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SRB SIS Knowledge Base

Demographic Rollover - SchoolLogic

Overview

Demographic Rollover is the year-end process which updates student’s Next Year Fields and Fees into the upcoming school year. For multi-school environments, this process must be completed at the District level.

The Demographic Rollover updates the following fields for each student:

  • Grade
  • Status
  • School
  • Track

Additional Fields will be updated through Demographic Rollover if populated in Demographic Next Year Fields within the SchoolLogic SIS:

  • Homeroom
  • Advisor
  • Counsellor

Ensure all end-of-year processes and reports have been completed prior to running the Demographic Rollover.  Also, ensure all Users have exited and remain exited from SchoolLogic for the entirety of this process.  

 

Before starting your Demographic Rollover, create a backup of your data

Demographic Rollover Settings

 

Defaults

Currently Enrolled:  Select the default status for students who are currently enrolled in your school and returning.

Student = currently enrolled in a school and the same school name is in their next year school field.

Transfer In Status: Select the default status for a student who is transferring in from within the District next year.

Student = currently enrolled in a school and a different school name within the District is in their next year school field.

Transfer Out Status: Select the default status for a student who is transferring out within the Division.

Student = currently enrolled in a school and a different school name within the District is in their next year school field

Not Enrolled: Select the default status for a student who is leaving the Division.

Student =currently enrolled and leaving your Division (i.e. Grade 12 graduates)

Clear Next Year Fields?

Yes = Student next-year information will be cleared. Experience shows this selection prevents some future issues 

No = Student Next Year information, as shown on the Demographic Next Year Fields, will be retained.

 

Look at Track for student status:  We recommend the "Entry" and "Withdrawal Date" be used to enter this data.

          Entry Date:   First day of Next Year's Track.

NOTE to Alberta users: This is especially important, because the registration status sent to PASI changes internally from registered to active on the first day of enrollment. 

NOTE to Pennsylvania users: PA State reports work like this: If the in-date of a student is before the Track start date, the PA report uses the Track Date. If a student moves into your school after the Track start date, the PA report uses the move date.

          Withdrawal Date:  Last day of current track

 

Optional Selections

SL Rollover Optional_Selections_including_Fees.PNG

Demographic Rollover Process

Note: If you have Students who are outside-enrolled at a building other than their Home School in your District/Division, you will head off future issues if you withdraw those students from their Outside building before you run this process.

When all fields show in the screen shots above are filled in:

Click > Submit

A prompt will display: Are you sure you wish to proceed with this update?

Click > Yes

A message box will display once the process has completed. 

 

You have now completed your Demographic Rollover.   

We recommend a thorough review of your data to ensure students are now in a current year environment with the correct track.   Once a confirmation of data has been completed, create another backup of your data.

 

Note:  Students' timetables will remain in the Next Year environment until a Scheduling Rollover is completed.  

A Scheduling Rollover is run individually for each school and is not done until the school has completed its scheduling for Next Year. 

 

IMPORTANT: Once a Scheduling Rollover is completed, Simulations or Board Builder will no longer be available for use.

Please refer to Scheduling Rollover for detailed instructions.

 

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


Revised: February, 2014 by Julie Clifford