đĽď¸ For practices in Charter School mode. This article is for school admins with the Caseload permission who roll students up to the next grade each school year.
This article explains how to move every student up one grade for a new school year with Advance Grades, what happens to each grade and to graduating students, and how to handle students who were held back.
In this article
1. The yearly reminder
Practice HQ reminds you when it's time to roll grades up for the new school year.
A card in the Practice HQ sidebar says Time to advance grade levels, with an Advance grades button.
It appears if grades have never been advanced, or if the last advance was about 11 months ago (330 days) or more.
It disappears once you advance grades.
Click the X to dismiss it. It comes back the next time you open or reload Practice HQ, until grades are advanced.
Only admins with the Caseload permission see it.
The reminder appears in the sidebar on a computer. On a phone, use Clients â Settings â Advance Grades.
2. Advancing grades
Advance Grades shows you a preview first, then asks you to confirm.
Click Settings at the top of the Clients tab, then Advance Grades. You can also click Advance grades on the sidebar reminder.
Review the preview in Advance grade levels. Each row shows a move, such as Grade 3 â Grade 4, with how many students it affects.
Check the Will be skipped list, if it appears, for students who won't move.
Leave Archive grade-12 students as graduated ticked to archive this year's graduates, or untick it to keep them active.
Click the advance button, for example Advance 120, archive 15.
Click Confirm advance.
When it's done, you see Grades advanced with how many students were updated, archived and skipped.
If nobody can be advanced, the preview says no students are eligible to advance right now.
Every grade change is recorded.
Clinicians can't run Advance Grades. It needs a Practice HQ admin with the Caseload permission.
â ď¸ Important: Run Advance Grades once per school year. Each run moves every student up another grade, and there's no undo button. If it runs twice by mistake, each student's grade has to be corrected one by one.
3. What happens to each grade
Every student moves up exactly one grade, including students who are already archived.
Current grade | After advancing |
TK | K |
K | 1st |
1st to 11th | The next grade up |
12th | Stays 12th. Archived as graduated if the archive box is ticked |
N/A or blank | Skipped, unchanged |
Students with no grade are listed under Missing grade. Students with a grade outside TK to 12, such as N/A, are listed under Unrecognized grade.
Archived students' grades move up too, but they stay archived.
đĄ Tip: Before you advance, ask clinicians to fill in any missing grades on the student's Client Info tab, so nobody is skipped.
4. Graduating students
Archive grade-12 students as graduated is ticked by default.
Active grade-12 students are archived, and the preview shows them as Grade 12 â Archive.
Archived graduates leave the active list and move to the archived view.
A graduate with upcoming sessions on the calendar, or with session notes that still need to be signed, isn't archived, even though the preview counts them under Grade 12 â Archive. The Grades advanced message counts them as skipped. A clinician can archive them from their chart once those sessions and notes are dealt with.
If a grade-12 student is still in an active clinical group, archiving graduates is blocked. Remove them from the group first, or untick the archive box.
If you untick the box, grade-12 students stay active and are listed under Grade 12 (graduating) in Will be skipped.
5. Held-back students and corrections
Advance Grades has no "held back" option. Every eligible student moves up, so held-back students need a correction.
Before advancing, a clinician can set a held-back student's grade one lower on their Client Info tab, so they land on the right grade.
After advancing, a clinician can set the student's grade back on their Client Info tab.
Grades can't be edited from Practice HQ.
Bringing back a grade-12 student who isn't graduating
Ask a clinician to open the student from the archived view of their client list.
Click Restore, then confirm.
The student returns to the active list, still in grade 12.
Archived students can't be restored from the Practice HQ Clients tab.
â Good to know: Restoring a student needs no invite, and the student isn't contacted. Students and guardians get no emails or texts from Oasys.
Frequently asked questions
When should I advance grades?
Once, at the start of each new school year. The sidebar reminder appears when it's due.
Can I undo Advance Grades?
There's no undo button. Clinicians correct individual grades on each student's Client Info tab, and restore any wrongly archived graduates.
Why were some students skipped?
Their grade is missing or not recognized (for example N/A), they're in grade 12 and you didn't archive graduates, they're a graduate with upcoming sessions or unsigned notes, or they were already archived in grade 12.
Can a clinician advance grades?
No. It needs a Practice HQ admin with the Caseload permission.
Do archived students' grades change?
Yes. Their grade moves up one, but they stay archived.