Running a quarterly belt test cycle

Most schools run formal belt tests on a regular cycle. The most common cadence is once a quarter (every 3 months), with the test on a Saturday. Here is a calendar-friendly playbook.

Month 1: identify who is testing

Two weeks into the new quarter, look at every student's progress:

• Have they completed the curriculum for their current rank?
• Do they have the minimum attendance count?
• Are they showing up consistently?

For each student who is on track, mark them as testing this cycle. This is just a planning label, not a promotion.

Month 2: invite them

About 3 to 4 weeks before the test, invite the candidates:

1. Schedule the test event in Rosterra at /rank-tests with the date and time.
2. Open the rank test and add the candidates you identified.
3. Each candidate's family gets an email with the date, time, and what they need to bring (typically a full uniform, water bottle, and a small testing fee).

The test fee is usually 30 to 75 dollars per candidate. The fee is paid online when the family confirms, or at the door on test day.

Month 2-3: pre-test prep

Run 2 to 3 extra classes focused on the testing material. Mark the candidates' attendance at these prep classes; it is good evidence they were ready.

About a week before, send a reminder text. The day before, send a reminder email with parking, what to bring, and what time to arrive.

Test day

Run the test from the rank test page:

1. Tap Start test.
2. The candidate list groups by target rank.
3. Walk through each candidate, marking their criteria (forms, kicks, sparring, breaking, attitude) as Pass, Partial, or Fail.
4. Mark overall outcome: Pass, Stripe Awarded, or Test Again.

Two to four candidates per minute is a comfortable pace.

After the test

Promotions auto-file for everyone who passed. The head instructor approves the batch (sometimes the same person running the test).

• Certificates are generated.
• Parents get push notifications and emails with the certificate.
• The new ranks are live in the system immediately.

A "Test Again" is not a failure. It just means the student needs another cycle. They keep their current rank and can test again next quarter.

Promotion ceremony

Many schools do a separate promotion ceremony a week after the test. This is a brief in-class event where you formally award the belt, present the certificate, and family gets photos.

The ceremony is optional but it is the moment families remember. It is worth the extra Tuesday evening.

What if the cycle gets messy

Common issues:

• Some candidates are not ready. Better to defer them than push through. A failed promotion is a confidence hit. Move them to next cycle.
• Family cannot make the test date. Schedule a make-up test 2 weeks later for stragglers. Same fee, same process.
• Instructor disagrees with a recommendation. Discuss before the family sees anything. The promotion request is internal until approved.