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admin:yearly_conversion [2017/03/08 20:56] – external edit 127.0.0.1admin:yearly_conversion [2026/07/08 14:17] (current) – [Preferred Method] lillie
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 ====== Preparing Site for New Year ====== ====== Preparing Site for New Year ======
 Following are the steps for preparing a site for a new school year. Following are the steps for preparing a site for a new school year.
 +===== Paying for Services =====
 +To order service for the next year, [[admin:purchase|see this page]]
 +
 ====== NOTICE ====== ====== NOTICE ======
 It is strongly recommended to __NOT perform these operations at the end of a school year__; it is advised to perform them at the end of summer just prior to starting a new year. It is strongly recommended to __NOT perform these operations at the end of a school year__; it is advised to perform them at the end of summer just prior to starting a new year.
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 There are two ways of performing the new year conversion.  There are two ways of performing the new year conversion. 
  
-**This is the preferred method.** The first method involves maintaining as much student information as possible by promoting students a grade level, removing the oldest students, adding new incoming students, and assigning students to classroom rosters. +**This is the preferred method:** The first method involves maintaining as much student information as possible by promoting students a grade level, removing the oldest students, adding new incoming students, and assigning students to classroom rosters. 
  
-**This method is not recommended** The alternate method is to treat each school year as a new customer load by removing all students and optionally removing all staff accounts. If your school allows parent access via the web or mobile phone app, removing an reloading students will remove all associations from parent accounts to students. Removing and reloading students each year will also cause the following:+**This method is not recommended:** The alternate method is to treat each school year as a new customer load by removing all students and optionally removing all staff accounts. If your school allows parent access via the web or mobile phone app, removing and reloading students will remove all associations from parent accounts to students. Removing and reloading students each year will also cause the following:
   * Individual student history from the prior year will be lost   * Individual student history from the prior year will be lost
   * Families will generally be assigned new pick up IDs (carpool numbers) unless the list is maintained by the school   * Families will generally be assigned new pick up IDs (carpool numbers) unless the list is maintained by the school
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 Additionally, if you elect to perform a complete data purge and reload the responsibility will be with the school to perform this action. New customer start up prices reflect the effort required to perform a system load whereas renewal customer pricing presumes that schools will only be making minor data adjustments to reflect year to year changes rather than a complete system load. Additionally, if you elect to perform a complete data purge and reload the responsibility will be with the school to perform this action. New customer start up prices reflect the effort required to perform a system load whereas renewal customer pricing presumes that schools will only be making minor data adjustments to reflect year to year changes rather than a complete system load.
 +
 +====== Identifying Available Pick ID Numbers ======
 +Pick Up ID numbers assigned to students must be a integer between 1 and 4,999, inclusive.
 +
 +In most instances it is beneficial to have students from the same family - that is, students who are picked up together - assigned to the same Pick Up ID number. To determine the currently assigned Pick Up ID number for a family, navigate to STUDENTS / LIST -> Select the first letter of the last name then look in the third column for the currently assigned Pick Up ID.
 +
 +When a new student who is not a member of a family with an existing student is added, it is necessary to obtain a Pick Up ID number that is not currently in use. The list of unused numbers available between the lowest assigned number and the highest assigned number may be found in bottom section of the Possible Errors report. Navigate to REPORTS / DATA REVIEW : POSSIBLE ERRORS then scroll to the last section of the report. Additionally, all in use Pick Up ID numbers may be viewed by looking at REPORTS / DATA REVIEW : NUMBER LINKS.
  
