New Year Rollover Setup
Overview:
The New Year Rollover process prepares the next year for student enrollment. It creates a basic calendar for the district and each school in the district for the new year, copies the configuration of most of the views to the new year, and enrolls returning students in the new year. The entire process is run from a single screen, the New Year Rollover Setup screen
“Rolling over” a student simply means that a new enrollment record is created for the student. Most of the Student screen is not specific to any school year. It is a permanent record of the student’s demographic information that can be seen from any year in which the student is enrolled. The enrollment record consists of the information on the Enrollment tab and the Other Info tab of the Student screen, and the Enrollment History tab lists all enrollment records for the student.
While all of the steps in the rollover process may be executed in one overall step if all of the schools in a district are setup in the same fashion, it is recommended that the process be broken down into four steps to ensure everything is setup in the new school year correctly.
1. Assign students to a school and grade level
2. Create district & school calendars
3. Copy or setup the configuration files
4. Move student records to the new year
The first three steps can be completed in any order, however, it is recommended to run the first step listed as soon as possible since some manual data entry may be needed after assigning students to a school and grade level.
Caution: The school and grade level assignments must be completed for ALL schools and students prior to moving students to the new year for any school.
Before step four has been run, student enrollment changes should only take place in the current year. AFTER step four has been run for a school, enrollment changes in the current year may also need to update the student’s enrollment in the new year.
While most of the rollover process is run through the New Year Rollover setup screen, there is some preparation that needs to be done throughout the system before starting the rollover.
NOTE:
Prior to launching the New Year Rollover screen, set the software to the appropriate school in the User Configuration screen. Display the User Configuration screen by clicking the mouse pointer over the exiting school name or focus year in the upper-right corner of the Title Bar.
The New Year Rollover screen consists of eight tabs:
Tabs
Execute