Webinar Training Series New Year Rollover

Agenda Introduction/Purpose Documentation Planning & Preparation Configuring Option Sets Processing New Year Rollover Tips Questions

Introduction/Purpose Monthly 3 rd Friday 10:00AM MST Format Presentation Questions Private chat to host Answered at end Recording Today New Year Rollover

Documentation ftp://ftp.edupoint.com/_Documentation/Synergy SIS/System/ New Year Rollover Administrator Guide.pdf New Year Rollover Guide.pdf NYR_SS_01_QRG_New_Year_Rollover_Summer_School.p df NYR_SS_Checklist.pdf ftp://ftp.edupoint.com/_Training/Users Conference/2011 Conference/New Year Rollover/ New Year Rollover PowerPoint.pps ftp://ftp.edupoint.com/_Training/Webinar Training Series/ WTS-2_ New Year Rollover.pps WTS-2_ New Year Rollover.wmv WTS-2_ New Year Rollover-QandA.wmv Today’s Presentation

The New Year Rollover provides the ability to: Process configuration files Process configuration files Create an attendance calendar Create an attendance calendar Assign next grade level and next school to students in the current year Assign next grade level and next school to students in the current year Process student records from one school year to the next Process student records from one school year to the next Assign year end status Assign year end status What Will Happen

Be Prepared Calendar Dates District and/or school changes System Settings Schedule NYR

Calendar Information District Calendar start and end dates Research start and end dates for School Terms, Tracks, and Grading periods

Identify receiver schools for all feeder schools Identify receiver schools for all feeder schools Research changes to school boundaries, programs, grade levels Research changes to school boundaries, programs, grade levels Research changes to set up such as attendance, grading, etc. Research changes to set up such as attendance, grading, etc. Determine whether or not you will be rolling scheduling information, such as section, teams, etc. Determine whether or not you will be rolling scheduling information, such as section, teams, etc. District / School Considerations

Next Grade and Next School considerations Check to be sure there are no invalid values from the previous NYR Check to be sure there are no invalid values from the previous NYR Students going to a school or grade other than the default setup, will need to have next grade and next school entered manually Students going to a school or grade other than the default setup, will need to have next grade and next school entered manually Retentions – if available can be entered Retentions – if available can be entered And more planning…

Field level data Determine what fields and what data to roll Determine what fields and what data to roll For example – Internet authorization, Instructional settings, Absence Reporting Policies, etc. Refer to the Enrollment Properties tab in New Year Rollover Setup Setup considerations for the next year Determine setup to roll to the next year Determine setup to roll to the next year Refer to the Configuration tab in the New Year Rollover Setup Yep…still more planning

District Setup Options Tab Options Tab Organization Year Tree System Tab System Tab Disable New Year Activation check box New Year Definition used when adding new students Uncheck Enable historical tracking of staff in sections Grade Setup Tab Grade Setup Tab Verify grade and next grade Preparation

Preparation cont. Process Server Settings 300 minutes run time or greater (max is 360 minutes) Option Sets Considerations for more efficient processing: Not more than 10 schools per set 5,000 – 7,000 students per set Plan to run during off hours Consider running in a test environment first

Grid Codes Usage The Grid Code process is different from the Non-Grid Code process Synergy SIS >> System >> Setup >> Address Grid Definition Synergy SIS >> System >> Setup >> Address Grid Definition There are grid code options in the School of Residence Option in District Setup >> Address Options There are grid code options in the School of Residence Option in District Setup >> Address Options

Option Sets New Year Rollover Setup notes If using existing change default dates on School tab Default Calendar and Default Enrollment Dates – all option sets The processes may be run as many times as needed after the initial rollover The processes may be run as many times as needed after the initial rollover

Options Sets (continued) Order to Process: 1.Configuration Files 2.Create Calendar 3.Assign Next Grade and School 4.Process Students 5.Year End Status/Expected Grad Year Do not try to run combined process sets

Suggested Process Sets Possible sets to create 01 Elementary Configuration 02 Middle School Configuration 03 High School Configuration 04 Elementary Calendar 05 Middle School Calendar 06 High School Calendar 07 Next Grade and School (Elementary – High Grade) 08 Next Grade and School (Elementary – Low Grade) 09 Next Grade and School (Middle School – High Grade) 10 Next Grade and School (Middle School – High Grade) 11 Next Grade and School (High School) 12 Process Students (Elementary) 13 Process Students (Middle School) 14 Process Students (High School) 15 Assign Year End Status

Preparing Option Sets Add, Edit, Duplicate an Option set The following tabs are available: Execute Schools Grade Levels Enrollment Properties Student Properties Configuration Files Student Filter History

Option Sets - Tabs Execute tab Click on the New Year Rollover checkbox that corresponds to the name of your set Click on the New Year Rollover checkbox that corresponds to the name of your set

Option Sets - Tabs (Continued) Schools tab

Option Sets (Continued) Schools tab continued For the Calendar Type “Regular”, fill in the Start Date and End Date for next year For the Calendar Type “Regular”, fill in the Start Date and End Date for next year The Enter Date for the Students may or may not be the same as the first date in the Default Calendar Dates The Enter Date for the Students may or may not be the same as the first date in the Default Calendar Dates The Enter Code will be whatever your state will want for the students promoting or not promoting to a new school The Enter Code will be whatever your state will want for the students promoting or not promoting to a new school The dates and other information on each school’s line will remain blank if you want to follow the Default settings on the Calendar Types area The dates and other information on each school’s line will remain blank if you want to follow the Default settings on the Calendar Types area (Optional) If a school will deviate from the default settings, you may fill in the different information on that schools line (Optional) If a school will deviate from the default settings, you may fill in the different information on that schools line Make sure that your schools are “Live in Genesis” Make sure that your schools are “Live in Genesis” Populate the School Override column with the appropriate “Receiver” School name. If staying at same school leave the column blank Populate the School Override column with the appropriate “Receiver” School name. If staying at same school leave the column blank

Option Sets - Tabs (Continued) Grade Levels Tab Select grade levels to process Enrollment Properties Tab Keep Existing, Clear, Set Value for Same and Different school Student Properties Configuration Files District and school setup Student Filter History Detailed information if Suppress Detail not selected on Execute tab.

