Moving Old Groups to Leavers

The instructions in this topic explain how to move old groups containing borrowers that have left to a "Leavers" group. This process will recycle both the modified groups and that groups Borrowers.

VERTICAL TUTOR GROUPS

When you have vertical tutor groups you will not be able to apply the steps in this topic due to the groups containing borrowers from multiple years. Instead or moving groups to the recycle bin, you will need to remove your leavers from the borrowers table.

The steps in this topic are split into two sections; modifying the groups and moving tutor groups.

Modifying Each Group

Before the groups can be "moved", it is important to mark all the groups that are to be moved first. The instructions below explain how to do this with one group then the same steps can be repeated for each group.

·Open the Tutor Groups database from the left menu in Management. Alternatively, click Database / Tutor Groups from the menu at the top.

·Click on the appropriate group to modify then click Edit from the menu on the right of the screen.

·The tutor groups record card will open displaying the information that is currently stored for that group.

·Click on the Move To tab. By default there will be a tick in the Ignore box.

·Click the radio button labelled Leavers.

·Click Save to retain the changes.

·Repeat this process for all groups that are to be removed to the recycle bin. If any groups are left set to Ignore then the Move Tutor Groups process will have no effect on them.

Moving Tutor Groups

Once each group has been set to move to leavers as described above, a process can be run that carries this move out. Remember that if any groups left set to Ignore then these groups will not be moved, in this topic, only groups that are leaving are being marked as leavers, all other groups are being Ignored.

·From the Tutor Groups table, check that all groups that are being moved to new group are configured correctly. In this example, the group labelled 11Z is being moved to Leavers and all others are being ignored. This can be verified by looking at the grid like in the example below:

Move to Mode	Indicates whether a group is to be moved. If this is empty or set to Ignore this means that the group is not being moved.
Move to Name	Shows the name of the group the currently group is being moved to.
Move to Year Group	Displays the year group to move the group into.

·Once confirmed, click Move Tutor Groups from the menu on the right.

·The following prompt will display. Click Yes only if you are sure, it is not possible to easily reverse these changes without restoring a backup.

·The groups will be moved to Leavers and into the recycle bin.

By default, when a borrower is marked as a "Leaver" the group they are assigned to is changed from GroupName, to "Leaver XXXX (Old Group GroupName)", where GroupName is the name of a borrowers tutor group and XXXX is the year that the borrower was recycled. For example, if a group that is recycled in 2013 is labelled "11H" then this group will be renamed to "Leaver 2013 (Old Group 11H)".

This process is reversed when a borrower is restored so Leaver 2013 (Old Group 11H) becomes 11H once more.

Once moved to Leavers a CSV file can then be imported containing the current borrowers. See the topic importing borrowers using a CSV for details.