6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Rollover Presented by: C.J. Obartuck Software Trainer & Miranda Robinson Project Coordinator Presented by: C.J. Obartuck Software Trainer & Miranda Robinson Project Coordinator

Florida Reports Menu Agenda: Non-Student Rollover Setting New year Dates and Updates Copy School Student Rolling Retentions Student Rollover Set Next School Scheduled Job Rollover Scheduled Job

Non-Student Rollover

If greyed-out items are encountered during Rollover this indicates that the information has already been rolled into the next school year. Do NOT reroll any options connected to scheduling once new year requests or scheduling has started The number contained in parentheses next to the menu item indicates how many items were rolled into the next school year.

Setting New year Dates & Updates

For Periods and Grade Levels, no action is needed in the new year unless there have been changes to these items at the school or district level. Calendar Dates and Marking Periods need to be updated to reflect the new school year. Even if the dates for the New Year have not officially been approved, they should be approximated and can then be adjusted as needed. Please decide as a district where changes will be made when updating marking periods and calendars: Is there a district school where all setup is done? Is there a designated HS MS and Elementary school where changes are made?

Copy School

ONLY dates are copied and not the marking periods and calendars themselves. Because the Master Schedule was rolled and it has a link to the Calendar and Marking Periods for that specific school, copying another set will break the link within the Sections and create issues within the Master Schedule. Note: if HS, MS, and ES are setup separately, repeat the Copy School process for each school type.

Student Rolling Retentions

Next Grade at Current School will be assigned to all students remaining at their existing zoned school or are in the highest grade level offered at that school. This option is assigned for students that will receive a typical grade promotion at the end of the year without changing schools or if the student is changing from ES to MS or MS to HS. If there is more than one MS and the zoned school and address catalog are not being used the correct school must be selected on the student enrollment record. The same is true for MS to HS. Retain can also be used if a student has failed and will remain in the same grade level for the upcoming school year. Do Not Enroll After This School Year can be selected if the student is graduating or leaving the district at the end of the year. The majority of 12 th grade students will receive this option at the end of the school year.

Student Rolling Retentions The Next Grade Level pull-down should be set for students. For students who are being promoted, the next grade level can be set to Automatic and the students will progress through the grade levels established at the school. If that student is moving to a NEW school level (i.e. middle to high), then leaving Automatic as the setting will tell the system to look for the grade level assigned a Sort Order of 1 at the new school. If a student is transferring schools, then Next Grade Level must be set for the student.

Student Rolling Retentions Rolling Retentions can be set manually for each student Through Mass Assign Student Information through a Scheduled Job (only if the address catalog is being used) The district needs to make decisions on how the initial rolling retention will be set and how subsequent changes will be updated.

Student Rollover

Set Next School Scheduled Job If the Address Catalog is not used with zoned schools, then this option can not be used.

Set Next School Scheduled Job

Override Rollover Scheduled Job To override the Set Next School job a valid Next Year EduChoice code needs to be entered on the student’s current year Enrollment record. Please note that this process is optional and the fields only need to be specified if the Set Next School process is being used and should be ignored for a student. In order to complete this process, navigate to the Student Info screen for the desired student. Once inside of Student Info, select the Enrollment sub-menu. If the student is attending a school outside of their zone, a valid Next Year EduChoice code must be entered. Select the proper code for that student from the drop-down.

Override Rollover Scheduled Job

Schedule Rollover

If Rollover and Set Next School will be setup as Scheduled Jobs, the Set Next Schools needs to be scheduled to run BEFORE the Rollover Scheduled Job.

When to Stop Rollover Focus suggests turning off scheduled jobs related to Rollover when: the current school year ends enrollment will be done within Focus for the new year the active school year is changed to the new year

Key Points to Remember 1) A district should always roll for All Schools. Otherwise, the default System Preferences will not roll. It is OK to re-roll one school, later on. 2) Before rolling Students, Enrollment Codes MUST be rolled. Otherwise, a default Enrollment Code will not be an option. This is taken care of when all Non-Student data is rolled before rolling Students. 3) ALWAYS roll Sections. Even if some schools will start from scratch—they can make that choice in the builder. Every district who has not rolled sections has regretted it after it was too late. 4) Recommend that the initial Rollover roll ALL checkboxes except Students. Do not do a partial Non-Student Rollover.

EOY Process Coming in 7.1 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 another 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.

Questions? Miranda Robinson Project Coordinator Ph: (727) 388-xxxx fax: (727) C.J. Obartuck Software Trainer ph: (727) fax: (727)

Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference!