Session Split: How to Split a Large Session Roster into Smaller Ones

A session split simplifies registration and gives administrators greater control of rosters:

• Families register into a single program
• Administrators split a large session roster into smaller session rosters to assign instructors and track attendance, meeting instructor-to-student ratios or other requirements. 

How it Works

Session split typically takes place when registration ends or when most enrollments have already taken place. 

Session Split has two steps: specifying which new, small session each enrolled student belongs to in a spreadsheet and the 6crickets engineers completing the split. Districts can also choose to have instructors assigned along the way. 

💡 Important: 6crickets engineers need 3 business days to complete a Session Split. Factor this into the timeline.

❓What if my session has open-ended, year-long registration?

We’ll complete the session split. As new students enroll, they can be easily transferred to the small rosters.

Creating the Program and Session

One benefit of the Session Split is that it’s easy to set up. 

• Create a single program with a range of grade levels.
• Create a single session that will appear on multiple school portals or create a session for each location.

This setup makes it easy for parents to register for just a single program and a single session by reducing the number of program tiles and sessions to choose from on the school portal.

💡 Important: Custom questions and payment and payment plans will follow students to their new rosters/sessions.

Specifying Groups

The 6crickets staff will create a spreadsheet that will look like this, using the custom roster feature.  

A new Column I "New Session Name," highlighted in yellow, is the session name of the new session for the student.  The session name could be room number or instructor name, or a combination of both.

Account managers can complete the spreadsheet fulfilling district requirements, like grouping students by grades and student-teacher ratio (e.g., 10:1 for TK and Kindergarten; 20:1 for 1st–6th grade). 

District staff can also complete the spreadsheet to have full control.

💡 Remember: If the district groups students, plan for this in the timeline— 5 days for district staff to group students in the spreadsheet and 3 days for 6crickets engineers to complete the Session Split.

❓What if I want families to still register during the session split?

The program can “flip over” to a waitlist which leaves registration open but allows you to close the roster for the Session Split.

Bulk Instructor Assignment (optional)

If you'd like to have instructors bulk-assigned along the way, please make a copy of this spreadsheet and share with your account managers. 

Sharing Session Split Result

6crickets will share the results of the split and any errors or events that might have occurred. For example, a student enrolls after session split started or a student is grouped into more than one new session.

Sample Timeline: Winter Intersession

Program Details

• Start and End date: Dec 22 - Jan 3
• Registration Start and End Date: Nov 1 - Dec 8

Ideal Timeline

• Dec 8: Enrollment snapshot created and shared
• Dec 8-13: District groups students in spreadsheet and shares instructor information
• Dec 13: Completed spreadsheet shared with 6crickets engineers
• Dec 13-16: 6crickets engineers complete split and assign instructors
• Dec 22: Session starts—instructors take attendance