Each year, managers must complete several tasks to successfully close out the current year and prepare for the upcoming year. Use this document as a checklist to ensure that all of the necessary tasks have been completed. Depending on which modules are used at your school, some of these tasks may not be applicable.
Disable each piece of Connect Education Edge in use while performing end of year procedures in both Core and Education Edge.
Disable Senior Systems data syncing until the current school years in both systems are the same and there are future school years created to accommodate incoming students for the lowest grade
Platform managers can create or review the upcoming school year, and publish it to constituents.
This allows constituents to view athletic teams, academic courses etc. for the next year.
Schools can also unpublish previous years if constituents should not be able to access past information.
For the appropriate school levels, create terms for Academics, Activity, Advisory and/or Dorms.
Note: Term dates cannot overlap.
Enter the fall, winter and spring seasons and dates for Athletics.
Platform managers can designate the upcoming school year as the current year.
Note: This should be done after data rollovers are performed.
You'll need to create enough future school years to accommodate the inclusion of the new, incoming students for the lowest grade.
Schools can withdraw employees individually or in bulk to move them into the Past Teacher/Staff persona.
Platform managers can graduate students, as well as promote, withdraw, and repeat students.
Warning: Schools using the Senior Systems integration: This process must be completed in those databases before completing it in Blackbaud K-12.
If more than 20 constituents need to be added, data managers can upload them using the data refresh task.
Review and update manager role membership.
After the upcoming year has been set as the current year, reclassify incoming students as students.
The master rollover process allows managers to move information (such as athletic teams) from the current school year to the upcoming school year.
Warning: Do not use the rollover if you will be importing the information. Performing both will duplicate data.
Grade Books should be rolled over before Grading as you'll need grade book marking periods to be setup for the upcoming school year.
If necessary, data managers can import any of the following data that was not rolled over or entered manually:
For Academics, Activity, Advisory, Athletics and/or Dorms, managers can update group page settings and access.
Platform managers can determine which school years appear on the inquiry forms as "Entering Year" options.
Designate the upcoming admissions year as the current admissions year.
Admissions managers can enroll accepted candidates in the school and move them to the Incoming Student or Student persona.
Schools can also inactivate candidates who are not enrolling in the school and move them to the Past Candidate persona.
Schools using Connect Education Edge need to rollover data.
Note: Disable each piece of Connect Education Edge in use while performing end of year procedures in both Core and Education Edge.
Actions may be required for the following integrations:
AlertNow: Managers can set the emergency contacts for new students.
Connect 5: Managers can set the emergency contacts for new students.
Naviance: Update the grad years that have access to Naviance.
If you are running the Senior Systems integration:
Disable the data integration at the end of the school year.
Complete the end of year processes (e.g. promote and graduate students) in the external system before completing the processes in Blackbaud K-12.
When both systems are set to the same school year, re-enable the integration.