School grade promotions

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Every year churches need to do grade promotions for youth and children’s ministry. Because UCare is designed to be highly customizable grade information may have been added in a couple of places.

UCare is also used in many different states and countries, each having it's own unique grade promotion order. The grades listed in this article are not fixed, change them as required.

In the following profile two sections of the page have been highlighted with a green box, the More details section and the Groups section. These are the two options that churches use for saving grade information.

Churches often use groups to track grades, this lets them record attendance against that group and easily send bulk communications to a particular grade (or their parents).

Alternatively we’ve found that churches migrating from other systems are more comfortable to track grades using the more details section of a person’s profile. As such this article will look at how to do promotions for churches using groups and also those using more details.

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Grade promotions for groups

The first thing to do when doing a group based promotion is get a list of all the people that are a member of a Grade type of group. Here are example search group options that finds all people in a Grade type of group.

Note: Multi-site churches may need to add extra filters to filter people down to a specific campus, state or country.

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After the search group is saved select all the people by tapping the check box at the top of the list of people, then tap Actions > Move group members…

The final part is to enter each of the promotions. For example from Year 1 to Year 2, then tap the Add move button to add another promotion, for example from Year 2 to Year 3.

Once all the grade promotions have been entered correctly tap the Move button and each of the selected people will be moved from their current grade to their new grade.

Note: If for some reason a person is in two groups (for example Year 1 and Year 2) then once the move is complete they will then be in the Year 2 and Year 3 groups.

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Advanced

Sometimes a group has children of multiple ages and only older children should be promoted. For example a group with 2 and 3 year-olds called Explorers and only the 3 year-olds should be promoted. In this case create a search group with two filters.

  1. Find people who are members of the Explorers group.
  2. Find people who are 3 and older or find people born after a specific date.

After saving the search group select all the matching people and then use the Actions > Move group members… option to move just the selected children to the next group.

 

Grade promotions for more details

The first thing to do when doing a more detail based promotion is get a list of all the people with a Grade more detail. Here are example search group options that finds all the people with a Grade type of more detail.

Note: Multi-site churches may need to add extra filters to filter people down to a specific campus, state or country.

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After the search group is saved select all the people by tapping the check box at the top of the list of people, then tap Actions > Change a more detail….

The final part is to select the Rename details option and then enter each of the promotions. For example from Year 1 to Year 2, then tap the Add rename button to add another promotion, for example from Year 2 to Year 3.

Once all the grade promotions have been entered correctly tap the Rename Details button and each of the selected people will have their grade details renamed.

Note: If for some reason a person has two grade details, for example Year 1 and Year 2 then once the rename is complete they will then have Year 2 and Year 3.

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Advanced

Sometimes a grade detail has children of multiple ages and only older children should be promoted. For example you may have a grade detail for 2 and 3 year olds called Explorers and only the 3 year-olds should be promoted. In this case create a search group with two filters.

  1. Find people that have a “more detail” of type “Grade” where the Detail is Explorers.
  2. Find people who are 3 and older or find people born after a specific date.

After saving the search group select all the matching people and then use the Actions > Change a more detail… option to rename details for just the selected children.

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