 ====== Preferred Method ====== ====== Preferred Method ======
 This is the method for maintaining as much data from year to year as is possible. This is the method for maintaining as much data from year to year as is possible.
   - **Tools / Set Grade Reference** - makes sure that the student grade level matches that of the teacher they are assigned   - **Tools / Set Grade Reference** - makes sure that the student grade level matches that of the teacher they are assigned
-  - **Tools / Delete Grade** - delete students in your oldest grade who have left the school. If any students did not get promoted, set their grade level back one grade before performing this step 
   - **Tools / Promote** - increases all of the student grades by one   - **Tools / Promote** - increases all of the student grades by one
 +  - **Tools / Delete Grade** - delete students in your oldest grade who have left the school. If any students did not get promoted, set their grade level back one grade before performing this step
   - **Tools / Unassign** - removes the classroom assignment from last year   - **Tools / Unassign** - removes the classroom assignment from last year
   - **Reports / Possible Error** - go to the end of the report to the section titled Gaps in Carpool Numbers to identify unused numbers that may be used for incoming students   - **Reports / Possible Error** - go to the end of the report to the section titled Gaps in Carpool Numbers to identify unused numbers that may be used for incoming students
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     - Have them return to them either indicating all assigned or which children are missing.     - Have them return to them either indicating all assigned or which children are missing.
   - **Students / New** - add the missing students, setting the grade, classroom, and carpool ID as appropriate   - **Students / New** - add the missing students, setting the grade, classroom, and carpool ID as appropriate
-  - - **Students / List / Unassigned** - review students who are not assigned to a classroom. Delete the unassigned students at **Tools / Delete Unassigned**+  - **Students / List / Unassigned** - review students who are not assigned to a classroom. Delete the unassigned students at **Tools / Delete Unassigned**
   - **Reports / Possible Errors** - review the information presented in the report to ensure that none of the possible errors are actual errors   - **Reports / Possible Errors** - review the information presented in the report to ensure that none of the possible errors are actual errors
   - **Tools / Print Tags** by Classroom - print the parent tags for the new year   - **Tools / Print Tags** by Classroom - print the parent tags for the new year
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 ====== Alternate Method ====== ====== Alternate Method ======
-This is the method in which all or most of the current data is removed. +Using this method, all or the majority of current data is deleted from your school's database. It should be reloaded in bulk, similar to the process of initial data load, mentioned in this page of the wiki. Please refer back to this page to assure your school's staff and student spreadsheet data is correct and will load properly. 
-  - Tools / Unassign - remove all student associations to the classrooms + 
-  - Tools / Delete Unassigned - removes all students from the database +**__NOTE__:** //The following actions are permanent and cannot be undone.// 
-  - Accounts / List - click the check mark at the top of the page to select all other accounts, scroll to the bottom of the page then click the //Deleted Selected// option to remove all staff accounts + 
-  - Reports / Parents Account List [optional] click the red X adjacent to each parent account to delete the account +These steps must be performed by a //Local Admin// account: 
-  - Follow the steps on the [[admin:checklist]] to [[admin:creating_accounts|create accounts]] and [[admin:load_data#student|load students]] ensuring that the [[admin:spreadsheet_file_format|spreadsheet file format]] is correct. +  - Select **TOOLS** / **UNASSIGN CLASSROOM**, then on the directed web page select All [# of students] from the drop-down menu labeled "Scope to Unassign" and enter the code word provided to authorize the mass unassign  
 +    * This action will remove all student classroom associations and will prompt all students in your database to become members of the "Unassigned" student group 
 +  - Select **TOOLS** / **DELETE UNASSIGNED**, review the information to assure 100% of student records will be deleted, and enter the code word to authorize the deletion of "Unassigned" students 
 +    * This action will remove all students belonging to the "Unassigned" student group 
 +  - Select **ACCOUNTS** / **LIST**, then click the check mark in the top left corner of the table, scroll to the bottom of the page and click "Delete Selected" 
 +    * This step will delete all of the selected staff accounts, excluding the local admin account you are currently logged into 
 +  - [//optional//] Select **REPORTS** / **PARENTS ACCOUNT LIST** then click the <color red>**X**</color> adjacent to each parent account to delete the account 
 +  - Collect relevant data for bulk loading of staff and student accounts. Review the steps on the [[admin:checklist]] to [[admin:creating_accounts|create accounts]] and [[admin:load_data#student|load students]] ensuring that the [[admin:spreadsheet_file_format|spreadsheet file format]] is correct. 
  
  
  
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