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SRB SIS Knowledge Base

Demographic Rollover -- SIRS

Overview

Start this procedure only after  you have read and completed the Year End Check List. All schools must complete the Demographic Rollover (at the District/Division level) to move their school into next year. Later, only individual schools which Schedule in SIRS4 must perform theScheduling Rollover. A Demographic Rollover should only be performed after all end-of-year functions, such as report cards, attendance statistics reports and Term End Updates have been performed. You will log in as a Board user and perform the Demographic Rollover for all of your Board's schools at once. Note: Make sure Track Names begin "NYR."  Otherwise, the Rollovers won't run properly.

Step by Step

1. Ensure that the Term End Update has been completed at schools which record grades. This process moves the grades into             History.  If a school does not enter Grades, it does not need to run a Term End Update.
Note: We highly recommend backups be performed on a regular basis throughout the year-end process. We advise you create more than one backup, with at least one of the backups being on a network drive. Please save these backups where they will not get deleted or overwritten. Do not rely on a tape backup.
2. When you are satisfied that you have proper backup(s), proceed!
Note: Once you run a Demographic Rollover, the only way to return to the current year is restoring your entire DB from backup.
3. Go here: Setup - Site.
4. For each of your schools in the list, the Low Grade field must be filled in with the lowest grade level the school offers and the High Grade             field with the highest grade level the school offers.
5. Go here: Setup - Lookup Tables and select the Grades table. Include a grade level in the Grades table earlier than the lowest offered             to accommodate students who are pre-registered for next year.
6. Ensure the Grades table is in order, with the lowest grade level on the top and the highest grade level on the bottom.
7. Verify the grade level codes. For most states and provinces, each grade level code should be a two-digit number to accommodate             government-reporting standards. For example: EC for Kindergarten, 01 for grade 1, 10 for grade 10, and so on. Note: Before proceeding to Step 8, you may want to learn whether any NYR fields are being audited and consider turning those audits off because there is anecdotal evidence suggesting auditing any of the Next Year fields may interfere with the software properly advancing those fields. Click Here to learn more.
8. Set up Next Year’s Grades, Tracks and Statuses for students, if this has not already been done. (Most clients would long since have done this.) This is done here: Setup menu - Next Year Tracks, Grades and Statuses. TIP: Learn more here. 
This form populates the Next Year information on the Student - Demographics form.
This step is very important and cannot be skipped.
9. After running this process, it may be necessary to change the next year information for selected students (e.g., students who will return             to the same grade level or students  you know are not coming back to your school next year). You can do this manually in
Student Demographics > Info 1 tab. .
10. Verify the next year information is correct here: Student Demographics > Info-1 tab. Ensure the NYR Grade, NYR Track, NYR             Status, and NYR School fields are completed.
11. Ensure all users are logged out of SIRS.
 
Before starting your Demographic Rollover, create a backup of your data

12. The Demographic Rollover can now be performed. It updates the Grade, Status, School, Homeroom, Track, Counselor, and Advisor fields for each student on the Demographics form.

13. Go here: Setup - Demographic Rollover into Next Year. This screen appears:

 

Demo Roll shot 1.JPG

 

14. Enter the default values to be used for students who do not already have their Next Year status field filled in.

• Active Status - The default in status for Next Year for a student who is returning to her present school (student is currently         enrolled in School A and School A is in their next year school field).

• Out Status - The default out status for this spring for a student leaving your Board, who will not be enrolled in the next school         year.

• Transfer In - The default in status for Next Year for a student who is transferring within your division (student is currently at         School A in your division and School B is in her Next Year School field).

• Transfer Status - The default out status for this spring for a student who is transferring within the division/district (the student is         currently in School A but is transferring to School B within your district/division – the name of School B is in her next year         school field).

• Leaving Status - The default status of a student who is leaving the division/district (student is currently in your division but is         transferring outside of your division/district - a school outside your division/district is in her Next Year School field).

