Copying all of your classes to the next time period (rolling classes)

When you are ready to transition from one time period/semester/quarter/term to another, Roll Classes is a powerful feature that allows you to quickly take the information from classes in one time period and apply them to the same classes in a different time period. After rolling, you will be able to go into these new classes and tweak them to make sure the details are all correct.

Before you begin, decide whether you are taking the fees from courses or classes. When you decide, go to that course/class and make sure that fees are accurate. Typically, you will take the fees from courses. Remember that if you edit course fees, class fees for active classes will not be changed.

Also, make sure you have already created the time period you will be rolling into.

From the left nav panel, select tools>Rolling Classes.

First, select the time period for the new classes to be rolled into.  Note: The newly rolled classes will be created with the start and end dates of the date range of this new time period. After rolling classes, you are expected to fine tune (edit) the class start/end dates as necessary.  To minimize editing, It is good to set the dates of this new time period to match the desired start/end dates of the majority of the rolled classes.  Later, after rolling classes, you can edit the time period start and end dates and this will not affect the newly created classes.


Notice the checkbox named Also copy existing student enrollments.  If you do not wish to copy over existing students, leave this unchecked (recommended). Select this if you want students with active enrollments in the current classes you are rolling to be placed in the new class. The students will be placed in pending status and will need to pay for the registration to complete the transaction and be enrolled in the class. No invoices will get mailed, but there will be unpaid invoices placed in each student account for these registrants. Families can be directed to login and pay once this is rolled if you did copy existing student enrollments.  If you are using Auto Re-Enroll, even if you don't select Also copy existing enrollments, the students designated as Auto Re-Enroll will be enrolled (as pending) into the new class. Again, If you do not wish to copy over existing students, leave this unchecked.

Also, if you plan to keep the same instructor, select the Copy Instructors checkbox. If you leave this unchecked, the instructor for the new class will show as "TBD.

Next, select the Time Period, Location, Course Group, and Course you wish to roll classes from. You may select one or all of these drop down options. You can select only the time period if you want a broad search, or can narrow it down as far as to the specific course.

 Click 'Show Classes' to see all of the current classes that meet the criteria that you've just chosen. 

Choose the class(es) you want to roll to the new time period. You can select one or more from the list, or click the 'select all' link just below the list of available classes.

Next, choose whether you want the fees to come from the Course or Class. If you have made changes to the course fee, make sure you are choosing course and not class. If the course and class fees are the same, you can select either. 

When you have selected the classes that you want to roll from the existing time periods into the new time period, click the Copy Selected Classes button.

Note that after you successfully roll the new copied classes, you will remain on the same page, and will not be directed to the new class(es) that you just created. This is so you may do this process multiple times if you choose. We recommend rolling one or two classes at first, view and confirm, then roll the remaining group of classes.  The system will not roll the same classes into the same time period more than once.
If you wish to see the newly created classes, simply locate them in the class search. Reports that are helpful include the Class Summary, Class Summary Master, or the Course Catalog report.

Your next step is to go and fine tune the data of these new classes.  Most configurations will remain, such as days, times, class codes, but start/end dates or class codes may need to be edited.  Use the tool:  Tools>Class Bulk Editor to edit dates and various other fields of classes in this new time period. Fees can only be edited in the individual class edit page, but most other fields can be edited in this bulk editor.

Finally, you are ready to Configure Online Registration so this new time period will display online for shoppers to view and register either immediately or can be configured to start displaying online on a future date.

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