Using the End-of-Year Rollover Wizard

Use the Aspen End-of-Year Rollover wizard a sequence of dialog boxes which walk a user through a potentially complex task, such as the Build Study Locations wizard to perform the tasks associated with ending the school year and preparing for the next year for your district or organization an entity that contains one or more schools.

Before you use the End-of-Year wizard, depending on your district's or organization's processes, you might need to do the following:

• Create a school year for the next year.
• Create a user-defined date field in the Enrollment table. This step can capture the original date of an enrollment record.

Example: Before your district runs the End-of-Year Rollover, some students may have pre-enrolled for the next school year. These enrollment records have a status that denotes the student is pre-registered (for example, 'Prereg'), which should change to 'Active' for the new school year. The records are associated with the date they were created, or maybe the projected, but unofficial, first day of school.

During the rollover, the enrollment records for the pre-enrolled students can be updated to have the same 'Active' status and date as the other students. However, the user-defined date field on the Enrollment table captures the original pre-enrollment date of the enrollment record.

• Create a snapshot of repeating/retained students.
• Set End-of-Year Rollover membership preferences to determine information such as membership record dates created by the rollover.
• Update the Grade Levels reference table.

Warning: Run the End-of-Year Rollover before you commit the schedule. And complete your state reporting requirements for the current school year before running the End-of-Year Rollover to the next school year.

Important: Be sure you know how to avoid common mistakes when running the wizard. Remember that the wizard affects all schools, students and settings in your district. One user should run it, and coordinate the steps with each school in the district to make sure the necessary setup is in place before running any of the steps.

When you run the End-of-Year Rollover wizard, you do the following in sequential steps, outlined by the wizard. These steps must be done after state reporting is complete for the school year; otherwise, exports will include incorrect data.

1. Set the school year for next year.
2. Activate pre-registered students.
3. Transfer students to the value in their 'Next school' fields.
4. Withhold repeating students.
5. Archive non-active students, and withdraw selected students.
6. Update grade levels.

Warning: It is strongly recommended that you back up your Aspen database before running the End-of-Year wizard. Running the wizard with incorrect values can create inconsistencies in your student and enrollment data. Contact your Aspen system administrator for information.

To run the End-of-Year Rollover wizard from the District (root organization) view:

1. Log on to the District view.
2. Select District > Setup > Details > Options > End of Year Rollover. The End-of-Year Rollover wizard appears.

3. 

Note: You can cancel the wizard at any time. The wizard lets you execute only those steps that you select. However, the steps are designed to be run in order overall. Some steps later in the wizard will have different (and undesirable) results if an earlier step has not been run. For example, you can run steps 1-3, and later run them again for steps 4-7. But, if you do not run Step 2 before you run Step 5, the system archives pre-registered students, because you did not activate them in Step 2.