This guide will give you advice on editing your Period Structure half way through your Academic Year.
IMPORTANT: We would recommend to NEVER Apply a Period Structure in the middle of an Academic Year. This is because Applying a Period Structure will delete any Timetable, Attendance, Cover, Behaviour and Calendar data for the date range that you are applying the Period Structure to. Depending on the changes you would like to make, it may be more appropriate to Edit an existing Period Structure instead. For more information please see How to View/Edit an Existing Period Structure. If you are in any doubt please contact the Bromcom Helpdesk prior to Applying the Period Structure to discuss.
Modifying your Period Structure mid-year can have significant implications. Here are some important factors and things to check if making these changes:
Backup Scheduling
Schools undergo backups every four hours (08:00, 12:00, 16:00, etc.). To ensure backups are completed, allow at least 15 minutes after the scheduled time before making changes. Ideally, changes should be made just after a backup cycle (e.g., 16:15) to minimize data loss in case of restoration. Additionally, performing changes when fewer users are active on the system is advisable.
See Also: How to Create a New Period Structure & How To View/Edit an Existing Period Structure
Methods for Changing Period Structure
There are two ways to modify a period structure mid-year:
1. Editing the Current Period Structure
Why Use This Method?
- Changes do not require applying a new timetable.
- Suitable for simple adjustments like period time modifications.
- Can add periods at the start or end of the day but not within existing periods.
- Changes apply to the entire academic year, appearing as if they were set from the beginning.
How to Make the Changes
- Check Configuration Settings:
- Navigate to Config > Curriculum > Configurations to adjust any settings related to period length.
- Modify Period Structure:
- Go to Config > Curriculum > Period Structure
- Locate the current structure (highlighted in blue) with its active date range.
- Click Edit and modify the period structure for each day in the cycle.
- Save only after completing all changes to avoid multiple versions.
- If an error occurs (e.g., mistakenly adding or deleting a period), cancel and restart.
2. Creating a New Period Structure
Why Use This Method?
- Allows specific date ranges for modifications.
- Supports larger changes, including adding periods mid-day.
- Avoids affecting the entire academic year, but clearing data past the applied date.
- Requires re-entering key data such as attendance marks, diary entries, and timetables.
Necessary Adjustments After Applying a New Period Structure
Upon creating a new period structure, the following actions must be completed:
✅ Apply the timetable again (ensure an up-to-date copy is available).
✅ Re-enter attendance marks for future dates If applicable.
✅ Update school diary entries, including Parents’ Evenings If applicable.
✅ Re-enter cover entries (staff absence remains unaffected) If applicable.
✅ Regenerate tutor group timetables.
✅ Re-do Register Update Parameters.
✅ Check Withdrawal Groups—student memberships may need re-adding.
How to Make the Changes
- Check Period Time Settings:
- Navigate to Config > Curriculum > Configurations
- Modify settings for AM/PM durations, class time limits, etc.
- Follow the Guide
- Refer to the How to Create a Period Structure guide for detailed step-by-step instructions on setting up a new period structure.
IMPORTANT: It is strongly recommended that a Support call is raised before proceeding if you are still unsure about the process. When deciding between Editing or Creating a New Period Structure, carefully consider the impact on data continuity and scheduling. Always time changes with backups and ensure relevant updates are completed post-modification.