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End-of-Year Rollover

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The end-of-year (EOY) rollover is the process of transitioning the database from one school year to the next school year. Documents created after the EOY rollover will be associated with the next school year. You can schedule the EOY rollover to run automatically, or you can run it manually. You must be logged in as a system administrator to perform EOY rollover tasks.

If your system is integrated with eSchoolPlus SIS, turn off the eSchoolPlus SIS integration in Special Programs before performing the EOY rollover within eSchoolPlus. Turn on the integration after the rollover process in eSchoolPlus is complete.

Automatic EOY Rollover

Edit Scheduled EOY Rollover Date

  1. From the Administration menu, choose Configuration.
  2. On the Configuration page, click Settings, and choose the School Year Settings tab.
  3. Review the next scheduled EOY rollover date. The system background service will automatically run the EOY rollover on the morning of the scheduled date.
    • To edit the scheduled date, click the edit icon (pencil) in the Next Scheduled EOY Rollover Date field, enter a date, and click Set.

School Districts with No SIS Integration

The automatic EOY rollover does not automatically advance grade levels. You can manually advance the grade levels after the automatic EOY rollover has occurred.

  1. From the Administration menu, choose Configuration.
  2. On the Configuration page, click Settings, then click the School Year Settings tab.
  3. Click Perform End-of-year Rollover.
  4. Select Advance Student Grade Levels.
  5. Clear all other options.
  6. Click Proceed.

Manual EOY Rollover

You must perform the manual rollover before the automatic rollover date. If you manually perform the rollover, the system will not run the automatic EOY rollover.

  1. From the Administration menu, choose Configuration.
  2. On the Configuration page, click Settings and then click the School Year Settings tab.
  3. Click Perform End-of-year Rollover.
  4. Select the rollover options.
    1. Advance Student Grade Levels: advance students' grade levels.

      If your system is integrated with a student information system (SIS), PowerSchool recommends that you do not advance the grade levels. The SIS is the authoritative source for grade levels.

    2. Clear Class Student Rosters: clear all students from class rosters while leaving classes intact.

    3. Delete Class Profiles: remove all classes, including the students, from the class rosters.

    4. Shift (demo) assessment data forward by one year: advance your system default year.

  5. Click Proceed.
  6. Click OK to advance the history year.

Update Calendar for the New School Year

  1. From the Administration menu, choose Configuration.
  2. On the Configuration page, click Settings, and then click the Calendar Settings tab.
  3. Update the next school year's calendar with school closings, in-session days, service capture (Medicaid), etc.

Verify Marking Periods

The EOY rollover automatically advances the marking period start date by one year. Verify that the marking periods are correct for the calendar school year.

  1. From the Administration menu, choose Configuration.
  2. On the Configuration page, click Settings, and then click the School Year Settings tab.
  3. Click Edit Dates to update the next school year's marking periods.
  4. Click the edit icon (pencil) next to the Allowable Years for New Documents field and update the Earliest, Latest, and Default Year.

Update State Reporting Timelines and Dates

If your district generates state reports from Special Programs, you must maintain submission dates and the school year start and end dates. Your specific state model documentation contains instructions on changing submission and school year dates.

  1. From the Administration menu, choose Configuration, then Profile Types.
  2. Click the Globals icon. You can view state reporting submission dates and school year dates on the main Globals profile or flyout menus. Refer to your specific state model documentation for further instructions.
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