EOY Processes 1)Reviewing Scheduled jobs 2)Survey 5 data clean up 3)Survey 5 site 4)Setting the default school year 5)Processes/queries to run to prepare for the new year

Rollover Scheduled Jobs Review 1) Scheduled jobs a) Order of scheduled jobs running b) Dependencies for scheduled jobs c) Do’s and Don’t’s of enrollment with scheduled jobs

Order of Scheduled Jobs 1) Order of scheduled jobs a) Set next school b) Rollover

Dependencies for Scheduled Jobs 1) Dependencies for scheduled jobs a) Address Catalog is loaded and on b) Addresses are validated

Enrollment Do’s and Don’t’s of Scheduled Jobs 1) Do’s and Don’t’s of enrollment with scheduled jobs a) Enrolling students into the New Year ONLY is ok if scheduled jobs are run b) Transferring existing students in the new year will be overwritten with the nightly process

Survey 5 Data 1) DOE Verification Reports a) CTE Teacher and Student Course b) Student Transcript c) Fed State Comp d) Dropout Prevention e) Student End of Year f) Industry Certification 2) Accuracy Reports a) Survey Accuracy b) School Grade Accuracy (S5 specific)

Survey 5 Site 1) Create Survey 5 site a) Create Survey 5 site b) Will this include surveys 1 and 4 or will that be a different site?

Setting the Default School Year 1) Default School Year a) Reminder, 2014 means school year in Focus b) This is a district-wide setting and cannot be set by school

Processes and Queries to update data 1) Run BEFORE creating survey 5 site or ON survey 5 site as well a) Promotion Codes b) Withdrawal codes and dates 2) Run on production AFTER survey 5 site is created a) Update ESE FEFP b) Update Year Entered 9 th Grade c) Update PE Waiver

Queries to Update Promotion Code data Update Promotion Codes select distinct student_id, custom_11, (select end_date from student_enrollment se2 where syear = 2014 and end_date is not null and student_id not in (select student_id from student_enrollment where syear = 2014 and end_date is null ) and custom_9 is null and grade_id not in (select id from school_gradelevels where short_name in ('12', '30','31')) and se.student_id = se2.student_id order by end_date desc limit 1) from student_enrollment se where syear = 2014 and end_date is not null and student_id not in (select student_id from student_enrollment where syear = 2014 and end_date is null ) and custom_9 is null and grade_id not in (select id from school_gradelevels where short_name in ('12', '30','31')) update student_enrollment se set custom_11 = 'N' where syear = 2014 and end_date is not null and student_id not in (select student_id from student_enrollment where syear = 2014 and end_date is null ) and custom_9 is null and grade_id not in (select id from school_gradelevels where short_name in ('12', '30','31'));

Queries to Update Promotion Code data Update Promotion Codes select student_id, custom_11 from student_enrollment where syear=2014 and end_date is null and custom_9 is null and grade_id not in (select id from school_gradelevels where short_name in ('12', '30','31')); update student_enrollment set custom_11 = 'P' where syear=2014 and end_date is null and custom_9 is null and (custom_11 is null or custom_9 = 'N') and grade_id not in (select id from school_gradelevels where short_name in ('12', '30','31'));

Queries to Update Withdrawal Code data Update Withdrawal codes and dates - W01 select student_id, school_id from student_enrollment se where syear = 2014 and end_date is null and school_id = (select school_id from student_enrollment se2 where syear=2015 and se.student_id = se2.student_id and se2.custom_9 is null limit 1) and custom_9 is null; select school_id, max(school_date) from attendance_calendar where syear=2014 group by school_id; select id from student_enrollment_codes where syear=2014 and short_name = 'W01'; update student_enrollment set end_date = (select max(school_date) from attendance_calendar where syear=2014 and school_id = student_enrollment.school_id), drop_code = (select id from student_enrollment_codes where syear=2014 and short_name = 'W01') where syear = 2014 and end_date is null and school_id = (select school_id from student_enrollment se2 where syear=2015 and student_enrollment.student_id = se2.student_id and se2.custom_9 is null limit 1) and custom_9 is null;

