Genesis Administration: Summer Rollover

Transcription

1 Genesis Educational Software, Inc. Genesis Administration: Summer Rollover User Guide Genesis Educational Services, Inc Spring 2008 July 8, 2008 DRAFT Page 1 of 41

2 Genesis Summer Rollover Guide 2008 Converting from to Table of Contents 1 Summer Rollover Introduction p. 3 2 Rollover Guide Screen p. 5 3 Summer Rollover Process Overview p. 7 4 Verify Next School/Next Grade Assignments p. 12 4a Next Year Assignments for Individual Students p. 4b Mass Assign Next School, Next Grade p. 4c Enable/Disable Mass Assignments p. 4d Setup the Grade Progression Table p. 5 Set School Start and End Dates p Copy Data to the New Year p Promote and Transfer Students p Advance the School Year p After Summer Rollover: Preparing for School Open p. 43 This is a draft manual. July 8, 2008 DRAFT Page 2 of 41

3 I. SUMMER ROLLOVER INTRODUCTION Summer Rollover is the process of changing over from the old school year (e.g ) to the new school year (e.g ). Summer Rollover changes the Genesis Student Information System settings for the following: Current School Year Last School Year Next School Year Historic School Years (two years ago and earlier) Prior to Summer Rollover the old school year appears automatically in the School Year drop down in the Genesis screen header. After Summer Rollover the new school year appears automatically, as shown in the screen shot below: Summer Rollover updates this School Year field to show the upcoming, new school year. Figure 1 - The Admin Summer Rollover Rollover Guide screen illustrating the School Year drop down field NOTE: After Summer Rollover, you can, if you have the proper permissions set, always use the School Year drop down to return to the previous year s data. Of course, Summer Rollover is much more complicated then just displaying the current school year on the screen. The process of Summer Rollover is designed to ensure that all students are placed in their correct next school in their correct next grade and that all necessary data is copied into the new year. The following are all part of the Summer Rollover process: Ensure that all students in the entire district have Next School and Next Grade assignments prior to promote & transfer so that all students end up in their correct new year locations. Copy all necessary data into the new school year. Make sure all schools have at a minimum school start and end dates for the new school year. Finally, promote and transfer all students into their new year schools and new year grades and convert the system to the new year. This document will help walk you through the Summer Rollover process. It is designed to aid you in each phase of preparing for the Promote & Transfer process. The key screen is the Rollover Guide screen which lets you know which of the phases of the process you have already completed. July 8, 2008 DRAFT Page 3 of 41

4 When Can Rollover Occur? Rollover cannot occur until all students have Next School and Next Grade assignments. The system will not allow you to proceed and roll from the old school year to the new school year until every student has a Next School and Next Grade assigned. There is, otherwise, no set date for Summer Rollover. Caveats Summer Rollover affects the entire school district at once. Individual schools cannot be rolled over: the entire district is converted to the upcoming School Year. In general, Summer Rollover should not be done until after all Report Card Grading is complete and, if you are using Genesis for Summer School, after Summer School has ended and students have been re assigned to their regular year schools. In particular, if you reprint Report Cards after students complete Summer School, rollover should not be done until after those Report Card reprints are finished. It is possible to go back to prior years to print Report Cards, but it is easier to finish grading prior to doing the rollover. You may, as well, wish to finish Mass Scheduling for the new school year prior to actually doing the rollover. Steps in Summer Rollover Summer Rollover consists of five steps: 1. Verify that all students have Next School/Next Grade assignments that is, ensure that all students will be properly handled during the Promote & Transfer phase of rollover. 2. Verify that all schools are have School Start and School End dates for the next school year. 3. Copy all data from the current school year (e.g ) to the next school year ( ). 4. Promote and Transfer all students to the schools and grades. 5. Advance the default school year to Advancing of the school year can only be performed after all prior steps are complete. July 8, 2008 DRAFT Page 4 of 41

5 II. Rollover Guide Screen Admin Summer Rollover Rollover Guide When the process is complete, the screen will look exactly as it does at the beginning but the School Year will have been updated. Figure 2 - The Administration Summer Rollover Rollover Guide screen before any pre-rollover tasks have been completed The Summer Rollover Guide Screen and the Summer Rollover Process This screen guides you through the process of setting up and completing Summer Rollover. When you are done with Summer Rollover, this screen should appear almost exactly as it does now ready to begin the process. The only difference at the end is that the School Year will have been updated. Each of the other Summer Rollover tabs, Verify Assignments, Schools and Districts, Copy Data and Promote & Transfer, correspond to one of the entries on this guide screen. As each is completed, it is crossed out and the date it was completed and the id of which Genesis user completed it are recorded in this table. Checking Off Rollover Tasks As each Rollover Task is completed, the Completed by and On Date fields are filled in and the task is crossed off. The Reset Task icons allow you to restart each task and clear the corresponding Completed by and On Date fields, as well as to remove the crossed out marking. July 8, 2008 DRAFT Page 5 of 41

