Summer Procedures Justin Scheitlin Daisey Fahringer

Agenda Session Agenda What does summer mean to me? How do I work with finalsite to complete the summer procedure? What does finalsite do for the summer procedure? What do I need to do? Support Ticket Information Frequently Asked Questions Questions

Take a deep breath - Relaxation Winding down from the school year Closing out grades and escorting off graduating students Building upon the foundation summers What are summers for?

Strengthening our skills to prepare for the upcoming school year Preparing for the new school year Getting ready for new students and new classes summers What are summers for?

FOUNDATION And the FOUNDATION of your site is… Graduating Students Moving students up a grade Adding a new alumni classes Archiving old academic classes Adding new faculty and staff Remove non-returning faculty members Changing faculty teaching assignments for academic classes Removing non-returning students and parents Adding new students and parents Adding new academic classes

Suggested Suggested Order

STUDENTS Questions We’ll Ask Do you want to move current graduating students into alumni? Do you want to keep new alumni contact information? Do you want to move all students up a grade? – Any students not moving will need to be manually moved back – Conditional upon grade being entered numerically Do you have any new students to upload? Do you have any non-returning students? Do you have any additional student information to update? Best Practices for You IMPORT IDs! IMPORT IDs, IMPORT IDs, IMPORT IDs! Please provide mapping for letter grades – PK to K and K to 1 Upload new students after moving students up a grade

PARENTS Questions We’ll Ask Do you want to delete any parents that no longer have students at the school? – Parents of non-returning students – Parents of current graduating class that have no other students at the school Do you have any new parents to upload? Do you have any additional parent information to update? Best Practices for You IMPORT IDs! IMPORT IDs, IMPORT IDs, IMPORT IDs! Delete parents that have no other children in the school Remove relationships between parents and alumni

CLASSES

What is an Integration? Some schools have integrated their Student Information Systems (SIS) with finalsite so they only have to manage the data in their SIS. Examples are: PCR, Senior Systems, Veracross. Questions We’ll Ask When is your end of year rollover planned in your SIS? - This helps us to coordinate the information in finalsite. Integration

F.Y.I. Integration F.Y.I. New Parents/Students may not be visible on the feed until the year-end rollover has occurred. This varies by SIS. finalsite does NOT purge constituents leaving the community, this will need to be done manually or a list of importids will need to be provided to finalsite to purge these constituents. Next year’s classes will appear on the feed immediately after the rollover has occurred in the SIS. This may look like classes have duplicated if 2009 classes are not yet archived. Roster will also appear on the feed immediately upon the rollover. Two options for not display the roster are. 1.Remove the “My Groups” portal element from the student/parent portals 2.Disable the Enrollment feed prior to rollover.

MEDIA Questions We’ll Ask Do you want to archive your group resources and media? – All classes or only specific classes? Following the archive, if these resources are not shared would you like them purged? Would you like to archive your media manager channels? Following the archive would you like the channels purged? Best Practices for You Media Review to determine what media can/should be removed from the site. Media is typically the biggest consumer of disk space so if you are looking to conserve, start here! What is Media Archiving? Archive means finalsite will provide a zip file containing all of the archived files as well as an excel file describing these files. This zip file can be made available to clients via download.

I need to do? What do I need to do?

Timing is Everything

SUPPORT TICKET Submitting an End of Year SUPPORT TICKET

Frequently Frequently Asked Questions Question 1.Can you give me a timeline for when finalsite archives the classes? 2.Is there a way for teachers to view archived classes? 3.Will they be able to share the following elements from archived classes: Bulletin Board, Classroom Calendar, Resources, and Media (if turned on). 4.Is there a way to “tag” or “label” classes for semester (Fall or Spring) and year? 5.Is there a way finalsite compresses the files in an archive? Answer business days after your request has been submitted 2. Yes, from the My Classroom folder on the faculty portal page. 3. Yes, this is done like they are sharing active information to classes. 4. Class names can be renamed with the appropriate information to separate them from current classes. 5. No, we do not currently compress files when archiving classes.

Frequently Frequently Asked Questions Question 6.Typically, how much memory will maintaining an archive of class materials take? Is this factored into our storage space or not? 7.What do other schools generally do? Do they archive all the classes? only a few? None? 8.What is the benefit to archiving the class vs. keeping resources and clearing the class roster? 9.Can I upload new classes now and my rosters later so my teachers can begin working on next year’s classes? Answer 6. Yes, this is factored into disk space usage. – Files will take up the same amount of space as they currently do. Additional files added in a new school year would be added on top of what is currently there. 7.It depends on what works best for your school but typically schools will archive all classes in order to have a snapshot of class data. 8. Accurate snapshot of class data as it existed during the previous school year. Students cannot access previous class information. 9. Yes, after classes have been archived as long as teachers have been assigned to your new classes.

teachers’ resources What about my teachers’ resources ? Once all Summer Procedures are completed, your teachers may want to be able to reuse resources from last year’s class. Share Resources from Archived Classes Check “Enable other classes to share this folder” from the Archived Class Resource element Choose which class(es) you wish to have this folder display Click Update Folder *We will provide a handout at the end of the session.

QUESTIONS