Queries to Update Withdrawal Code data Update Withdrawal codes and dates - W02 select student_id, school_id, (select school_id from student_enrollment se2 where syear=2015 and se.student_id = se2.student_id and se2.custom_9 is null limit 1) as nextschool from student_enrollment se where syear = 2014 and end_date is null and school_id <> (select school_id from student_enrollment se2 where syear=2015 and se.student_id = se2.student_id and se2.custom_9 is null limit 1) and custom_9 is null; select school_id, max(school_date) from attendance_calendar where syear=2014 group by school_id; select id from student_enrollment_codes where syear=2014 and short_name = 'W02'; update student_enrollment set end_date = (select max(school_date) from attendance_calendar where syear=2014 and school_id = student_enrollment.school_id), drop_code = (select id from student_enrollment_codes where syear=2014 and short_name = 'W02') where syear = 2014 and end_date is null and school_id <> (select school_id from student_enrollment se2 where syear=2015 and student_enrollment.student_id = se2.student_id and se2.custom_9 is null limit 1) and custom_9 is null;

Queries to Update ESE FEFP Update ESE FEFP select se.student_id, s.custom_698 from students s, student_enrollment se where s.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name ='04') and s.custom_698 like '%111%'; select se.student_id, s.custom_698 from students s, student_enrollment se where s.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name ='09') and s.custom_698 like '%112%’; update students set custom_698 = '4-8 Basic ESE Services [112]' from student_enrollment se where students.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name ='04') and students.custom_698 like '%111%’; update students set custom_698 = '9-12 Basic ESE Services [113]' from student_enrollment se where students.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name ='09') and students.custom_698 like '%112%';

Queries to Update Year Entered 9 th Grade Update Year Entered 9 th Grade select se.student_id, s.custom_1429 from students s, student_enrollment se where s.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name = '09') and se.student_id not in (select student_id from student_enrollment se2 where se.syear<2015 and se.grade_id in (select id from school_gradelevels where short_name = '09')) and s.custom_1429 is null ; update students set custom_1429 = ' ' from student_enrollment se where students.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name = '09') and se.student_id not in (select student_id from student_enrollment se2 where se.syear<2015 and se.grade_id in (select id from school_gradelevels where short_name = '09')) and students.custom_1429 is null

Queries to Update PE Waiver Update PE Waiver select se.student_id, s.custom_942 from students s, student_enrollment se where s.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name in ('09','10','11','12')) and s.custom_942 in ('Yes, KG-8 with PE Waiver [Y]', 'No, KG-8 No PE Waiver [N]'); update students set custom_942 = 'Not Applicable [Z]' from student_enrollment se where students.student_id = se.student_id and se.syear=2015 and se.end_date is null and se.grade_id in (select id from school_gradelevels where short_name in ('09','10','11','12')) and students.custom_942 in ('Yes, KG-8 with PE Waiver [Y]', 'No, KG-8 No PE Waiver [N]');

EOY Process Coming this summer EOY Rollover available when changing the active year from current to the new year - some portions should be done after survey 5 site is created When changing the school year from the current to the new year Focus will provide options to update information that changes each year such as year entered ninth grade and FEFP numbers. When selecting the new school year have an screen open to provide options to update new grade 9 students with the year entered ninth grade change students going from grade 3 to 4 with FEFP of 111 to 112 change students going from grade 8 to 9 with FEFP of 112 to 113 When doing rollover there will be an option for EOY rollover. When this option is selected it would set the W01 w/d code for any student actively enrolled in the district where the new year enrollment is the same school and W02 w/d code for any student actively enrolled in the district where the new year enrollment is the same district but different school. For each of these students set the grade promotion status on the enrollment record to P if it is null; for all inactive students at this time set the grade promotion status to N