Create New Year Student Master
This program will "roll over" the current year Student Master (demographic only) student records to the upcoming school year. It will use the last day of school from the current year, as indicated in the Calendar Editor, to define active student records. Pre-K students who should roll forward to kindergarten should have an end date on their "P" code in special codes that is the last day of school from the current year plus one day.
Video
Create New Year Student Master video
Menu Location
On the left navigation panel, select Scheduling > Entry > Create New Year Student Master.
Setup Options
Current Student Master Year - Select the current school year. (ex. 1718).
New Student Master Year - Select the year in which to copy students. (ex. 1819).
District - Default value is based on the user's security settings. It will be limited to the user's district only.
School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be the user's school site code.
Student Grades to Roll - Select the student's grade levels to roll up to the next grade level.
- When the user chooses Pre-K (-1) to roll over to the next grade level, they will be asked which Pre-K Funding codes they wish to roll over to the next grades level. The check boxes will default to checking all codes.
- Uncheck any codes for when a PreK student does not need promote to Kindergarten such as a Pre-K Funding Special Code of P08 - Head Start (3 yr olds). By not selecting this code, the students will remain in Pre-K in the new school year.
- PreK students will automatically be given a special code of K0l on the rollover process when promoting to kindergarten.
- Ok - Click to save your selections.
Upgrade Grade (0-12) of students who passed - Check to advance student to next grade level for the upcoming year.
- If a student has a Special Code of TRA (Transitional) with no end date, it keeps them as a T9 in the new year.
- If a student has a Special Code of TRA (Transitional) with an end date and no SBLC code, it will move them to the 10th grade. TRA code will be removed 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 an SBLC code that will be added to this field, will be promoted to their next grade level whether their SBLC code in Student Master is a promotion code or a retention code.
- 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 uncheck as needed according to what is needed at your school, Homeroom teacher, lockers, etc.
Include Next School Students - Check if the Student Master Next School Loader is used to control movement of students from feeder schools. This will override any OOZ and DMS checkmarks. A list of students will appear, allowing you to choose yes to include them or no to exclude them.
Keep Retained Students in Current School - Check if you want the students who are retained to stay at their current school regardless of what the Next School Loader says.
Keep Highest Grade Passed - Check 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.)
- If your highest grade is 12 you will NEVER check this item.
Keep user changed students in the new year - Check to keep the changes to the student's demographic records in Student Master that have already been updated in the upcoming new year, even when the Undo process is executed and are re-rolled again. Once the rollover has been done without the check, you cannot go back and undo it and all changes to the new year demographics will be gone. This will also affect the student's grade level if it was changed in the upcoming year.
Roll students based on DMS
- If not checked, student(s) will be rolled up based on their present school.
- If checked, this will utilize the District Mapping System if the user`s district has purchased it and is enabled in their district. 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 two other programs and in this order:
- Next School - Enter a Next School on the "Sports" tab or in the Next School Loader, before rolling the students over. A school entered in the Next School field will override both OOZ and then, DMS, and roll the student up to the school specified in the Next School.
- Out of Zone - Enter an approved Request School on the "Out of Zone" tab in Student Master or the Out of Zone Loader before rolling the students over.
A student that was entered into the new school year through ORS will not be undone by either Next School, OOZ, or DMS, as long as Keep user changed students in the new year is checked.
The "Current Zone" and "Next Zone" are two items displayed on the "Demographics" tab in Student Master. This will help a user identify the current school and next school attendance zones a student belongs to based on the student`s physical address and the attendance zones drawn in the District Mapping System. Note that if there is a 999 in the "Next Zone", the student's address is not included in any of the attendances zones drawn in District Mapping System. Also, note that the "Current Zone" and "Next Zone" will not be changed by editing the "Next School" or the "Request 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.
Select students to roll or undo using the setup options - Click in the box to select the students to roll over or undo.
Select OOZ Code(s) - Click to select the students to roll or undo using the selected setup options, then click the roll or undo button to process the selected students.
Last Runs and Last Undos will be documented with the date, time and who did these as shown in the picture above.
To find definitions for standard setup values, follow this link: Standard Setup Options.
Note: The setup options selected by the user will be saved.
Bottom
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.
Roll Students - Click to roll up students to new year.
Help - Click this button to view written instructions and/or videos.
Undo - 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.)
This 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 or Parochial schools.
When the roll over is complete, it will display a list of student(s) who were not rolled over, and a description of why.
