the school level which contains the grade level.

2. Select the edit icon next to the grade level.

3. You can edit the following fields:

   • Grade level
     Choose the numeric grade level

   • Website greeting
     Enter a public greeting for the grade level

   • Display order
     Set the grade's display order

   • School
     Choose the grade's school level, appearance in directories, inquiry availability, and if it is a transitional grade

   • Status
     Active or Inactive

   • How will incoming students at this grade level be moved to Students?

     Manually by platform manager: This is the default setting.

     Automatically at the start of the academic year: If this setting is enabled, incoming students at this grade level will automatically be enrolled as Students when a new academic year gets set as the Current Year.

   • Promote to
     Choose the school and grade level students promote to, if students graduate from the grade level, or neither

4. Select Save when finished.

   Note: To add or remove grade levels, contact Blackbaud support or your software consultant.

1. Select Core.

2. Select Settings.

3. Select School information.

4. Select School & grade levels.

5. For main address, select Edit and then enter your changes.

6. Select Save.

Admissions managers can give existing students the candidate and student role at the same time if needed from Student Reapply. This will allow existing students to proceed through the admissions process again as if they're new candidates. Schools that span multiple levels now have a mechanism for allowing their students to re-apply for their next level. For example, pre-kindergarten applying to kindergarten, or 8th graders applying to high school. From a parent perspective, they’ll come into the Resource Board and see the Reapply Another Child tile appear. Selecting it opens up the Apply modal window where they can choose to either apply a candidate or Reapply a student. If it is a new candidate, they can enter in that information or they can select the student’s name that automatically populates the list.

The grade level prior to the one that users need to reapply to needs to be set to either Doesn't promote or graduate or Students graduate from this grade level under the Promote to setting when editing a grade level. Next, make sure the grade the user wants to apply to has Students must apply to this Grade level enabled. This essentially tells the system that students will need to apply to this grade level. Candidates applying will not have their enrollment rows built out automatically, as the system will stop at this particular grade level since it doesn't promote or graduate by default.

Note: This isn't retroactive so if a candidate or student already has built out enrollment rows, they won't be removed for a reapply. While this isn't a big deal, a message will appear when a platform or admissions manage attempts to manually add them.

With these settings in place, parents will see a new option to reapply their student. head here for more information on that.

Your school can automatically enroll incoming students for a selected grade level when a new academic year begins.

To enable this setting as a Platform Manager:

1. Under Schools, find the grade level (for example, 9) and select the pencil icon to edit settings.

2. Scroll down until you see the question How will incoming students at this grade level be moved to Students?

3. By default, every grade level will be set to Manually by platform manager. To automate the process, select Automatically at the start of the academic year. Select Save.

With this setting enabled, incoming students at the selected grade level will automatically become Students when a Registrar changes the current Academic Year. When the Registrar changes the current academic year in Years and  Terms , a warning message will display the following text:

“Changing the current year will result in Incoming students being moved to Students for the following grade level(s):”

The grade levels will display after the colon. The warning will display regardless of whether your school has any incoming students to convert.

For information about how to change the grade levels of students, see:

• enroll incoming students (in bulk).

• manage current student enrollments (promote, repeat, & graduate).

• user profile: groups & enrollments (tab)