In Step 1, you should have set the Graduation Year for each graduating student along with setting their progress to Graduated. In this step you will archive their documents and optionally add them to your Address Book.
A later task will remove students from classes to prepare for a new year. You may wish to save a copy of the master class roster prior to removing students from classes. Not every school will benefit from saving this data but it is a recommended task.
\nThe tasks in this step allow you to save student grades. This includes moving grades to transcripts, along with archiving individual assignment and posted grades for your records. If your school uses the classroom dropbox, you may choose to archive those files, as well.
It is highly recommend that you complete all tasks listed below. Grades will be cleared from the system in Step 3. This is the final opportunity to save grades to transcripts.
\nIn Step 3, Daily Attendance records will be cleared from your site. Before that happens we recommend you update attendance history and save an attendance file for each student.
\n\nComplete the tasks below to successfully process and save your attendance data. Keep in mind the More Info link in the lower left. It will provide details on each task.
\nProcessing Medical Logs will save a PDF record of all individual medical logs to Student Profile Documents. Skipping this task will result in the loss of the daily medical logs for each student. This task can be skipped if your school does not use the Nurse's Office.
\nIf your school uses Discipline Mgr, saving a copy of the discipline logs to each Student's Profile is a recommended task. Individual Discipline Logs will be cleared in Step 3.
\nService Mgr is used to track service hours for families and students. If you school does not use Service Mgr, these tasks can be safely skipped.
The following tasks will preserve student service hours within Sycamore.\n
The daily childcare sessions need to be cleared prior to starting a new school year. This task will remove those but will not affect any connected financial transactions.
\nIn step 2, you saved Attendance PDF files to Student Profile Documents, updated Attendance History and saved attendance details. It is now safe to clear attendance records from your site.
\nIn Step 2, you may have saved a master class roster. This task will now remove all students from classes. You'll be able to enroll students into their new classes once you have switched school years.
\nYour grades have been stored in Report Cards, Transcripts/Academic Records and saved files. Now it's time to clear out the Grade Book to prepare for the new year.
\nComplete each of the tasks below in order.
\nThis task will remove the daily lunch orders from the site. Accounting transactions will not be affected. This data may have been saved in Cafeteria reports generated in Step 1.
\nRemove the daily medical logs from your site using the report below. Step 2 safely stored these logs in Student Profile Documents.
\nDiscipline logs must be cleared from the current school year. In Step 2, you may have saved a master copy of the discipline logs as well as individual logs in Student Profile Documents. Now use the report below to clear those logs.
\nUse the reports below to clear the service logs from your site. This will not remove the files saved to Student Documents or the totals saved to Service History.
\nEvery task in this step is required. You will not be able to switch to the new school year until each task is successfully completed.
\nClick Continue to proceed to the first task.
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 49 r.sequence = 0 r.config_type = 2 r.name = '-DEFAULT' r.description = <<~STRThis is a very important step. The various tasks will save files to student documents or to a school accessible archive location. While none of the tasks are required, you will lose access to some data if they are not completed. As you proceed, you will find a More Info link in the lower left corner. Use it to gain a better understanding of each task.
\n\nSycamore Education recommends that you complete every task in this step. Click Continue to proceed to the first task.
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 50 r.sequence = 0 r.config_type = 0 r.name = 'PREPARE_CONFIRMATION' r.description = <<~STRBy continuing, you're signifying that you have worked through all attendance, report card and transcript issues. You've also generated and saved any needed cafeteria and childcare reports.
\n\nAre you ready to continue?
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 51 r.sequence = 0 r.config_type = 0 r.name = 'SAVING_CONFIRMATION' r.description = <<~STRBy clicking "Yes" you agree that you have saved, processed and exported any and all necessary data. You have verified all saved and exported data is securely stored and is accessible and final reports and report cards have been run.
Once you proceed past this step, you will no longer be able to generate additional report cards, run reports for cafeteria orders, view individual assignment grades and more. A charge may be incurred to restore data.
Are you ready to proceed?
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 52 r.sequence = 0 r.config_type = 0 r.name = 'WRAPUP_TEXT' r.description = <<~STRAt this point, you have the new school year created and families and students are in Admissions (or will be through online admissions). It's time to switch your site to the new year.
\nClick here to switch your site to the new school year.
