At the end of the session, every school faces the same job: move each student to the next class, keep back the ones who should repeat, and record those who have left or finished. In a school of 700 students, doing this one student at a time takes hours and invites mistakes.
Here is a checklist that works if you use a register, a spreadsheet or software.
1. Finish the final exam first
Promotion decisions come from the final result. Make sure every paper has marks, the result sheet is checked and the result is published. Apply the same pass rules to every class, so the decision is not argued class by class.
2. Draw the class map
Write down where each class goes. Class 5 goes to Class 6, Class 6 to Class 7, and so on. The last class of your school has no next class, so its students are marked as passed out. Write this map once and use it for the whole school.
3. Decide who repeats
For each student there are four outcomes:
- Promote to the next class.
- Repeat the same class.
- Left school. The student is moving to another school.
- Passed out. The student finished the last class.
The final result can suggest the outcome. A student who failed under your rules is suggested to repeat, but the principal should review the list. Let the principal change any line.
4. Decide what happens to sections
The usual rule is that a student keeps the same section letter, so 6-A moves to 7-A. If the next class has no such section, someone must choose a section. Do this before the run, not during it.
5. Think about fees
Fee structures are usually set by class. A promoted student will pay the new class's fee from the next challan. Old unpaid challans stay as they are, and a student's discounts stay with the student. Before the new session starts, check that the new class fee structure is correct and that any increase is entered.
6. Keep the history
Last year's attendance and results belong to last year's class. A good record shows each student's journey, for example Class 4-A in 2024-25 and Class 5-A in 2025-26. Do not overwrite the old class and lose it.
7. Issue certificates for students who leave
Students who passed out or are leaving need a school leaving certificate. Clear their dues first, then issue the certificate. See what a leaving certificate should contain.
8. Make the new session current
Create the new academic year and make it the current one, so that attendance, exams and fees start in the right session.
9. Make a mistake? Undo it as a batch
The danger of a bulk run is that one wrong setting moves a whole class to the wrong place. Choose a method that can undo the whole batch. Fixing 200 students one by one is the slowest way to find out.
Doing this in Skoo
Skoo has a promotion wizard under Students. You pick the session you are leaving and the one you are entering. The class map is suggested automatically, with the last class going to passed out, and you can change any line. For each student the final exam suggests promote or repeat, and you can change it, or set left school or passed out. Sections stay the same, and the wizard asks you to choose when the next class has no such section. You read a summary such as 32 promote, 2 repeat, 1 left in a class, then confirm. Everything is applied together.
Each student's profile keeps a class history, and an entire batch can be undone. The wizard reminds you to make the new session current, check the fee structure, and issue leaving certificates. Skoo does not yet message parents about promotion. See student promotion in Skoo.