Jackrabbit Tips & Tricks

Summertime + Archiving Classes

What goes better with Summertime than watermelon? Archiving Classes, of course!
Summer always brings questions concerning the transition from one season to another. Here are some Helpful Tips that will enable you to smoothly transition your classes for your New Session.

For a New Session, you should:

  • Create New Classes
  • Put Old Classes into History
  • Drop Students
  • Ensure all transaction History for Families is maintained

What does Archiving Classes do?

Archiving Classes takes an ACTIVE class and puts it into TERMINATED status. Depending on the setting you select, it will take the class, drop the enrollment and put it to sleep.

Can I restore an Archived Class?

You can restore a class that you have archived if necessary. You must restore Archived Classes one at a time.

Why is it important to Archive Classes and not just Drop Students and change Session and Class Dates?

If you simply “modify” an existing class and drop the students from it, there is no Enrollment History recorded for your organization. By dropping students through the Archive process, you put their enrollment into your Enrollment History. This allows you to pull important historic, statistical data on your enrollment.

What happens to the transactions for a Family if a Class is Archived?

All Transaction History is kept the same. The only difference is that once you have archived a class, you can no longer Post Tuition Fees to that class through the Post Tuition Fees Function.  And, that class will no longer show in the drop-down lists.

What is the best way to implement this process?

  1. Copy existing Session classes using the Copy Classes function under the Classes Menu. The New Classes should have a New Session and New Dates. At this point, you can choose to copy enrollment. (This activity can differ for each organization.)
  2. Once the old session is complete, you should Archive the old session and select to Drop the Students from the old class.

Now you have New Classes ready to receive enrollment and you have Enrollment History created for your previous session.

You can get assistance with all support questions related to, or not related to, Archived Classes by using the “SUPPORT” button.

All information concerning these areas is found in the Online Jackrabbit How-To  Guide. You can also review the way your Jackrabbit software works in the How-To Guide,  http://www.helpconsole.com/Jackrabbit%20Help%20Center/default.aspx?pageid=howtoguide&expand=true.  Use Keyword Search: Transitioning to a New Session

Please continue to send your comments! We will always use your experiences to develop out Tips & Techniques and to tweak our User Guide. Use your “SUPPORT” button to provide your input to us.

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