Webinar Training Series New Year Rollover. Agenda Introduction/Purpose Documentation Planning & Preparation Configuring Option Sets Processing New Year.

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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