\nBe sure to log out, close all Sycamore School windows and login again. Verify the new school year is listed in the top left of the main page before proceeding.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 54 r.sequence = 7 r.config_type = 4 r.name = 'Populating Classes' r.description = <<~STRUsing Admissions, you have the option of staging class enrollment prior to making it live within Classroom Mgr. If your school elected to use the Scheduler and/or Class Mgr in Admissions, you may continue to do so. For those schools who do not use Admissions or it's class management features, you may begin to add students to classes in Academic | Classroom Mgr.
\n STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 55 r.sequence = 6 r.config_type = 4 r.name = 'Enrolling Students' r.description = <<~STRIf your students are in Admissions, you may begin to enroll them. This is the process that makes them Current in the new school year. The exact timing of this process is unique to each school. If your school elected to not use Admissions, you may begin to make students Current from Back Office | Students.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 56 r.sequence = 3 r.config_type = 4 r.name = '2. Admissions' r.description = <<~STRYour students and families need to be in Admissions before continuing unless your parents register online within Sycamore School.\n\n
Refer to the More Info link below if you need further instruction.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR
STR r.save r = EndOfYearConfig.new r.id = 57 r.sequence = 2 r.config_type = 4 r.name = '1. New School Year' r.description = <<~STRLet's take a look at your school years in Sycamore School. If you don't already have the next year entered, now would be the time to do so.
\nClick here to see the school years that are setup in your site. Use the More Info link below to learn more about school years.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 58 r.sequence = 1 r.config_type = 4 r.name = 'New Year Setup' r.description = <<~STRCongratulations! You've successfully closed the school year. Now it's time to focus on the new year.
\nThe two most critical things to consider here are the school year and admissions. Proceed to 1. New School Year to learn more.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = 'panel-success' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 59 r.sequence = 0 r.config_type = 3 r.name = 'Graduates' r.description = <<~STRIn Step 2, Student Profile documents for your highest grade level students were archived. This task will remove the individual documents as they are no longer needed.
\nAs you begin the end of year process, please take the time to read each section carefully. We'll point out the best practices and link you to more details each step of the way. Our Overview sheet is a good guide to print out or keep open for reference as you work through each step.
\n STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 101 r.sequence = 0 r.config_type = 0 r.name = 'PREPARE_TEXT' r.description = <<~STR\n
As you begin the end of year process, please take the time to read each section carefully. We'll point out the best practices and link you to more details each step of the way. Our Overview sheet is a good guide to print out or keep open for reference as you work through each step. Should you have questions along the way, please refer to our Online Help or contact Support.
\nTo get started, read through each section below paying attention to the best practices and taking advantage of the More Info links. Note that the year end closeout must not be started until the last day of school is complete.
\n\nWe see that [% SCHOOL_YEAR_NAME %] Report Cards were last run on [% GRADECARD_LAST_DATE %]. Have all Report Cards been finalized? Have they been saved to each Student's Profile or made available outside of Sycamore School? You will not be able to generate report cards for the [% SCHOOL_YEAR_NAME %] after you have closed out the year.
\n\nBest Practice: Save student Report Cards to Student Profile Documents.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 103 r.sequence = 1 r.config_type = 1 r.name = 'Attendance' r.description = <<~STRIt is important that you verify attendance data before closing the school year. Check that attendance has been taken consistently and accurately for every student. There are a variety of reports that can be used to help verify attendance. You will be unable to correct attendance on report cards once the school year is closed.
\nBest Practice: Review the Attendance Summary - Homeroom report.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 106 r.sequence = 6 r.config_type = 1 r.name = 'Child Care' r.description = <<~STRIf parents at your school require Childcare statements for tax purposes, you might consider generating them now. During the closeout process you will have the ability to rollover and/or delete your childcare family balances. However, this is NOT considered best practice and once cleared you will no longer be able to generate Childcare statements for the [% SCHOOL_YEAR_NAME %] year.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = 'panel-success' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 107 r.sequence = 5 r.config_type = 1 r.name = 'Cafeteria' r.description = <<~STRIf your school uses Cafeteria Mgr you may find it beneficial to save copies of select Cafeteria reports. Financial data will remain available after year end closeout but order counts will be cleared.
