Differences

This shows you the differences between two versions of the page.

--- admin:yearly_conversion [2017/07/20 09:39] – [Preferred Method] gregor
+++ admin:yearly_conversion [2019/07/25 16:56] – [Alternate Method] lillie
@@ Line 13: / Line 13: @@
 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 and 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
   * Families will generally be assigned new pick up IDs (carpool numbers) unless the list is maintained by the school
@@ Line 59: / Line 59: @@
 ====== 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.