Skip to content Skip to main navigation Skip to footer

Administrator Semester End Procedures

Target Audience: Administrators (Buzz)

Image: Semester End (Admin) Video short

At the end of each semester, administrators have a few important tasks to complete. Review each section below to help ensure a smooth transition.

Communication

Before the semester ends, communicate the following information clearly to students and families:

  • The last day and time students can submit work
  • Your school’s policy for missing work
  • Your school’s policy for course extensions

If you use district teachers, make sure they understand your program’s approach to the Participation assignment, your missing-work policy, and any documentation they need to save at semester end. We recommend asking teachers to export and save their course gradebooks.

Grade-Out Process

Students lose access to a course when one of the following occurs:

  • It is 11:59 p.m. on the student’s end date.
  • An administrator changes the enrollment status from Active to Completed or Withdrawn.
  • A teacher grades the Participation assignment.

As part of course completion, zeros are added to missing assignments that have not been exempted. The automatic completion process may take 4–7 hours.

Administrator Actions

After final grades are posted, verify that every student enrollment is marked Completed or Withdrawn. No enrollment should remain active more than one week after the student’s end date.

At the mid-year transition, make sure students and any district teachers are enrolled in their second-semester courses.

At the end of the school year, schedule a meeting with your Client Service Representative to confirm that all courses are properly retired and ready for the next school year.

Important Reminders

  • Do not delete enrollments. Change the status to Completed or Withdrawn. Contact your Client Service Representative if you have questions.
  • Set a consistent approach to the Participation assignment. If you use district teachers, explain how the assignment should be graded. Some programs grade it as is, while others exempt it or use it for another purpose. The assignment is worth 5% of a student’s overall grade.
  • Allow time for grading. Accelerate Education teachers have up to 72 hours to grade student submissions. Keep this timeframe in mind when setting student end dates.

Need Additional Support?

Access the Admin End-of-Semester Checklist, Admin End-of-Semester Guide, or schedule a live call with your Client Service Representative.