Webinar Training Series New Year Rollover. Agenda Introduction/Purpose Documentation Planning &...
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Transcript of Webinar Training Series New Year Rollover. Agenda Introduction/Purpose Documentation Planning &...
Webinar Training Series
New Year Rollover
Agenda
Introduction/Purpose
Documentation
Planning & Preparation
Configuring Option Sets
Processing New Year Rollover
Tips
Questions
Introduction/PurposeMonthly3rd Friday10:00AM MST
FormatPresentationQuestions
• Private chat to host• Answered at end
Recording
TodayNew Year Rollover
Documentationftp://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_20100115-New Year Rollover.pps WTS-2_20100115-New Year Rollover.wmv WTS-2_20100115-New Year Rollover-QandA.wmv Today’s Presentation
The New Year Rollover provides the ability to:
Process configuration filesProcess configuration files
Create an attendance calendarCreate an attendance calendar
Assign next grade level and next school to Assign next grade level and next school to
students in the current yearstudents in the current year
Process student records from one school year to Process student records from one school year to
the nextthe next
Assign year end statusAssign year end status
What Will Happen
Be PreparedCalendar Dates
District and/or school changes
System Settings
Schedule NYR
Calendar Information
District Calendar start and end datesDistrict Calendar start and end dates
Research start and end dates for School Research start and end dates for School Terms, Tracks, and Grading periodsTerms, Tracks, and Grading periods
Identify receiver schools for all feeder schoolsIdentify receiver schools for all feeder schools
Research changes to school boundaries, Research changes to school boundaries, programs, grade levelsprograms, grade levels
Research changes to set up such as Research changes to set up such as attendance, grading, etc.attendance, grading, etc.
Determine whether or not you will be rolling Determine whether or not you will be rolling scheduling information, such as section, scheduling information, such as section, teams, etc.teams, etc.
District / School Considerations
Next Grade and Next School considerations
Check to be sure there are no invalid values Check to be sure there are no invalid values from the previous NYR from the previous NYR
Students going to a school or grade other than Students going to a school or grade other than the default setup, will need to have next grade the default setup, will need to have next grade and next school entered manuallyand next school entered manually
Retentions – if available can be enteredRetentions – if available can be entered
And more planning…
Field level dataDetermine what fields and what data to rollDetermine 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 yearDetermine setup to roll to the next yearDetermine setup to roll to the next year
• Refer to the Configuration tab in the New Year Rollover Setup
Yep…still more planning
District SetupOptions TabOptions Tab
• Organization Year Tree
System TabSystem 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 TabGrade Setup Tab
• Verify grade and next grade
Preparation
Preparation cont.Process Server Settings300 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 UsageThe Grid Code process is different from the Non-Grid Code process
Synergy SIS >> System >> Setup >> Address Grid Synergy SIS >> System >> Setup >> Address Grid Definition Definition
There are grid code options in the School of There are grid code options in the School of Residence Option in District Setup >> Address Residence Option in District Setup >> Address OptionsOptions
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 The processes may be run as many times as needed after the initial rollovertimes as needed after the initial rollover
Options Sets (continued)
Order to Process:
1.1. Configuration FilesConfiguration Files
2.2. Create CalendarCreate Calendar
3.3. Assign Next Grade and School Assign Next Grade and School
4.4. Process StudentsProcess Students
5.5. Year End Status/Expected Grad YearYear End Status/Expected Grad Year
Do not try to run combined process sets
Suggested Process SetsPossible 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 setClick 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 the Calendar Type “Regular”, fill in the Start Date and End Date
for next year for next year
The Enter Date for the Students may or may not be the same as The Enter Date for the Students may or may not be the same as the first date in the Default Calendar Datesthe first date in the Default Calendar Dates
The Enter Code will be whatever your state will want for the The Enter Code will be whatever your state will want for the students promoting or not promoting to a new schoolstudents promoting or not promoting to a new school
The dates and other information on each school’s line will remain The dates and other information on each school’s line will remain blank if you want to follow the Default settings on the Calendar blank if you want to follow the Default settings on the Calendar Types areaTypes area
(Optional) If a school will deviate from the default settings, you may (Optional) If a school will deviate from the default settings, you may fill in the different information on that schools line 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 Populate the School Override column with the appropriate “Receiver” School name. If staying at same school leave the “Receiver” School name. If staying at same school leave the column blankcolumn blank
Option Sets - Tabs (Continued)
Grade Levels TabSelect grade levels to process
Enrollment Properties TabKeep Existing, Clear, Set Value for Same and
Different school Student PropertiesConfiguration FilesDistrict and school setup
Student FilterHistoryDetailed information if Suppress Detail not
selected on Execute tab.
Configuration Option Sets
Execute tabSelect Process Configuration FilesSelect Process Configuration Files
Select Regular for Rollover TypeSelect Regular for Rollover Type
Schools tabSelect the Schools to be processedSelect the Schools to be processed
Grade Levels tabSelect the grades to be processedSelect 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 tabSelect Create Attendance Calendar
Schools tabSelect schools to be processedPopulate Default Calendar and Enrollment
Dates
After running Calendar Option setsChange your focus to the new yearCreate term definitionsComplete the District Calendar
Next Grade/School Option Sets
Execute tabCurrent 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 tabSelect the Schools to be processed
Next Grade/School Option Sets(Continued)
Grade Levels tabSelect 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 TypeNext 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 tabSelect the schools to process
Enrollment Properties tabEnrollment PropertiesEnrollment Properties
User-Defined Enrollment PropertiesUser-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 tabAssign Year End StatusAssign Expected Graduation Year
Schools tabSelect the Grades to be processedDo not select the highest grades
• 12th Grade or 12+ for K-12 Districts• 8th 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 12th 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 appliesNext 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 SessionFebruary 17, 2012
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