6 Administration Summer Rollover Rollover Guide Figure 3 The Administration Summer Rollover Rollover Guide screen showing all Rollover activities except the final Promote & Transfer have been completed Rollover Readiness Status The screen shows at a glance what tasks remain to be completed. In the above example, two tasks have been completed and two remain. ERROR UP FRONT If the student table for the school year already exists, you will see an error as soon as you enter this screen: If you see this error, contact your Genesis Customer Representative immediately! July 8, 2008 DRAFT Page 6 of 41

7 III. Overview of the Summer Rollover Process This section contains a summery or overview of the entire five part Summer Rollover process. You can use this as a streamlined guide to the procedure or you use the individual Step sections below for the detailed procedures. The Summer Rollover Process Part I: Verify that all students in every school have Next School and Next Grade assignments. Students in Elementary Schools may not have their Next School & Next Grade Assignments when the Summer Rollover process begins. Some schools may still have to be set up to do Next School & Next Grade assignments. Part II: Verify and lock in School Start and End Dates for the District and for every School in the District This step may already have been done at the start of Next Year Scheduling verify that all dates are correct and proceed to Part III. Part III Move/Copy Data from the School Year to the School Year Certain tables may have been copied to at the start of Next Year Scheduling you will merge those tables with any updated data. Copy all other tables from to and proceed to Part IV. Part IV: Promote and Transfer Students from to Run the Promote and Transfer process to move students into Part V: Advance School Year from to After this you will officially be in the School Year: logout of and log back in to School Year boundary PART I: Ensuring Every Student has a Next School & Next Grade Assignment Decision I 1: Has the Verify Assignment process been completed? o Yes: There is a completion message on the Verify Assignments screen. If the completion message appears, continue to Part II: District and Schools. o No: If no such message appears, continue to Decision I 2 below. Decision I 2: Are you in Phase 1 or Phase 2 for the currently selected school? July 8, 2008 DRAFT Page 7 of 41

8 o Phase 1: A list of students appears in the central area of the screen. Continue to Decision 3 below. o Phase 2: No list of students appears. Instead a message appears. When the center area contains the message: you are in Phase 2 for the current school: all students in the currently selected school have their assignments but at least one student in another school does not. You must locate the students who still do not have assignments. Continue to Phase 2 below. Decision I 3: Is the current Phase 1 list of students short or long? o Short lists A short list of a few students can be cleaned up by simply stepping through each student in the school who has a problem. See Action 1: Clean up students o individually below. Long lists Long lists of students may be best worked through via the tools on the Student Data Next School & Next Grade Mass Assign screen. See Action 2: Clean up students via the Mass Assign Next School, Next Grade tools below. Action 1: Clean up students individually. 1. Perform the Procedure to Set Next School, Next Grade for 1 student below. 2. Repeat for all students in the list. 3. Return to Decision 2 above when done. Action 2: Clean up students via the Mass Assign Next School, Next Grade tools 1. Perform the Procedure to Mass Assign Next School, Next Grade below. 2. Return to Decision 2 above when done. Phase 2: Locate Students who do not year have Next School, Next Grade set 1. Use the Report 2. Select the next school to work on. 3. Go to Decision 2 above. Decision I 4: Are you Done? o Yes: The Click Accept message appears: o No: The Click Accept message does not appear. Go to Phase 2 above. Done: No more students to clean up 1. Perform the Procedure to Verify that All Assignments are Done and to Complete Step You are done: return to the Admin Summer Rollover Rollover Guide screen and move to Part II. Part II: Setting Start and End Dates for the Next School Year Decision II 1: Has District and Schools processing already taken place? o Yes: If it has taken place a message saying so will appear at the top of the screen. If this message appears you do not need to do anything: You should be done with this screen. Check to make sure that the Start and End dates are correct. If so, move on to Part III: Copy Data. o No: There will be no message at the top of the screen proceed to Decision II 2. Decision II 2: Are the visible dates editable? That is, are they text fields? o No If the answer is no, as shown, it is because you already have a calendar for If the Start Date and End Date are not editable here, see Calendar Exists Already below. o Yes If the answer is yes, you do not already have a next year Calendar for See Calendar Does Not Exist below. July 8, 2008 DRAFT Page 8 of 41

