Following are the steps for preparing a site for a new school year.
To order service for the next year, see this page
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.
In the case of schools using the extended care manager, it is imperative to not perform these steps prior to July 16.
Moreover, schools that use the additional Silent Dismissal features such as parent accounts on either the web or via the mobile app, or use Extended Care management should not use the alternate method as it imparts a significant burden on parents and dramatically impacts historic data.
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 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:
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.
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.
This is the method for maintaining as much data from year to year as is possible.
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.
NOTE: The following actions are permanent and cannot be undone.
These steps must be performed by a Local Admin account: