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Checklist and Guide to Student Year End Comprehensive Procedure Doc
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Line #Time frameSkyward Notes and Screen- shots (pg. #)State Specific Notes (pg. #)NEFEC notes (Pg.#, Step #)Entity #Task
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1March/ April * Look at "curriculum course directory" and "Administrative, Curricular and Service Assignments" files from DOE for any deletions, additions, and changes. (future scheduling)
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2* Pull Year End data mining and custom reports BIMONTHLY by entity to clean up data:
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3Data Mining: YE Advanced Students
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4Data Mining: YE CY-NY Status
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5Custom Report: End of Year Student Verification
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6May/ June* Pull Year End data mining and cutom reports WEEKLY to clean up data:
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7Data Mining: YE Advanced Students
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8Data Mining: YE CY-NY Status
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9Custom Report: End of Year Student Verification
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10* Run Pre-Year End Validation Wizard WEEKLY for each Entity
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11* Follow process to withdraw seniors from school after their last day of school (lines 36 - 47 below)
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12* Run a current Student Rank report. Use the information to update your internal student master list. What gpa type are you using for rank? Cummulative gpa? YTD is every class this year, Cummulative is every class in the class history that earned gpa
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***** Before the Day of Rollover *****
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Pre-Year EndPreparing Data for Year End
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13* Complete all data entry & corrections prior to year-end processing
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14* Consider disabling automated emails for events such as "anytime a new student enters" to avoid an overload of emails (can be completed at the district level)
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15* End/Update scheduled tasks that are year specific (such as Attendance, Entity Counts, etc.) Can be done after year-end
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16* Save report cards to the Portfolio Tab
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17* Switch any staff members that will not be returning to "inactive" for the new school year. (Recommended but not required)
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18* All students marked as retained correctly?
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1921 - 263 - 4Pg. 2, #1* Retention and Promotion Report
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20* Retain/Advance Students" (Student Profile>General>Profile>Grade Info)
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21Pg. 4, #2* Check and Update Students' Next Year School
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22Pg. 4, #3*Change students' Next Year Status for students who are not returning to the same entity
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23*Manually withdraw all students who are leaving the district/state with a W3A or W3B
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24* Are Summer School teachers using gradebook? If so, they will not be able to get into their gradebooks after year end has been processed.
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25214Pg. 4, #4* Mass Add Students to an Entity (for all entities with grades leaving ex: 8th grade to High School). Fix students who have previously been pushed but have since been retained.
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26Pg. 4, #5* W/D Pre-K manually or through year end process?
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27Pg. 4, #6* See Note for entering Pre-K or KG students
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28Pg. 4, #7* Clone Entity Year and Term Definitions (future sched)
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29Pg. 4, #8* Clone Calendar Information (future scheduling)
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30Pg. 4, #9* Clone Schedule Master Files (future scheduling)
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31Pg. 4, #10Run once for district* Clone School Codes (future scheduling)
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32Pg. 5, #11* Clone Attendance Period Time Codes/Bells (future scheduling)
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33Pg. 5, #12* Run the Year End/Start State Reporting Clone Utility (WS/SR/FL/PS/UT/YE)
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3427 - 31Pg. 5, #13* Mass Delete Student Categories/Codes by Entity or District (if used)
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35Pg. 5, #14* End Special Programs and Local Programs (including Alt assessment) ST\PS\UT\ME
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36Pg. 5, #15* Run a report of all active seniors and create a processing list (for future reference)
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375Pg. 5, #16* Optional - Grad snapshot utility (WS\ST\PS\UT\GS)
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38Pg. 5, #17* Enter additional FTE for early grads, AICE, IB, and/or AP (first wipe out values from last year, WS\SR\FL\PS\UT\FT)
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39Pg. 5, #18* Run the Mass Change utility to give senior wd records the gps code
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407Pg. 5, #19* Manually create w/d records for seniors not graduating w/standard diploma who are also not retained on the Entry/WD tab
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41Pg. 5, #20* Code Scholar and Merit Designations
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42Pg. 5, #21* Retained or Returning Seniors' (FAPE)
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43Pgs. 5,6, #22* Returning seniors course requests
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447Pg. 6, #23* Flag remaining active seniors as graduated and enter grad date, diploma code with utility or this can be done during the Year End Process (w/d date and diploma date should be the same)
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45Pg. 6, #24* Returning seniors moving to another entity?
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467Pg. 6, #25* Seniors that have not been manually withdrawn can be mass withdrawn with utility or this can be done during the Year End Process
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47Pg. 7, #27* Optional: Run the Mass Remove Vehicle Info utility
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48Pg. 7, #28* Verify that all Discipline Offenses have been entered for the year
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49Pg. 7, #29* Verify that all Attendance has been entered for the year
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507Pg. 7, #30* Verify that the Voc Ed/CTE department has updated students' class records.
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5132 - 33Pg. 7, #31* "Update Attendance Histy YTD Totals" (Office>Attendance>Set up>Utilities)
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527 - 8Pg. 7, #32* Complete any needed Data Cleanup (Data mining reports & Custom Reports)
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53Pg. 8, #33* Run the GPA calculation for all entities where students are enrolled
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54Pg. 8, #34* Print Report Cards and other grading reports as needed
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55Pg. 8, #35* Submit Bright Futures Data after grades have been finalized and diploma types have been designated
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56Pg. 8, #36* Notify users of when the the system will be locked for Year End
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57268Pg. 8, #37*Actual Schedule Run (set to "allow current year scheduling" if needed) WS\OF\FS\PS\CF\SE
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588Pg. 8, #38* Run Entity Count Recount utility & print/export report (to verify enrollment against YE reports)
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59* Run Custom Report: "End of Year Student Verification" again for cleanup/validation
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60* Enter final W/D codes on Summer School E/W records for students who transferred.
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61* Enter final retention/promotion decisions on summer school records for students who attended
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62* Clone Entity Configuration WS\FA\FM\PS\UT\EC (This may only be available BEFORE Year End Rollover)
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*Verify that next years' Special Ed programs are entered. If not, run the "Maintain Student Placements" utility (WS\SS\SE\PS\UT)
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Year End Processing Notes
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63* Print Entity Counts Report for each entity
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64Pg. 9, #2* Notify users of the date and time you intend to run the year end process
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65Pg. 9, #3* Process other EOY processes before or after Student Records Year End (Food Service and Fee Management) Special Ed is not usually done
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66*** Food Service Year End
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67*** Fee Management Year End
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6934Pg. 9, #4* Create backup of Database & refresh training with the most recent backup
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7037 - 38* View the District Login History if needed
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7135 - 36Pg. 9, #5* Lock the system (Product setup>System Admin>Utilities>Lock & Unlock system
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72* Process Migrant at same time as other entities?
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73* How are you going to do the Homeschool entity? Reverify that the students are still in homeschool? Or just roll them over?
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74* Summer school transportation?
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75Pg. 9, #6* Lock users out of Family Access & Student Access
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76Pg. 9, #7* Discuss the order to process entities…..lower before higher? higher before lower? (Elem Schools, Middle Schools, High Schools, TR00, etc.) The District Entity 000 must be completed last.
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*** Day of Rollover ***
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Year EndStudent Year End Wizard - Year End Validation
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7740 - 42Pg. 10* Run "Pre-Year End Validation" in the Year End Wizard for each Entity
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Student Year End Wizard - Next Year Table Creation
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7843 - 54Pg. 10* Run "Next Year Table Creation" in the Year End Wizard (if Future Scheduling was not done at entity)
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This only needs to be done one time (not at each entity)** Double check that School Codes were cloned **
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Student Year End Wizard - Student Year End Processes
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7911* State reports notes
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8011Pg. 11* Summer school notes
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81Pg. 11* McKay notes
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8255 - 7112Pgs. 12 - 13* Run "Student Year End Processes" for each entity except 000 (Can combine some entities depending on grade levels and year setup)
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Student Year End Wizard - Year Start Utilities
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8372 - 8513Pg. 13* Run "Year Start Utilities" for each entity