The moving up procedure seems a bit daunting at first, but it can be broken down into three distinct stages. Firstly, edit the year names; secondly, create new classes and finally, move pupils into their new classes. All this is done in the School Structure page in the Set up School Community section on the Admin portal.
The great news is that when new GDPR legislation comes into effect in May 2018, where the PTA is a data controller, schools can lawfully "assist the PTA with lists of new classes and pupils in each class to ensure the Classlist database is accurate. Any personal data provided by the school must only used for verification and updating and not be for any other purpose. Any personal data sent from the school to the PTA must be transmitted using a secure, encrypted form of communication."
Leavers and joiners
The first thing you need to do is create a new year in the school structure for the new intake into the lowest year in your school. When newbie parents are invited to join your Classlist site they need to see their child's class ready and waiting for them!
Tip: remember that to add a new year or class, you need to type the name in where it says 'type year name' in grey text before you can activate the Add button.
Then decide whether you want the members of your school's ‘Leavers' year group to leave your Classlist site as well, or to become an ‘Alumni Year’ (most popular option). If you decide they should leave your site, move the pupils to unassigned and deactivate the parent members. You can then remove the pupils later and the parents can delete their own accounts at any time.
If you decide the leavers can stay on for a while, add a new year, named something like 'Leavers 2017' or '2016 Alumni', and move all the leaving pupils into this year. You can then delete the old empty top year from the structure.
If you know there are a few parents who definitely don't want to stay connected through Classlist after their children have left the school you can still move their children individually into unassigned/remove them and then deactivate the parent account as above.
Moving up the rest
Now you need to rename all your other school years in the school structure by clicking on the little pencil icon next to each year name. This is because each year group cohort must remain linked all its associated posts and content, rather than inheriting the previous year group's messages, which is what would happen if you simply moved all this year's Year 5 children into the year named 'Year 6' in the structure.
What was Year 5 in 2016/17 therefore becomes Year 6 in 2017/18 and so on down through the school. It can really help to add the academic year to the name while you are doing this so that you can keep track (you can always delete the '2016' bit later if you want).
You should now have a ‘new’ year group structure in which to organise your classes and pupils!
If classes remain the same as the children move up through the school (some schools use a 'house' class system where there is no pupil migration between classes from year to year) then you can simply rename or check each class without moving pupils.
However, if your school moves children around into new class groups every year you will need to find out the destinations of each individual pupil. You may find that, for data protection reasons, schools cannot give you a list of names allocated to classes to take out of school with you, but if you ask nicely you can probably perch in a corner of the office while you look at the lists and make the changes on a laptop. Or even better, if you have a school staff member on Classlist they might do the move-up for you!
Firstly, create your new classes alongside the old ones in each year group. (Again, don't just move new children into old classes or the new parents will see messages sent to the previous year's parents). Now select the year group in which you want to start moving children to new classes; this will display all the children in that year. Click and release on each pupil to select them - you can select mulitple names. There is a drop down menu above the selected pupils column: find the class you want to move your selected pupils to then click the red 'Move' button. Alternatively, you can drag them across the column divide and drop them into their new class that way.
In the example above the old year 2 children are being moved into their new year 3 classes - the children currently selected from the whole year group will be moved to a new class ('Mrs Neville's') using the drop down class selector visible near the move button.
Once this is done you can delete the old, empty classes.
Removing any children who have left during the year
During this process, you might run into some students you cannot find on your list of new class allocations. For now, it is best to simply add them to the unassigned year group. It may be that these pupils have now left the school, in which case you should remove them and deactivate the associated parent accounts. It is always good to double check with the school however!
Ambassadors can remove a pupil on the school structure page and can then also deactivate the parent on the All Parents page. These are two separate actions, as the parent may still have another child at the school.
Managing 'Invited parents'
Invited parents (also known as 'Non-Members') can also be managed if you want them to stay associated with the correct year cohort.
To move 'Invited Parents' you just need to re-send them an invitation with their new Class/Year selected instead of the old one.
To remove 'Invited Parents' simply visit the Add & Invite page and scroll below the invite box.
Here you will see a list of all 'Invited parents'. Click the red 'More' button and choose Delete. This will remove them from the system.