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
|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:
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.
- 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.
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|