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Year-end closure

🎓 Principal
💰 Accountant
hemle-school → Settings → Academic years → Closure

Closure is the end-of-year process that archives outgoing students, promotes admitted students to the next class, and freezes financial data. It takes place in two distinct steps.

Financial year-end closure

Prerequisites — Closure checklist​

Before launching closure, HEMLE automatically checks that everything is in order.

hemle-school → Settings → Academic years → Pre-closure check

The checklist shows the status of each condition:

ConditionDescription
✅ Decisions completeAll students have a year-end decision
✅ Report cards publishedAll report cards for the last term are published
✅ Fees checkedBalances are handled (settled or carry-forward validated)

Address all blockers before proceeding. Closure cannot be launched until the checklist is validated.

Step 1 — Academic closure​

Settings → Academic years → [Current year] → Academic closure

What to prepare​

  • The new academic year must have been created (dates of the next school year)
  • All year-end decisions must have been entered

Launching closure​

  1. Click "Close academic year"
  2. Select the destination new academic year
  3. Confirm

What happens automatically​

Student decisionAction
PROMOTED — PromotedAnnual folder created in the next class of the new year
REPEATING — RepeatingAnnual folder created in the same class for the new year
GRADUATED — GraduatedStudent file archived — accessible in archives
EXCLUDED — ExcludedStudent file archived — accessible in archives
TRANSFERRED — TransferredStudent file archived — accessible in archives

The current year moves to PAST status. The new year becomes CURRENT.

Irreversible

Academic closure cannot be undone. Check all decisions before confirming.

Step 2 — Financial closure​

Settings → Academic years → [Closed year] → Financial closure

This step is performed by the accountant / CFO, independently of academic closure.

What financial closure does​

  1. Freezes the fee structures for the year — no further modifications possible
  2. Calculates the definitive financial summary for the year
  3. Generates the final financial report (viewable and exportable)
  4. Carry forward option: if enabled, unpaid balances are carried forward to the new academic year's fee sheet

Launching financial closure​

  1. Click "Close financially"
  2. Choose: Carry forward balances or not
  3. Confirm

After closure​

  • PROMOTED and REPEATING students are visible in the new year's list with their new class
  • Archived students can be viewed from Students → Archives
  • The final financial report is available in the past year's history
  • The new year is active and ready for enrollments

→ View archives: Former students & Archives