Home / Modules / Promotion management
Free module · MIT licensedStudent promotion and academic year rollover
At the end of the year, promote students to the next class one whole class at a time. Passes, retentions and school leavers are handled in the same run, and last year's records stay where they are. Free in the GegoK12 school ERP core.
- FreeCore module. No per-student fee, no subscription.
- One class at a timeCurrent year and class in, next year and class out.
- Pass or retainHeld-back students need no separate workflow.
- History keptPrevious years stay readable for certificates and audits.
The academic year is the unit of data in a school
Almost nothing about a student is permanent. A class, a section, a roll number, an attendance register, a fee ledger, a set of marks — every one of them belongs to a particular year and stops meaning anything outside it. What is permanent is much smaller: who the child is, who their guardians are, how to reach them, and their medical history.
A school that cannot separate those two things cleanly ends up starting a new spreadsheet every summer. It works for a term. Three years later nobody can say which section a student sat in, and issuing a transfer certificate means someone going through a cupboard.
The promotion run is where that separation happens. Done properly it takes minutes, gives you a clean set of classes for the new year, and leaves every previous year intact behind it. Done on paper it takes a fortnight and loses something every time.
The student stays. The year starts again.
A promotion does not create a new student. It creates a new academic year for a student who is already on the system, which is why nobody has to retype a phone number or re-upload a blood group.
Carried forward
Belongs to the child, not the year
- The student profile, photograph and enrollment number
- The parent app login — the same credentials keep working
- Guardian names, phone numbers and addresses
- Health records, including allergies and medical notes
- Documents already uploaded to the student record
- Every previous academic year, readable in full
Starts fresh
Belongs to the year and the classroom
- Class and section
- Roll number
- Attendance — a new register for the new year
- Fees — a new ledger against the new class
- Marks and exam results
- Subject and teacher assignments
Fees and attendance are tied to an academic year and a classroom, so they are always raised against the new class rather than carried over. Last year's ledger and register are not deleted — they stay attached to last year's record.
Five steps, one class
The admin panel does the data entry. The decision about who moves up stays with your teachers, on a list they can read, correct and sign.
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01
Pick the class you are promoting
Choose the current academic year and one class and section — Grade 6 B, for example. If you run the Examination add-on you can also tie the run to a specific exam, so the record shows which results the decision was based on. That link is optional.
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02
Download the class list
GegoK12 generates a list of every student in that class with their roll number and name, ready to open in any spreadsheet program. No typing names, no risk of missing a child who joined in November.
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03
Mark pass or retain
One column decides it: P to promote, F to hold the student back. There is a comments column beside it for the reason, which stays on the record.
This is the step your results meeting already produces. The list can be circulated, corrected by a class teacher and approved by the principal before anyone touches the system.
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04
Choose where they are going
Set the next academic year and the destination class and section. Your final grade can be sent out to Alumni instead of a next class, if you run the Alumni add-on.
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05
Upload and confirm
Promoted students appear in their new class with a new year's record waiting for attendance, fees and marks. Retained students stay exactly where they are, marked as retained with the reason you gave. The run is written to the activity log with the date and the account that ran it.
It is all or nothing. If anything in the file is wrong, the upload is rejected and not one student is moved, so a bad file cannot leave you with half a promoted class.
Bulk student promotion, without the side effects
- Promotes a whole class and section in a single run
- Handles passes and retentions in the same file
- Records a written reason against each decision
- Rejects the whole upload rather than applying it half way
- Creates the new year's record automatically for each student
- Leaves retained students in place, with no separate process
- Keeps every earlier year readable for certificates and audits
- Logs who ran the promotion, and when
- Optionally ties the run to an exam, with the Examination add-on
- Sends the final grade out to Alumni, with the Alumni add-on
Promotion management is a free module in the MIT-licensed GegoK12 core. It is not a paid add-on, and there is no per-student charge for a promotion run. See the full module list for what is free and what is Pro.
What changes when the rollover is automated
Most schools we meet are not switching from another ERP. They are switching from a folder of spreadsheets, so that is the honest comparison to make.
| Spreadsheets and registers | GegoK12 promotion module | |
|---|---|---|
| Promoting one class | A new sheet, retyped from the old one | Download, mark a column, upload |
| Contact and health details | Copied across, or quietly lost | Stay on the student, untouched |
| Retained students | Handled by hand, easy to miss | Marked in the same file as everyone else |
| Last year's data | A file somebody has to keep track of | Still in the system, attached to the student |
| A mistake halfway through | Half the class moved, half not | Upload rejected, nothing changed |
| Who did it and when | Whoever last saved the file | Recorded in the activity log |
| Cost | Staff time, every June | Free |
Scroll the table sideways on a phone →
Where promoted and departing students go next
Back into the classroom
Promoted students appear in their new class straight away, ready for attendance, subject allocation and a new fee structure. Nothing else needs to be set up for them.
Out to the alumni register
Your final grade can leave for Alumni rather than a next class, taking their record with them. That needs the Alumni add-on; without it, a final-year class promotes like any other.
Out with a certificate
Transfer, bonafide and conduct certificates are generated from the record you have just rolled over, so the class and year printed on them come from the system rather than from memory.
Neither add-on is required to run a promotion. If you are not sure which of them your school actually needs, talk to our team and we will help you work it out.
Promotion and rollover, answered
Is the promotion module free?
Can I promote the whole school in one go?
What happens to a student who is held back?
What happens to fees, attendance and marks?
Do I need the Examination add-on to run promotions?
What happens to students in the final grade?
Does GegoK12 email or notify parents when a student is promoted?
What file format does the promotion list use?
My school's promotion rules are more complicated than pass or fail. What can I do?
We are moving from paper and want to enter several years of old records. Can we use this module?
Run a promotion in the demo
The demo has classes with students in them. Promote one and see what the new year looks like — it takes about two minutes and costs nothing to find out whether this fits how your school actually works.