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The academic calendar is the foundation of the entire system. Every student enrolment, attendance record, exam, fee invoice, and report is attached to an academic year and term. Before anyone can do anything meaningful in Bizaxl College Management, the academic calendar must be in place.

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Who Does This

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Academic Year vs. Academic Term

Academic Year is the top-level time structure - the full year of study. Examples: “2025–2026”, “Academic Year 2026”. Academic Term is a subdivision of the academic year. Depending on how your institution is structured, a term might be:
  • A semester: “Semester 1 2025”, “Semester 2 2025”
  • A trimester: “Term 1”, “Term 2”, “Term 3”
  • A quarter: “Q1 2025”, “Q2 2025”
One Academic Year can contain multiple Academic Terms.

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How to Create an Academic Year

  1. Go to Education workspace → Academics card → Academic Year
  2. Click New
  3. Enter a Year Name (e.g. “2025–2026”)
  4. Set the Year Start Date and Year End Date
  5. Click Save
Academic Year form showing the year name field, start date, and end date with a calendar date picker

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How to Create an Academic Term

  1. Go to Education workspace → Academics card → Academic Term
  2. Click New
  3. Set the Academic Year (link to the year you just created)
  4. Enter a Term Name (e.g. “Semester 1 2025”)
  5. Set the Term Start Date and Term End Date
  6. Click Save
Repeat for each term within the year.

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Field Guide - Academic Year

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Field Guide - Academic Term

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Configuring Education Settings

After creating the academic year and terms, you must tell the system which year and term are currently active. This is done in Education Settings.
  1. Go to Education workspace → Settings card → Education Settings
  2. Set Current Academic Year to the year you just created
  3. Set Current Academic Term to the term you are currently in
  4. Review the other settings on this page (see below)
  5. Click Save
Education Settings page showing Current Academic Year and Current Academic Term dropdown fields, Attendance Freeze Date, and payment gateway configuration

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Key Education Settings

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Rolling Over to a New Academic Year

At the end of each year, you create the next year’s records:
  1. Create a new Academic Year (e.g. “2026–2027”)
  2. Create new Academic Terms for the new year
  3. Update Education Settings to point to the new year and first term
  4. Use the Programme Enrolment Tool to advance continuing students into the new year
  5. Rebuild Student Groups and the Class Schedule for the new year
Do not delete old academic years - they are needed to access historical attendance, assessment, and fee records.

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Best Practices

Create the new academic year at least two weeks before term starts. Other staff need the year to exist before they can create student groups, schedules, and fee structures. Starting late creates a bottleneck. Set the Attendance Freeze Date at the start of each term. This prevents instructors from retroactively editing attendance from previous weeks. A rolling freeze (e.g. always 7 days before today) is a common approach. Keep old academic year records. Never delete historical Academic Year or Term records - they are linked to attendance, exam results, and fee records that you may need to refer to years later. Update Education Settings when the term changes. When you move from Semester 1 to Semester 2, update the Current Academic Term in Education Settings. If you forget, new records will default to the old term.

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Troubleshooting

New enrolments are going to the wrong year: Check Education Settings - the Current Academic Year may still be set to the previous year. Update it and save. Cannot create a Course Schedule for the new year: Make sure the new Academic Year exists and is set as current in Education Settings. The Course Scheduling Tool uses the current year to filter student groups. Attendance records cannot be edited: Check the Attendance Freeze Date in Education Settings. If today’s date is past the freeze date, historical attendance is locked by design. Only a System Administrator can change or remove the freeze date.