At the end of each academic year, schools must complete the End of Year process for eSchoolData to close out the current year and prepare for the next. This article provides an overview of what tasks need to be completed at the end of the year.
Rollover Overview
Advancing the Academic Year (a.k.a. “rollover” or “bit flip”) refers to the process of closing out the current school year and recognizing the new academic year as the current one. Users will not be able to access the database when this process is running. Depending on the size of the district, this process could take more than an hour to complete, therefore it must be scheduled in advance.
Reach out to your support partner to schedule a rollover date, then work with district-stakeholders to ensure the tasks are completed before that date.
Once the rollover process is run, each student’s schedule school, grade level, location code, and next year locker assignment becomes their current record. The master schedule for the upcoming year becomes the current schedule, and the default school year dropdown reflects the new academic year. Annual database maintenance procedures are also run as part of this process to ensure optimal performance in the upcoming year.
Schools running a Summer School program can proceed with the “bit flip” process even if Summer School is still in session. To simplify the roll-over process, a separate process is in place to close out Summer School.
Prerequisites to Advancing the Academic School Year
The rollover cannot take place until the following are complete:
- School Setup has been run in all schools, with course catalogs copied forward. • All schools relying on the eSD Scheduling engine have completed and loaded next year’s schedule. (Once the academic year has been advanced, the Scheduling Engine (Section or Build and Section) cannot be run.
- All schools schools relying on the eSD Scheduling engine have completed and loaded next year’s schedule. (Once the academic year has advanced, the Scheduling Engine (Section or Build and Section) cannot be run.
- The Grade Advancement process has been completed, districtwide.
- All Students have been given final course grades for all relevant courses. (Courses without Final Course Grades do not carry over from the previous year and therefore do not display in the Previous Courses tab. These Previous Courses will need to be manually entered for relevant students.)
Readiness Checklist
To prepare for rollover, go to Reports > Enrollment > Administrative Reports, then select Rollover (Bit Flip) Checklist reports.
- RBF-01-Students Missing Final Course Grades - This report provides an aggregate of students who are missing final course grades. The report also renders the details by allowing the user to click to obtain the details.
- RBF-02-Students Missing Schedules for Next Year - This report provides an aggregate of students who are missing schedules for next year. The report also renders the details by allowing the user to click to obtain the details.
- RBF-03-Students not yet Retained or Grade Advanced in the Current Year - This report provides an aggregate of students who are not yet retained or grade advanced in the current year. The report also renders the details by allowing the user to click to obtain the details.
General Information
- Unused City and Street address records will be permanently deleted
- Students’ previous year roster codes will be cleared from
- Attendance Closeout Defaults will be moved forward
- Mandatory audit tables will be archived
- Discretionary audit records will be purged
- Pseudo deleted records will be permanently deleted