Roll over to a new year

When one school year ends and the next begins, you don't rebuild everything from scratch. Rollover creates the new year and copies your class setup forward in one click. This guide explains exactly what rollover copies and what it deliberately leaves behind, how to fill the new rosters with Bulk Enroll, and what happens when you conclude a year — including the locking rules and the grace period that lets teachers finish grading.

The one thing everyone gets wrong: rollover does not move students

Rollover copies your classes, not your students. The new year's classes start with empty rosters on purpose. Right after rollover, classes can look "empty" — that's expected. You fill them with Bulk Enroll (covered below) or by enrolling students by hand.

Step 1 — Start the rollover

Open the year you're ending: Settings → Academic Years & Terms → Manage on that year's card.
Click Start New Year in the header.
The rollover page shows a "What will happen" preview. Read it — it spells out the copy/skip behavior for your exact data.

The Start New Year rollover page, showing the 'What will happen' preview listing classes to be cloned and teacher assignments carried over, the new Year Name and Start/End date fields, the 'Copy term structure' checkbox, and the Start Rollover button. — The rollover page previews exactly what will and won't be copied.

Step 2 — Confirm the new year's details

Year Name is pre-filled with the next year (for example, 2026-2027 rolls to 2027-2028). Adjust if needed.
Start and End dates default to one year later. Adjust if your calendar shifts.
Leave Copy term structure (shift dates by 1 year) checked to recreate your semesters/quarters with their dates moved forward a year.
Click Start Rollover and confirm "This will conclude [old year] and create a new year. Continue?"

What rollover copies — and what it doesn't

This is the heart of the feature. Everything in the first list is carried into the new year; everything in the second list starts fresh.

Copied into the new year

Every class (its subject, level, schedule, days, times, room, and Hifz setting); the teacher assignment on each class; each class's grade-category weights and term weights; and the whole term structure with every date shifted forward by a year. Your setup work moves over intact.

Not copied — starts empty on purpose

Student rosters, grades, attendance, Hifz entries, typed report-card grades, and the actual assignments are not copied. A new year is a clean slate for student work — last year's grades stay safely in last year. You add students next, with Bulk Enroll.

Rollover is safe to re-run, but watch the dates gotcha

If you run rollover again, MarkTrack reuses the classes it already created instead of erroring (the notice says "(N reused)"). But if a year with the same name already exists, the dates you typed are ignored — you'll see a note to edit them under Year Settings. The new year also becomes the Current year and your session switches to it automatically.

Step 3 — Fill the new rosters with Bulk Enroll

Now put students into the new year's classes:

On the new year's detail page, click Bulk Enroll.
You land on Enroll Students for [new year] with a Suggested Enrollments table. MarkTrack looks at last year and proposes each student's next level in the same subject (so a Year 1 Fiqh student is suggested for Year 2 Fiqh). If there's no next level, it suggests the same level again (retention).
Use the per-row dropdown to change any suggestion, the select-all checkbox to grab everyone, then click Enroll Selected Students.
The result says how many were enrolled and how many were skipped (already enrolled, or no match found).

The Bulk Enroll page titled Enroll Students for the new year, showing the Suggested Enrollments table with a select-all checkbox, a Student column, a From (Previous Year) column, a To column with a per-row class dropdown, and the Enroll Selected Students button. — Bulk Enroll suggests each student's next class based on last year.

Concluding a year (and what locks)

Rollover concludes the old year for you automatically, but you can also conclude a year on its own: open the year and click Conclude Year. You'll confirm "Conclude '[year]'? All N classes will become read-only."

Concluding does three things at once:

The year's status becomes Concluded.
All of its active classes turn read-only (classes you'd already archived are left as-is).
Every typed report-card grade is locked, freezing the report cards.

A concluded year shows an amber banner: "This academic year has been concluded. All classes and grades are read-only." Made a mistake? Click Reopen to undo all of the above and make everything editable again.

Concluding is immediate and total

There's no grace period on a concluded year — the moment you conclude it, grades, attendance, and report cards across all its classes are locked. Because rollover concludes the old year as part of its work, the old year goes read-only the instant you click Start Rollover. Finish any last grading before you roll over.

The grace period — finishing a term's grading

Locking doesn't only happen when you conclude a whole year. MarkTrack also locks each term a short while after it ends, so old grading periods can't be quietly changed months later. But teachers need a little runway to finish entering a term's final grades — that's the grace period.

By default, a term stays editable for 7 days after its end date.
After that window, writing a grade or attendance record dated inside that term is blocked, even though you can still view it. The message reads "This term is locked. Grades and attendance from this period are read-only."

Locking goes by the record's date, not the picker

A grade or attendance record is locked based on its own date, not on which term you're viewing in the top bar. So viewing an old term doesn't stop you from editing this week's work, and switching the picker to the current term won't let you back-edit a past, locked term. The default 7-day window has no settings screen — if you need it changed, contact MarkTrack support.

To set up your terms and weights before rolling over, see Set up academic years and terms and How grades and report cards are calculated, or browse all guides in Classes & Grades.