This process will help you setup a new School Year so you can start the enrollment and scheduling process for the new School Year. You must complete this process to work in the new School Year, even if you do not use the scheduling features. Once you have completed these steps, you can continue to work in the current School Year AND the new School Year. Updating or changing information in the new School Year will NOT affect the current School Year.
Step 1 - Create the new School Year (Options Menu/LEA Setup/School Year Tab)
Add the new School Year manually.
Add the new Sessions manually (The process to copy Session information to the new School Year will convert Sessions by Session Description. Therefore, the Session Description should be identical to the previous School Year in order to successfully copy Session information to the new School Year.)
Add the Grading Periods to the Session manually (The process to copy Grading Period information to the new School Year will match up Grading Periods for each Session by Grading Period UID. Therefore, the Sessions should contain the same Grading Periods in order to successfully copy Grading Period information to the new School Year.)
Add new Periods manually (The process to copy Period information to the new School Year will match up Periods by Period Name. Therefore, the Period Name should be identical to the previous School Year in order to successfully copy Period information to the new School Year.)
Note: LEA Calendar Events will not be added until Step 9.
Step 2 - Copy Sites and Site information from the Current Year to the New School Year (Options Menu/New Year Roll Up/General Site Setup)
This process will copy Sites and other general Site information to the new School Year. The following is a list of items copied and specific information about the copy process for each item.
Sites - The selected Site(s) along with the Principal and Contact information will be copied to the new School Year. Note: The Graduation Date will default to the last date of the new School Year and must be updated manually in the new School Year.
Site Calendar Events - The Site Calendar Events do NOT copy to the new School Year. Note: If necessary, add any Site specific Site Calendar Events manually AND only after all other New Year Setup Process steps have been completed. Calendar Events must be added BEFORE Setup for Serving is completed in i-LR.
Site Sessions - The Site Sessions with a matching Session Description in the new School Year will be copied to the new School Year.
Site Periods - The Site Periods with a matching Period Name in the new School Year will be copied to the new School Year.
Site Lunch Times - The Site Lunch Times will be copied to the new School Year.
Site Grades - The Site Grades will be copied to the new School Year.
Site Attendance Codes - The Site Attendance Codes will be copied to the new School Year.
Site Instructors - The Site Instructors will be copied to the new School Year.
Staff Assignments - The Staff Assignments will be copied to the new School Year. Note: The Job Start Date and Job End Date will default to the new School Year Begin Date and End Date and must be updated manually in the new School Year.
Site Contacts - The Site Contacts will be copied to the new School Year.
Site Grade Settings and Site Grade Day Segments - The Site Grade Settings and Site Grade Day Segments will be copied to the new School Year. The Grade Day Segment Periods will be updated to the matching Period by Period Name in the new School Year.
Site Grade Lunch Room Site - The Site Grade Lunch Room Site will be copied to the new School Year.
Site Grading Evaluation Schedules - The Site Grading Evaluation Schedule and Details will be copied to the new School Year. The Session by Session Description and Grading Period by Grading Period UID must exist in the new School Year to successfully copy to the new School Year. Note: The Calculation Date will default to the Grading Period Session Begin Date of the new School Year and must be updated manually in the new School Year. The Begin and End Display Dates will be set to the Begin Date of the Session for the related Grading Period in the New Year.
Site Courses - The Site Courses will be copied to the new School Year. The values for Max Students, Number Of Periods, and Length from the Course Master will be used for the Site Course in the new School Year.
Step 3 - Copy Sections from the current Year to the new School Year (Options Menu/New Year Roll Up/Site Section Setup)
This process will copy Sections for the selected Site(s) to the new School Year. Note: If you are going to use the Automated Scheduling options to create a new master schedule for the new School Year, call a Customer Support Representative for further information before running this process for those Site(s).
The selected Site(s) Sections will be copied to the new School Year.
The process will attempt to set the Instructor, Sessions by Session Description, Periods by Period Name, and Grading Evaluation Schedule by Grading Evaluation Schedule Name if those items are found in the new School Year. If those items are not found in the new School Year, they will not be set for the Section in the new School Year.
If the Number Of Periods or Length of the Site Course in the new School Year does not match that of the Section being copied, the Section will not copy to the new School Year.
Step 4 - Perform Auto Scheduling Setup (Options Menu/New Year Rollup/Auto Scheduling Setup)
This process will copy the Auto Scheduling Settings to the new School Year automatically, for applicable Sites.
NOTE: If there is not an Auto Scheduling Setting listed in the Drop Down List Box, you do NOT need to perform the Copy Auto Scheduling Setting for the selected Site.
Step 5 - Perform Site Settings Roll Up (Options Menu/New Year Roll Up/Site Settings Setup)
This process will copy the Site Settings to the new School Year automatically. The following is a list of items copied and specific information about the copy process for each item.
