Overview
At the end of each year, you can manage your tuition and ensemble enrolments in one of two ways.
If your presumption is that everyone continues lessons unless they tell you otherwise, you can roll them over.
If you require students to confirm their next year's enrolment, you can go through a process of termination and re-enrolment.
Roll Over
This is the default option in Music Monitor. You only terminate the enrolments of students who are finishing lessons.
When students are finishing out the term, we recommend you use a standard Termination Date (for tuition) or Finish Date (for ensembles) of the last day of Term 4. That makes all such enrolments easy to find in a search in future, and distinguishes them from those who finished up early.
If all Year 12 or all Year 6 students must finish, there are tools you can use to finish the enrolments in bulk.
For tuition enrolments, you can set the Termination Date in bulk using the Common Tasks > End of Year Procedures > Terminate or Re-Enrol All Current Records.
For ensemble enrolments, you can set the Finish Date in bulk using the Common Tasks > End of Year Procedures > Archive All (Or All Year 12) Students.
For all enrolments, the Termination Date or Finish Date should be set to the end date of Term 4.
All enrolments that don't have a termination date will continue in the new year without further action.
Note that if you are billing in advance before the terminating enrolments have terminated, you will need to include in your billing search a request line that omits those with a termination date before the relevant term starts.
Re-Enrolment
This process assumes students are not continuing unless they confirm re-enrolment. This option requires additional set-up.
For students who have confirmed they will not continue, enter a Termination Date of the last day of Term 4, as described above.
For all remaining enrolments, set the Termination Date to the 31st of December. There are two reasons for this:
Enrolments that terminate on any other date disappear from the Schedule once the date passes, but the Scheduling tool is set up to leave bookings in place when they have a Termination Date of 31 December. This allows teachers or administrators to continue scheduling enrolments that they anticipate will renew, even if they aren't confirmed yet.
This is an easily identifiable date that you can use to signify a termination that was entered for administrative reasons and not due to notice from the family.
To set the Termination Date for your Tuition enrolments, go to Common Tasks > End of Year Procedures > Terminate or Re-Enrol All Current Records.
To set the Finish Date for your Ensemble enrolments, go to Common Tasks > End of Year Procedures > Archive All (Or All Year 12) Students.
When enrolments are confirmed to be continuing, select Re-Enrol on the enrolment record.
When enrolments are confirmed to be finishing, change the Termination Date or Finish Date from the 31st of December to the end date of Term 4.