Lock an academic year
Seal a finished year so results, enrollments and fees can't be changed — and unlock it again if a correction is needed.
You're a campus admin. The year has ended, results are finalized, report cards have gone out — and you want to make sure nobody accidentally edits a grade or adds an enrollment to a closed year. Locking a year makes it read-only for everyone, everywhere, until it's unlocked again.
Before you start
You need permission to update the Academic Year for your campus — if you can't see the actions below, ask a school admin. And note the difference: locking controls whether a year can be edited; it's separate from which year is current. You can even lock the current year — for example to freeze everything during exam-board review.
Step 1: Open the Academic Years list
In the left sidebar, open Manage and click Academic Year, then switch to the Academic Years tab. Each year your campus has run appears as a card with its dates, plus badges like Current, Future, Past — and Locked where a lock is already in place.
Step 2: Open the year's menu
Move your mouse over the year's card and click the ⋯ button that appears. A small menu opens with View this year, Lock (or Unlock), and Delete.
Step 3: Click Lock
Click Lock. It takes effect immediately — you'll see an "Academic year locked" confirmation, and the card gains a Locked badge.
From this moment, everyone viewing that year works read-only: create and edit buttons disappear, score grids can't be typed into, and the year's banner pill shows · Locked.
Step 4: Unlock when a correction is needed
Grades sometimes need fixing after the fact. Open the same ⋯ menu and click Unlock — you'll see "Academic year unlocked", editing comes back for that year, and you can lock it again once the correction is made.
Deleting a year
The same menu has a Delete option, but it's protected: a year that still holds anything — enrollments, grades, terms, fees — refuses to go. You'll see "Cannot delete academic year" with a count of what's attached. Only a truly empty year (say, one created by mistake) can be removed; the confirmation reads "This removes the campus academic year only when nothing is attached."
What happens next
- Teachers and staff can still open and read everything in the locked year — reports, gradebooks, histories all keep working.
- Anyone viewing the locked year sees "Viewing [year] · Locked" in the pill at the top of the screen.
- Locking is per campus: your sister campus's copy of the same year is unaffected.