The Attendance Letter Calculation Settings will be copied to the new School Year. The process will attempt to copy the Periods by Period Name and Attendance Codes by Attendance Code UID if those items are found in the new School Year. If those items are not found in the new School Year, they will not be added to the Attendance Letter Calculation Setting in the new School Year. Note: The Attendance Begin Date and Attendance End Date will default to the Begin Date and End Date of the new School Year and must be updated manually in the new School Year.
The Grade Calculation Settings will be copied to the new School Year. If the Grade Calculation Setting is based on Previous Grades, the process will attempt to copy the Previous Grades by Grading Evaluation Schedule Detail Description if those items are found in the new School Year. If those items are not found in the new School Year, they will not be added to the Grade Calculation Setting in the new School Year. Note: The Assignment Begin Date and Assignment End Date will default to the Grading Period Session Begin Date and Session End Date of the new School Year and must be updated manually in the new School Year.
The GPA Calculation Settings will be copied to the new School Year. If the GPA Calculation Setting Grade Selection is based on Grade Levels, the process will attempt to copy the Grades by Grade UID if those items are found in the new School Year. If those items are not found in the new School Year, they will not be added to the GPA Calculation Setting in the new School Year.
The Grade Card Report Options will be copied to the new School Year. The process will attempt to copy the Sections Allowed To Print Grade Card by Course UID/Section UID and GPA Calculation Settings by Name if those items are found in the new School Year. If those items are not found in the new School Year, they will not be added to the Grade Card Report Option in the new School Year.
The Transcript Report Options will be copied to the new School Year. The process will attempt to copy the GPA Calculation Settings by Name if those items are found in the new School Year. If those items are not found in the new School Year, they will not be added to the Transcript Report Option in the new School Year.
Note: If you have Settings for Google Classroom entered in the Site Advanced Setup/Google Classroom Tab, those settings will also be rolled up.
Note: Any changes made to the Site Settings (Attendance Letter Calculation Settings, Grade Calculation Settings, GPA Calculation Settings, Grade Card Report Options, Transcript Report Options) in the current year AFTER the New Year Rollup has been performed must be changed in the new year.
Step 6 - Perform Student Roll Up (Options Menu/New Roll Up/Student Roll Up)
This process will create a new Yearly Record and Enrollment record for the selected Student(s). You also have the option to copy specific Yearly Record information as well as Transportation and other Federal Program information.
Note: Before you begin this process, you must set the Next Site for each Site in the current School Year. (Options Menu/Site Setup/Sites Grid)
To exclude Students that currently are not enrolled, filter for Is Enrolled equals Checked.
To exclude seniors from the roll up process, do a custom filter for Grade does not equal 12.
If a Student is not currently enrolled in the End Grade of the Site, the Student will be enrolled into the same Site and the next Grade in the new School Year. If a Student is currently enrolled in the End Grade of the Site, the Student will be enrolled into the Next Site of the Site and the next Grade in the new School Year.
The Grading Scale, Advisor Contact, and Counselor Contact will be set to the default value of the Site and Grade enrolled in the new School Year. Note: These values must be changed manually if they are not the default values for the Site and Grade in the new School Year.
Step 7 - Perform Student Pay Status Roll Up (Options Menu/New Year Rollup/Pay Status Roll Up)
Note: Do not use this option if you are utilizing the Wen-GAGE i-Lunch Room System. If you are utilizing the Wen-GAGE i-Lunch Room System, use the Setup For Serving option in the Wen-GAGE i-LRAdmin application.
This will verify the selected Student(s) in the selected School Year have an Account and default Pay Status in the new School Year. If the Student has a Pay Status in the selected School Year, it will carry forward to the new School Year. If the Account already has a Pay Status for the new School Year, that Pay Status will not be changed.
Note: You should run this option AFTER the current School Year ends to ensure the most recent Pay Status will be moved forward to the new School Year.
Step 8 - Update Course Master Information (Options Menu/LEA Setup/Courses Tab)
If the Length, Max Students, or Number Of Periods for a Course will be treated differently in the new School Year, the Course Master should be updated to reflect how the Course will be treated in the new School Year for those fields only. The Length, Max Students, and Number Of Periods for existing Site Courses and Sections will not be updated when the Course Master is updated.
Note: Do not change other Course Master information as it will affect existing Site Courses and Sections.
Step 9 - Add Calendar Events (Options Menu/LEA Setup/School Year Tab)
Note: Calendar Events must be added BEFORE Setup for Serving is completed in i-LR. Calendar Events added at the LEA are effective for all Sites and only have to be entered or updated once to be effective for all Sites. If all sites in your school district have the same Calendar Events, enter them at the LEA so you do not have to maintain them for each Site.
Step 10 - Perform Roll Up User Sites (Account Management Application/Options Menu/Tools/Roll Up User Sites)
This process will copy the User Sites to the new School Year. This must be done so the User will have access to the Sites in the new School Year.
Note: If there are Users that will not have access to Sites in the new School Year that they had access to in the current School Year, you must remove those Sites from those Users in the new School Year manually.