EOY Process

Last updated July 3, 2024 by MB

-1. Contact SchoolAdmin to update start dates AND FTEID in data export

0. SchoolAdmin export/import BEFORE! EOY (after, have to change enroll status manually)

1. Q4/S2/Y1 report cards should be finalized/archived

2. Middle school transcripts should be run/saved BEFORE THE DAY OF. Remember to do xferouts too...search for middle schoolers with an exit date after the first day of school and before July 1 of this year, e.g.:

/exitdate>8/30/2023;exitdate<7/1/2024;grade_level>5

3. Run and correct enrollments (System reports -> school/section enrollment audit) 

4. Request a datapump from support (nah we're just cowboys)

5. Set term between years to "Next school year":

Switch from the school to the District Office

Navigate to Start Page > District Management > District Setup -> Additional System Preferences.

Choose a default term level from the Default term level pop-up menu (currently, "Shortest possible.")

Choose a default term direction from the Default Term When Between School Years pop-up menu ("Next school year.")

The changes will take effect after one of the following: As part of the nightly process, OR after submitting the edit school screen.  PS > District Office > District > Schools/School Info > Select a School > Submit.  Note: This should be done with minimal users logged into PowerSchool. Please find that this is a mandatory step if changes are to be reflected immediately.

The between-year default will be inherited to the parent portal. 

6. Turn off parent portal (District Management > District Setup -> Additional System Preferences) with message "Hello, We are performing the End-Of-Year Process to promote students and prepare for the upcoming school year. You will be able to see your child's past report cards after this is complete. Thank you!"

7. Take screenshots of years & terms, grading setups, schedule deets (bell schedule etc.) for easier reference later

8. Export historical grades -- go to DDE, switch to StoredGrades table, search for DateStored > 1st day of school this year, export these fields:

[students]student_number

Course_Name

Course_Number

Grade

StoreCode

Absences

Behavior

Course_Equiv

Course_Name

Course_Number

Credit_Type

DateStored

ExcludeFromClassRank

ExcludeFromGPA

ExcludeFromHonorRoll

GPA_Points

Grade

GradeScale_Name

Grade_Level

Percent

SchoolID

SchoolName

SectionID

StoreCode

StudentID

Tardies

Teacher_Name

TermID

Then upload to archival Google account. (networkadmin)

9. Run System Reports -> ADA/ADM by Student for all students (xferouts too!) and upload to archival Google account

10. Transfer out any known leavers, using today's date (the day of EOY rollover process) so that they can be easily found/selected for a later step (oops I used day after last day of school in 20-21, oh well, "MB" is in the exit comments)

11. Run "EOY Grade and School Checker" (Reporting Engine report) for each school, correct anomalies. 

12. Make all 8th graders' Sched_NextYearGrade = 99

13. Create upcoming years in District office and Graduated students

14. Default Grade Level for FTEs

"Verify that each grade level has a default FTE for the upcoming school year. If a student transfers into a grade level that is not assigned a default FTE, the student will not be assigned an FTE for the upcoming school enrollment. To access the FTEs for the upcoming school year, select the upcoming school year from the Term menu then navigate to Start Page > School Management > Attendance -> Full-Time Equivalencies (FTE). Please refer to KB article 6491 for additional information."

DO IT:

Be in District mode. Go to District Management -> School Rollover -> End of year processing, perform validation dry run and fix any errors, then do it for realsies.

AFTER EOY: 

0. Re-enroll known returners

1. Make more terms

2. Copy master schedule and DON'T clear existing scheduling terms! Seemed to work in 2022...

3. Final grade setups:

    Q1, S1, Q3, S2 with same dates as Y&T (this is new for 24-25 b/c people keep putting them in Q2/Q4)

4. Assign EVERYONE an Access ID and Password -- select all, then select "Assign IDs and Passwords" from the functions popup and leave defaults as-is, it won't overwrite existing

5. Autofill calendar

LATER + troubleshooting:

1. Change default year between years: District -> General -> Miscellaneous (e.g. if parents need to see old RCs or something)

2. School setup -> Parent/Student Access: 

    leave default term blank

    set default matrix term to Full Year

    let it inherit district setting for term between years (next)

    re-enable access

3. Update homerooms

4. Delete dead sections

Expressions missing? Go to Terms -- Go to School setup -> Years and Terms -> Edit Terms for this new year -> Click on main full year -> type 2600 in box and submit. May throw a Milan sync error but it makes the expressions appear ANYWAY. WHAT THE F

No kids showing in sections? Run System -> Special Operations -> Reset Class Counts and verify that sections show > 0 students