Managing your year-end grade rollover

This article details the steps a school should take when changing grade groups from one year to the next.

This article is for ADMINISTRATORS. 💾

We’re here to help you stay on top of user management. At the end of each academic year, there are a couple of steps you will need to take to ensure that your user accounts, prescribed lists and resources are updated and remain manageable. The entire process should take less than an hour. 👦👧👨👩✅

Step 1: Grade groups

To rename a grade group to the following grade and year:

  1. Navigate to the Groups section when logged in to Engage.
  2. Find the relevant grade group (e.g. ‘Grade 6 2020’) and click on its name.
  3. On the specific group page, select ‘Edit’ at the top of the screen.
  4. Update the name (e.g. ‘Grade 6 2020’ becomes ‘Grade 7 2021’) and description (if relevant) then click ‘Save’.

✋For individual users who have not progressed to the following grade, you will need to remove these users from the group they’re in, then add them to the previous grade’s group.

To archive exiting grade groups (e.g. Grade 7 or Grade 12):

  1. Navigate to the Groups section when logged in to Engage.
  2. Find the relevant grade group (e.g. ‘Grade 12 2020’) and click on its name.
  3. On the specific group page, select ‘Archive’ at the top of the screen. When asked if you’re sure you want to archive, click ‘Yes’.

👉Archived groups are not deleted so you can always unarchive a group if needed. Archived groups are visible in the 'Archived' tab on the Groups page.

Step 2: Updating prescribed lists

To update your prescribed lists:

  1. Navigate to the Prescribed section when logged in to Engage.
  2. Find the relevant prescribed list and click on the title.
  3. On the specific prescribed list page, review the ebooks that have been added to that list.
  4. Select the ebooks that you wish to remove from the prescribed list using the checkbox on the left, then click the red ‘Remove Titles’ button.
  5. To add new ebooks to your prescribed list, select the green ‘Add Titles’ button. Browse the list of titles and add titles to the prescribed list by selecting the green + symbol next to each book and clicking 'Yes' when asked if you want to add the selected title. 

📝If necessary, you can also set up a new prescribed list.

Step 3: Disconnecting old prescribed lists and resources from groups and connecting updated prescribed lists

To update the links to your prescribed lists and resources for groups:

  1. Navigate to the Groups section when logged in to Engage.
  2. Find the relevant grade group (e.g. ‘Grade 7 2021’) and click on its name.
  3. On the specific group page, review the resources and prescribed lists that have been assigned to that group. If these are grade-specific, these may no longer be relevant to this group as they progress to the next year.
  4. Select the resources and prescribed lists you wish to remove from the group using the checkbox on the left, then click the red ‘Remove’ button.
  5. Add the new prescribed list for the following grade by clicking the green '+ Add prescribed list' button. Type in the name of your prescribed list and select the correct one from the drop-down menu. Then click ‘Save’ to confirm your choice.
  6. Add any new resources for the following grade by clicking the ‘+ Add Resource’ button. Type in the name of your resource and select the correct one from the drop-down menu. Then click ‘Save’ to confirm your choice.

📚 Get the lowdown on e-textbook ordering – from setting up prescribed lists to finalising an order and making payment.

Need help? Use the live chat in the bottom right corner of your screen or email us at help@snapplify.com.