Create New Year Student Master
This program will "roll over" the current year Student Master (demographic only) records to the upcoming school year. Some districts allow schools to do this procedure, while in others it is a function reserved for the District Coordinator. If unsure, contact your District Coordinator.
Video
Create New Year Student Master video
Menu Location
Select Scheduling. Under Entry, select Create New Year Student Master.
Setup Options
A set of options will appear on the screen.
- Current Student Master Year (ex. 1415).
- New Student Master Year (ex. 1516).
- The District should be default values based on the user's login.
- The School should be default values based on the user's login.
- Click Student Grades to Roll and select the grades to roll up.
- If grade -1 is selected, a codes list for PreK students to be rolled up will appear on the screen.
- Uncheck any code for which a PreK student will not promote to Kindergarten (ex. "SE2").
- Use the last fiscal day of the last school year as the As Of Date when you are rolling PreK students. EX: June 30, 2014
- PreK students will automatically be given a special code of K0l on the rollover process promoting to kindergarten.
- Click Ok.
- As of Date should be the current date if you want to show students that are active as of that date.
- Upgrade Grade (0-12) of students who passed - advance student to next grade level for the upcoming year
- If a student has a Special Code of TRA (Transitional), the student will remain in the same grade level in the new school year. Example T9 students. The TRA code will be clear for the student in the new school year.
- Promote to Next Grade Level For These SBLC Codes - Select student SBLC codes to promote, students who have a SBLC code in the box will be promoted to their next grade level whether their SBLC code is a promotion code or a retention code.
- Note: Students in the 9th Grade with a Special Code of TRA will be rolled up as follows: If they have an SBLC code of 9, they will be rolled to the 9th grade and if they have an SBLC code of 10, they will be rolled up to the 10th grade.
- Clear out - check or un-check as needed according to what is needed at your school, lockers, etc.
- Clear out SPEC codes - Check this box to clear Special Codes for the next school year. As an example, the CON and DNC codes could be cleared for the next school year.
- Click in the "When clearing SPEC codes-clear these SPEC codes" field to get a list of Special Codes. Select the Special Codes you want cleared for the next school year from this list .
- Include Next School Students - Select this item if the Student Master Next School Loader is used to control movement of students from feeder schools. A list of students will appear alowing you to choose yes to include them or no to exclude them.
- If this option is selected, the user must select Keep Retained Students in Current School if you want the students who are retained to stay at their current school regardless of what the Next School Loader says.
- The Keep Highest Grade Passed is selected ONLY if the school range for the next year is changing to include the next highest grade. (Example: Elementary school has been reconfigured from PreK - 5 to PreK - 6 for next year.)
- NOTE: if your highest grade is 12 you will NEVER check this item.
- Keep user changed students in the new year - Keep the changes to the student's records that have already been updated in the upcoming new year, even when the Undo process is executed and are re-rolled again. This will also affect the student's grade level if it was changed in the upcoming year.
- Roll students based on DMS: If DMS is enabled this option will be available to the user, If available and this option is checked, the students will be rolled up based on their DMS address. Otherwise, they will be rolled up based on their present school. NOTE: A school entered in the Next School field will override this and roll the student up to the school specified in Next School.
- Change entry code and date for the new year (optional) - Click to change the default entry code and entry date for the new year Student Master records OR leave this box unchecked to copy the existing entry information to the new year.
- If this is the second, or higher time, this program is being executed, click the Undo button to clear out previous enrollments. Doing this procedure will remove students who have dropped since the last time this program was executed.
- Student Grades to Roll and the UNDO process: Normally the user selects all grade levels when performing an UNDO. However, if performing an UNDO on just one or two grade levels, the Student Grades to Roll setting will need to be the grade level of the next year. (Example: For Student Grades To Roll, pick "7" to UNDO next year's 7th graders.)
- The Undo will not take out any manually entered students for next year, such as new students from out of state, PreK students, or students from Private - Parochial schools.
- Click Roll Students.
District Mapping System (DMS)
Create New Year Student Master will utilize the District Mapping System if the user`s district has purchased it. When both programs are used together, students will be rolled to the appropriate school in the new school year based on the student`s physical address and the attendance zones drawn in the District Mapping System. The DMS school attendance zones can be overridden by doing one of two things:
- Enter an approved "Request School" on the "Out of Zone" tab in Student Master before rolling the students over.
- Enter a "Next School" on the "Sports and Fees" tab or, if the new Fees Management System has been purchased, the "Sports" tab before rolling the students over.
The "Current Zone" and "Next Zone" are two new items displayed on the "Demographics" tab in Student Master to help a user identify the current school and next school attendance zones a student belongs to. These new fields will always be based on the student`s physical address and the attendance zones drawn in the District Mapping System and are not effected by the "Next School" or a "Request School" on the "Out of Zone" tab.
