Admissions (Advanced): NEW YEAR SETUP

Overview

This guide outlines the required steps for setting up Admissions for a new school year. This guide includes all steps and video guide.

Important:

If your school has never used Admissions previously, please refer to the Admissions: Setup Guide instead of this document.

Description

Schools that have previously used Admission Registration must follow the steps below to properly configure Admissions for a new school year.

Step 1: Add a New School Year

Create a new school year within the Admissions module in AE-Connect.

1. Navigate to Admissions.
2. Select the Year drop-down menu and choose Start New Year.
3. Enter the Start Date and End Date for the school year.
4. Save the record. The new school year will auto-populate once saved.

⚠️ Important Note on Activation

• The Activate On field is optional.
• Activating the new year will immediately change the entire system to the new school year.
• DO NOT enter an “Activate On” date before the current school year ends, or the entire system will switch prematurely to the new school year.

Step 2: Duplicate Forms and Processes from the Previous Year

1. Go to Admissions > Setup.
2. Confirm the School Year is set to the new admissions year.
3. Use the Action Menu (yellow +) to select Duplicate Processes.
4. When prompted, choose to clone from the previous school year.

After Duplication

• Duplicated forms will be labeled with “(Cloned)”.
• Rename each form to remove the “(Cloned)” label.
• Review and update all forms as needed for the new school year.

Step 3: Update Forms

Users may update any forms associated with the new school year.

1. Navigate to Admissions > Setup > Forms.
2. Select the form name.
3. Update dates, text, or other relevant information as needed.

Step 4: Update Processes (HIGHLY RECOMMEND)

Highly Recommended:

Delete all forms in the processes for the new school year (e.g., 2026–2027) and re-add them.

This ensures:

• The correct forms are associated with the correct school year
• No outdated or incorrect forms remain in active processes

To update processes:

1. Navigate to Admissions > Setup > Process.
2. Remove existing forms from the process.
3. Re-add the updated forms for the current school year.

For additional details, refer to the Admissions Setup Guide.

Step 5: Activate Admissions for the New School Year

• Schools may have only one Admissions Year active at a time.
• Ensure you are viewing the new admissions year.
• Toggle Admissions Active to ON.

Status Indicators:

• Blue = Active
• Grey = Inactive

Step 6: Re-Enroll Students

When ready, users may begin re-enrolling returning students.

Refer to:

Admissions: Enrolling Returning Students Guide

Step 7: Inquiry Links & New Students

• Inquiry links are school-year specific.
• Ensure you are using the inquiry link associated with the correct admissions year.

Refer to:

Inquiry and New Students Guide

Video