Configuration Option Sets Execute tab Select Process Configuration Files Select Process Configuration Files Select Regular for Rollover Type Select Regular for Rollover Type Schools tab Select the Schools to be processed Select the Schools to be processed Grade Levels tab Select the grades to be processed Select the grades to be processed

Configuration Files Tab Notes District: Text Year Refers to Special text on reports School: School Year Crs Use only if you are using PXP “online” course requests School: Section Use only if you need current year master schedule copied over (Usually only for elementary schools as secondary schools will probably use Mass Scheduling to create a future master schedule) Student: Web Methods NYR Process UI Virginia Use Only

Calendar Option Sets Execute tab Select Create Attendance Calendar Schools tab Select schools to be processed Populate Default Calendar and Enrollment Dates After running Calendar Option sets Change your focus to the new year Create term definitions Complete the District Calendar

Next Grade/School Option Sets Execute tab Current Year Mass Assignment Assign students to next grade and school Non Grid Code Schools - Set the Next School Search Order to Same School, School Override Schools tab Select the Schools to be processed

Next Grade/School Option Sets (Continued) Grade Levels tab Select the grades to be processed Do not select grades 12 or 12+. (Students retained in these grades will need to be processed manually) This process looks at the grade level in the current year

Process Students Option Sets Execute tab Select Process Students Allow the Deletion of out of sync students in the New Year will replace the old data with the new data – only check this if you have previously run Process Students, and made a mistake in the retentions or exceptions recorded for a student Delete enrollments in the new year that are inactive in the current year – check if inactive students are in the new year after the initial process has been run Matriculation Option (California) allows for the mass assignment and processing of students in the same NYR setup run

Process Students Option Sets Student Filter Type Next Year Grade and School (Default setting) This will treat the schools listed in the Schools tab as a list of schools in the new year receiving new enrollments The Grades tab determines which grade levels at the receiving schools in the new year will be processed Current Year Grade and School The Grade Level and Schools tab will filter students to process by the current year school and current year grade The default enter code and enter date used will be the fields defined in the New Year School Setup view in the "Rollover Defaults" box

Process Students Option Sets Schools tab Select the schools to process Enrollment Properties tab Enrollment Properties Enrollment Properties User-Defined Enrollment Properties User-Defined Enrollment Properties Options: Options: Clear ValueClear Value Keep Existing ValueKeep Existing Value Set ValueSet Value For Same School or Different SchoolFor Same School or Different School

Year End Status/Graduation Year Execute tab Assign Year End Status Assign Expected Graduation Year Schools tab Select the Grades to be processed Do not select the highest grades 12 th Grade or 12+ for K-12 Districts 8 th Grade for K-8 Districts (These grades will be processed using the Update Year End Status view Grading >> Year End Status Update )

Use to insert a “G” for Graduated in the Year End Status area for 12 th Grade students.

After the Process sets have been created and Before you Execute the New Year Rollover: Back up the database, as some functions can not be reversed Before Executing Option Sets

Consider running in a test environment first It is best to run the first NYR during off hours Focus to the current year, at a school – not the District Configuration files first Calendars Next Grade / Next School Process Students Processing the NYR

History Tab >> Check the Process logs After Executing Option Sets

The “Year Type” setting controls the overall function of the chosen NYR set Setting Rollover Type to “Summer” will take the Summer School field settings for individual students and assign them to Summer School Year and Rollover Type

Grid Code Districts You will not need to run a process for the lower grades and then another process for the high grade on feeder schools. Unless your state requires a different enter code for a student going to a new school within the district The next school will be assigned automatically based on the grid code for the student’s address

Setup for Grid Code schools

Retentions Student View / Other Info Tab / Next Year group box (current year focus) Enter data in the following fields as applies Next Grade Level and/or Next School This process can be repeated numerous times and will change student next year, grade, and school

Example of Retained Student

Set Focus to New Year Calendar Setup Update the District Calendar and School Calendars with holidays and vacation days. Set up District Reporting Periods if needed Define Tracks if used School Setup Term definitions Select Tracks if used Confirm the student records for correct grade level, enter date, enter code, etc. Other areas that may need changing in the new year: District Course, Attendance, Grade Setup / Grade Periods, Bell Schedule Definition, etc. Last Steps and Reminders

If you have made mistakes with the “retentions” or “exceptions to the next school assignments”, you may run the Process students part of the process again with the “Allow the deletion of out of sync students in the new year” after you have changed a student’s next grade and next school information You may run the process as many times as you wish until the current school calendar has ended and change the Current Year in District Setup Last Steps and Reminders (Continued)

Questions?

Next Session February 17, 2012 Generating Course Requests