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 to be left blank for now!
• 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.
  • THIS ONLY HAS TO DO WITH THE ENTIRE SYSTEM CHANGING TO NEW YEAR. IT DOES NOT PREVENT SCHOOLS FROM OPENING ADMISSIONS FOR THE NEW YEAR! Schools can still open the Admissions for the new year.
  • PLESE DO NOT ADD ANYTHING IN THE "ACTIVATE ON" WHEN CREATING A NEW 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• No outdated or incorrect forms remain in active processes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