This guide looks at some Frequently Asked Questions in relation to End of Year tasks for Clubs, Trips and Wraparound Care.
For further guidance on Clubs, Trips and Wraparound Care see here.
Q: Do I need to create a new running balance club for the new academic year ?
A: This is not essential, the club can be left without an end date and a new schedule created.
However, if terminating the club is preferable please use the links below for further guidance.
Note: please be aware all balances must be zero to terminate the club.
- For how to cancel sessions, process refunds and terminate a club see here
- For chasing debt to include viewing and transferring balances see here.
- For ‘writing off’ debt using the student List page see here
- For creating a new club see here.
Q. Can I transfer student balances from one Running Balance club to another?
A: Yes this can be done from Modules>MCAS>View Balances, for more information see here.
Q. How do I clear balances on running balance clubs for leavers ?
A: Dependant on the balance being a positive or negative please use the links below for further guidance.
- For how to Transfer a positive balance to a sibling see here
- For how to Refund a positive balance see here
- For how to Chase Debt, see here
- For how to Write Off Debt, see here.
Once the balances have been cleared the club can then be terminated, for guidance see here.
Q: I want to set up a trip that spans more than one academic year. For example, parents need to be able to book places and make payments during the current academic year, with the option to continue making payments into the following academic year until the trip is fully paid for.
A: Before creating the trip, ensure that the new academic year has been set up in the system. Term dates can be added later if required. For more information, please refer to the Bromcom Guidance on the End of Year Homepage
When setting up the trip, the Live on MCAS end date can be set to a date before the new academic year begins. This allows parents to sign up for the trip during the current academic year, while continuing to make payments into the following academic year. Once the Live on MCAS end date has passed, no new parents will be able to view or book the trip through the parent portal, although existing participants can continue making payments.
- For the Associated Group panel, select the year group that students belong to at the time the trip is created. For example, if the trip is being set up while students are in Year 8, select Year 8 as the associated group.
- If, after the start of the new academic year, you need to allow additional parents or new students to book onto the trip, simply remove Year 8 from the Associated Group and add Year 9 instead. This will make the trip visible to the relevant students and parents in the new academic year.