Overview

Historical Marking Periods are used to preserve academic information from previous academic years. However, there may be situations where a Historical Marking Period was created by mistake, duplicated during a data migration, or is no longer required.

openSIS allows administrators to delete Historical Marking Periods that are no longer needed.

Because historical records may be associated with transcripts, grades, GPA calculations, and other academic records, administrators should carefully review the impact before removing a Historical Marking Period.

When Should a Historical Marking Period Be Deleted?

Schools may consider deleting a Historical Marking Period when:

• A duplicate record exists.
• The marking period was created accidentally.
• Historical data was imported incorrectly.
• Test records were created during setup.
• Data migration resulted in unnecessary entries.
• Historical structures are being cleaned up and reorganized.

Deleting unused records helps maintain a clean and accurate academic history structure.

Before Deleting a Historical Marking Period

Before proceeding, review the following.

Is Academic Data Associated with the Period?

Historical Marking Periods may contain:

• Grades
• GPA records
• Transcript information
• Course completions
• Academic reports

Deleting a period that contains important historical information may affect future reporting and record retrieval.

Is the Period a Duplicate?

Many institutions discover duplicate historical records after importing data from another SIS.

Example:

Semester 1 2023-2024
Semester 1 2023-2024 (Copy)

In this situation, one of the entries may no longer be necessary.

Is the Data Needed for Transcripts?

Historical academic information is often used when generating transcripts and verifying graduation requirements.

Always confirm whether the marking period is still needed before deletion.

How to Delete a Historical Marking Period

Step 1: Navigate to Historical Marking Periods

Go to:

Settings → Grades → Historical Marking Periods

The page displays all configured Historical Marking Periods.

Step 2: Locate the Historical Marking Period

Find the marking period you want to remove.

Examples:

• Semester 1 2023-2024
• Quarter 1 2022-2023
• Test Historical Period

Review the record carefully before proceeding.

Step 3: Click Delete

Select the Delete icon next to the Historical Marking Period.

A confirmation prompt may appear.

Step 4: Review the Warning

Read the confirmation message carefully.

Verify that:

• The marking period is no longer needed.
• No required historical records depend on it.
• Transcript reporting will not be affected.

Step 5: Confirm Deletion

Click Confirm to permanently remove the Historical Marking Period.

The period is removed from the historical record structure.

Example Cleanup Scenario

A school migrates data from another Student Information System and imports:

Semester 1 2022-2023
Semester 1 2022-2023
Semester 2 2022-2023

After reviewing the records, administrators discover that one Semester 1 entry is a duplicate.

The duplicate Historical Marking Period can be safely removed.

Alternatives to Deletion

In some cases, deletion may not be the best solution.

Consider the following alternatives:

Edit the Historical Marking Period

If the issue is incorrect information, editing may be sufficient.

Examples:

• Incorrect title
• Incorrect dates
• Incorrect academic year

Retain the Record

If transcripts or academic reports may depend on the record, retaining it may be preferable.

Document Historical Changes

When major cleanup activities are performed, maintain internal documentation describing the changes.

Best Practices

Review Transcript Dependencies

Confirm that transcript generation does not rely on the marking period.

Verify Historical Data

Review associated records before deletion.

Remove Only Unnecessary Records

Delete duplicates, test records, and incorrect entries when appropriate.

Preserve Academic History

Avoid removing records that may be required for future reporting.

Document Major Cleanup Activities

Maintain a record of significant historical data management changes.

Common Questions

Can I delete a Historical Marking Period after it has been created?

Yes. Administrators can remove Historical Marking Periods when they are no longer needed.

Should I delete Historical Marking Periods used by transcripts?

In most cases, historical records associated with transcript reporting should be reviewed carefully before deletion.

Can I recreate a deleted Historical Marking Period?

Yes. A new Historical Marking Period can be created if necessary.

Is deleting better than editing?

If the record contains valid historical data but incorrect information, editing is usually the preferred option.

Common Mistakes to Avoid

• Deleting records that support transcript generation.
• Removing academic history without verification.
• Deleting historical periods during active audits.
• Failing to review associated grades and GPA records.
• Removing records without maintaining documentation.

Careful management of Historical Marking Periods helps preserve the integrity of academic records and long-term student history.