\nBest Practice: Export the Lunch Price Plans - Students report.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 108 r.sequence = 4 r.config_type = 1 r.name = 'Transcripts' r.description = <<~STRDon't let the name fool you. Moving grades to Transcripts/Academic Records is a highly recommended choice for any school. This allows you to keep and report on historical grades from any grade level. Grades that are not moved to the Transcript will not be available once the school year is closed.
\n\nBest Practice: Move ALL grades to Transcripts using the Grade Processing Report in Grade Mgr Reports.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 109 r.sequence = 0 r.config_type = 0 r.name = 'SAVING_TEXT' r.description = <<~STRNow that your Report Cards have been finalized and saved, grades successfully moved to Transcripts and attendance has been verified, let's start the Closeout process. We recommend you begin this process at a time where you will not be interrupted. It is very important that you complete each task completely to ensure no data is lost.
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 110 r.sequence = 0 r.config_type = 0 r.name = 'Preparing for Closeout' r.description = <<~STRAs you begin the end of year process, please take the time to read each section carefully. We'll point out the best practices and link you to more details each step of the way. Should you have questions along the way, please refer to our Online Help or contact Support.
\nYour first step will be to verify certain pieces of data and save a report or two. To guide you, we've listed below the things most schools should consider. Please review each of the following sections carefully; consider the best practices laid out keeping in mind that not all information will be relevant to your school.
\n\nDon't miss a thing. Read each section carefully and follow the best practices.
STR r.help_url = '' r.col_width = 'col-mg-12' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 111 r.sequence = 0 r.config_type = 0 r.name = 'DELETING_TEXT' r.description = <<~STRNow that you've successfully processed and saved your [% SCHOOL_YEAR_NAME %] school year data, it's time to clean up your site. The tasks in this step will remove certain school year specific data to prepare your site for a new year.
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 112 r.sequence = 3 r.config_type = 1 r.name = 'Graduates' r.description = <<~STRIf you have not already done so, you will want to enter the Graduation Date for each of your graduates. You will also want to set their Graduation Status to Graduated. This allows their graduation date to be included on the transcript.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 113 r.sequence = 8 r.config_type = 2 r.name = 'Verify Data' r.description = <<~STRAt this point, all required data should be saved for the [% SCHOOL_YEAR_NAME %] school year. Before proceeding we highly recommend you verify the data.
The task below will open a new window where you will find several files. We recommend you compare the file list against this document and download each file to verify it's data.
\nIn addition to the files listed, spot check the Student Profile Documents checking the files against the document listed above.
The following checklist must be complete before proceeding. If any item is unchecked, revisit the associated task to clear the records. If some records remain after successfully completing the task, contact Support.
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 117 r.sequence = 0 r.config_type = 0 r.name = 'DELETING_CONFIRMATION' r.description = <<~STRAre all items on the Year End Checklist checked off? If you're uncertain, click No.
If all items are checked, you've successfully closed the school year. It's now time to begin setting up the new year.
Are you ready to proceed?
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 118 r.sequence = 5 r.config_type = 4 r.name = 'Beginning a New Year' r.description = <<~STRThe following information is meant to be a general outline of the next steps to take. Each school may have their own methods of enrolling students, setting up classes and adding students to those classes.
\nYou may find the following information helpful if this is your first new year setup. Otherwise, it may simply serve as a reminder for things to do
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = 'panel-success' r.panel_footer = '' r.save r = EndOfYearConfig.new r.id = 119 r.sequence = 8 r.config_type = 4 r.name = 'Primary and Homeroom Teachers' r.description = <<~STRThere are two reports that we recommend you run once all students have been placed into the Homeroom class in Classroom Mgr. These reports will update each student's homeroom teacher and each teacher's class list.
STR r.help_url = '' r.col_width = 'col-md-6' r.panel_style = '' r.panel_footer = <<~STR STR r.save r = EndOfYearConfig.new r.id = 120 r.sequence = 9 r.config_type = 4 r.name = 'Other Things to Consider' r.description = <<~STRThere are a few other things your school might consider.
That's it? You've completed all the necessary steps for your school?
Clicking Yes will close this window. You may return here at anytime during the new school year to review the information. We would like to direct you to our Online Help for any further assistance you may need.
Are you finished?
STR r.help_url = '' r.col_width = '' r.panel_style = '' r.panel_footer = '' r.save