 

15. Look at the track date for student status - if selected, the withdrawal date will be the last day of the current track and the entry date will be the first day of the student’s next year track. For example, if the current track ends June 30, 2015, then June 30, 2015 will be the withdrawal date. If the first day of the Next Year track is Aug. 31, 2015, then Aug. 31, 2015 will be the entry date used when performing the rollover. If this option is not selected, manually enter the withdrawal and entry dates to be used when performing the rollover, in which case those dates will override the track dates for students using the Withdrawal Date and Entry Date fields under the Or use the following dates: heading.

TIP: Many Schools choose June 30 as the Withdrawal Date and July 1 as the Entry Date. That way, students are always easily accessed in the Group Manager under Currently Enrolled. If there is a gap between Withdrawal Date and Entry Date (as in the above paragraph, where the gap is June 30 to August 31), during that gap students can only be accessed in All Students or Next Year Students.

TIP # 2: Setting your school year to begin July 1 does NOT mean attendance begins July 1. Attendance is controlled by your School Calendar.

16. Continuing down the left side of the Demographic Rollover Form: look at the second question from the bottom: If a Student is to be  enrolled Next Year, but the Next Year Track is not filled in,  do you want to:  By this point in the process, Next Year Track  SHOULD be filled in for all of your students. Nevertheless, you’ve got 2 choices: Blank out the Current Year Track or Retain the  Current Year Track. You have to decide which will be easier to search for later.
  • If you figure there will be very few of these students, blank them out. To assign a Next Year Track later, make a User Search group where you look for Track = Empty.
  • If you think there might be a lot of these students, keeping their Current Track might make some sense because you may be able to use Global Updates to edit them. You decide.
17. As for the other Choices, up on the right side of the Demographic Rollover Form:
Our Support Staff generally advocates:
-- Retain Balance of Meal Fees (why would you want NOT to?)
-- Retain Fee Balance by STUDENT FEE, NOT by: STUDENT. This choice allows you to know WHAT the Fee was charged for. If you pick “By Student” you just see a lump sum.
-- Retain Advisor/Retain Counsellor are up to you. If you engage these, you will probably use Global Update to edit students who are changing Schools this summer, unless those Support Staff work at more than one building. Retain Suspension Info, Bring Forward Notes and Retain General Notes are self-explanatory.
18. Click UPDATE.
19. A form will appear with the option to Print or Preview a Summary or Detailed Report. Click either Print (to go to paper) or Preview (to go to the screen) to get a report. Summary will show you Withdrawal and Enrollment totals by School. The Detailed report will show,  Student by Student, their new Next Year School, Next Year Status, old Status and their Grade movement. TIP: Previewing or  printing will only provide a printout of what will occur if you proceed with the Rollover. The UPDATE button must be clicked a  SECOND TIME to complete the Demographic Rollover.

 20. When you click Close to get out of the Report, you will be asked to create a backup before running the demographic rollovers. Click Yes to run the Demographic Rollover, then click Yes again. 

21. The Rollover will process and a message stating Board Rollover is Complete will display. TIP: For those of you reading the screen REAL Closely, you see it says BOARD ROLLOVER….You cannot automatically interpret that to mean you have rolled over your entire District or Board….if  you chose to Rollover only one building, it would still say the same thing. Again, we do advocate you roll  ALL SCHOOLS when you do the Demo Rollover.

22. When the display says Board Rollover is Complete, click OK to close the window. 

Clear Last Year or Scheduling Rollover?

  • If your School does not schedule students into Classes, you are done.

  • If your School DOES use Classes, but does not use the Scheduler Module, you must complete the next step to remove last year's Class information, such as enrollment, tracks, terms, report periods and timetables.

  • If your School does use the Scheduler module, skip this next step and continue to the Scheduling Rollover procedures.

Clear Last Year

1. Go here: Setup > Next Year > Clear Last Year Class & Enrollment Data. The form defaults to Clear Class Schedules. We advocate leaving that checked. Most clients also chose to remove Staff from Classes, so they check Clear the Class Resources. Keep in mind that the student's class/grade entries have already been stored in Grades History and this choice only affects current-year information in SIRS.

2. Click Update

Now that you've completed Demographic Rollover, create a backup of your data

 

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