Successful gradebook rollover requires several steps to be completed at specific points in the whole school rollover process. 

Templates

The first step is to ensure you have templates ready to create next year’s gradebooks. Creating your gradebooks each year is a tedious task if you do not have templates you can copy.

To create a template, simply create the gradebook structure you need in list view, but DO NOT allocate any students to the gradebook.

How many gradebook templates you need depends upon the reporting requirements of the different sections of the school, and possibly the subject. For example, a template for Key Stage 3 might have different columns than a template for Key Stage 4.

No matter how many templates you need to make, it is always easier to use a template to copy than create a gradebook from scratch.

If you are not using templates this year, you can easily make them for next year from an existing gradebook.  To do this:

1. Open the gradebook you wish to use as a template and click on List View:
2. Select Copy Gradebook from the right hand blue menu. The Copy wizard opens and describes the three steps of the wizard:
3. Click Next at the bottom of your screen.
4. Use the Details tab to change the Name of the gradebook, for example 'Template KS3'. (It's easier if you put the word 'Template' first in the name, so all the templates appear together in the list.
5. Adjust the tabs as appropriate, include a custom template tab.
6. Use the Staff Groups and Staff Manual Selection tabs to remove any staff links, other than yourself.
7. Use the Student Groups and Student Manual Selection tabs to remove and student allocations.
8. click Next.
9. From the Select a Copy Option box at the top right of your screen, choose Copy.
10. Click Next and then Finish.

That's it! You now have a re-usable template.

Locking Student Allocations for Two-year Gradebooks in their First Year

If you have any 2-year gradebooks, you need to lock their student allocations BEFORE Administrative and Academic rollover. To do this:

1. Open the gradebook and click List View.
2. Select Lock Allocations from the right hand blue menu.
3. In the window displayed, you can choose to lock student and staff allocation:  

   This will prevent rollover from re-allocating the new set of students to the gradebook.

Unlocking allocations is simply the reverse of this process. Change the Lock Student Allocations option to 'No' and select Save & Close.

Exporting Gradebook Data

Next, you may want to export the data in your gradebooks to .csv files for storage elsewhere. This can be done before or after archiving. To do this:

1. In the gradebook you wish to export, go into the Workbook View:
2. Simply click on the export icon highlighted in the image below:
3. If you wish to export data after archiving, this can still be done easily. View the archived gradebooks, and using the filters, open the gradebook you wish to export.  Then simply click the export icon. 

Archiving your existing Gradebooks at the end of the Academic Year 

You need to archive this year's gradebooks.

1. Use your custom tags to select this year's gradebooks, if you have used them. Otherwise use the list of gradebooks and select them manually. Remember to deselect any two-year gradebooks which are in their first year.
2. Use the Selected Gradebooks Options drop down list in the top right and select 'Archive'.

Once Administrative and Academic Rollover routines have been completed, you can proceed to Part 2: After Administrative and Academic Rollover Routines. This provides further guidance.