9 CAUTION: Interactions with the Calendar affect next year Attendance. Consult the Calendar District and School Calendar Guide 2008 document for information on the Calendar and Attendance records. Calendar Exists Already: This is NOT a problem. It means that you worked ahead and created a next year Calendar. You have two choices: o Delete the Calendar: You can delete the calendar by clicking the button. The Calendar will be re created during the District and Schools process. o Keep the Calendar: Again no harm. You can keep the Calendar you have already created Calendar Does Not Exist: This is NOT a problem either. A Calendar will be created for you during the District and Schools process. However, you may want to create a next year Calendar first, on your own, in order to correctly set up Calendar Events (vacations, holidays, half days, etc.) o Create a Calendar: Go to the Calendar District and Calendar Schools screens and create Calendars for the next school year. Follow instructions in the Calendar District and School Calendar Guide 2008 document. o Do not create a Calendar: One will be created for you during District and Schools processing. However, it will most likely not contain your actual key dates, such as holidays, vacations, and other events. After Summer Rollover you will need to complete Calendar setup. Consult the Calendar District and School Calendar Guide 2008 document. Decision II 3: Are the District Start Date and End Date correct (and editable)? o Yes: Proceed to Decision 4 below. o No: Edit the dates to correct them. Then proceed to Decision 4 below. Decision II 4: Are all the Schools Start Dates and End Dates correct? o Yes: Proceed to Save District and Schools Information below. o No: Edit the dates for each school to correct them. Then proceed to Save District and Schools Information below. o School Start and End Dates are blank: At the top of the list of schools there is a control. To use the district start and end dates as is you may leave the schools dates blank. Or click the button to fill in dates for each school you can then edit any schools whose dates differ. Action: Save District and Schools Information Click the button. This runs the District and Schools process and lists the updates that have been completed by the process. Return to the Rollover Guide screen. The Rollover Guide screen should now display District and Schools as having been completed. Part III: Copying Data from the Current Year ( ) to Next Year ( ) Decision III 1: Have the Copy Data operations already been completed? o Yes: A completed message say so appears at the top of this screen. If the completed message appears, you are finished with the copies (unless you wish to recopy specific tables). Proceed to Part IV: Promote and Transfer. o No: No completed message appears. Continue to Decision 2. Decision III 2: Is the screen in the short Next Year Scheduling format or the long Summer Rollover format? o Short Form The system is not yet ready to do the main Summer Rollover data copy. Go back and review Steps 1 & 2 above: you have not yet completed all necessary work July 8, 2008 DRAFT Page 9 of 41

10 o Long Form Genesis is ready for to copy all necessary data from the current year into next year. Proceed to Action 1 below. Action III 1: Mass Copy all Tables into Next Year o Perform Procedure to Mass Copy all Tables from Current Year to Next Year below. Action III 2: Individually Merge all Tables needing to be Merged o Perform Procedure to Merge Current Year Table Data with Next Year Table Data below. Once all data is copied the Rollover Guide will show that Step 3 is complete Proceed to Part IV: Promote and Transfer Part IV: Promote and Transfer Decision IV 1: Are you running a Summer School? If so, is Summer School still running? Have Summer School Students been reassigned to their regular Schools? o You cannot do Summer Rollover if there are students assigned to Summer School. If Summer School is in session and students are still assigned to their Summer School(s), you will see the a Summer School in Session error message. o Wait until Summer School Completes to do Promote and Transfer: When Summer School completes, you must reassign the Summer School students back into their original schools. See the Genesis Summer School Guide for details. Decision IV 2: Are there any Data Errors? A data error check commences as soon as you click the Promote & Transfer tab. o Data Errors Exist: When you are not ready for Promote and Transfer and there are students who still have Next School, Next Grade issues, a Data Integrity error will appear when you enter the screen. If a Data Integrity error appears, go to Diagnose Errors below. o No Data Errors: No error dialog appears. Decision IV 3: Has Promote and Transfer already been done? o Yes: A completed message appears at the top of this screen. If the completed message appears, you are finished with the Promote and Transfer and ready to advance the school year. Proceed to Part V: Advance School Year. o No: No completed message appears. Continue to Decision IV 4. Decision IV 4: Is the screen in the short form: errors exist or the long Perform Promote and Transfer form? o Short Form You possible have not seen the error dialog but only the Step 1 message appears. If only this message appears, go to Diagnose Errors : o Long Form Genesis is ready for Promote and Transfer. Proceed to Promote and Transfer below. Diagnose Errors: Part 1: Verify Assignments has not been completed if errors occur. o Click on the STEP 1 label to run the 105 Data Integrity Report. Clicking the Step 1 label brings up the Schedule Report screen for Report 105, Data Integrity Summer Rollover. Running this report will give you a comprehensive list of all remaining data issues. Work through these issues (use section IV of this document) before continuing with Part IV. July 8, 2008 DRAFT Page 10 of 41

11 Promote and Transfer Students! o Perform the Procedure to Promote and Transfer Students below. o Once Promote and Transfer is complete, the Rollover Guide will show that all steps have been completed and you are ready to continue and advance the school year. Proceed to Part V: Advance the School Year. Part V: Advance the School Year Decision V 1: Are you ready to advance the School Year? o Yes: If the area appears, you are ready to advance the school year. Continue to Advance the School Year below. Figure 4 - The Rollover Guide screen in ready to advance school year mode. o No: If the area does not appear, you are not ready to advance the school year. Check to make sure Parts I to IV have been completed. If all steps are complete and you believe you should be ready to advance the school year, contact your Genesis Customer Representative. Advance the School Year Immediately: Do not delay. Follow the Procedure to Advance the School Year in Section IX below. Logout and log back in to the school year! July 8, 2008 DRAFT Page 11 of 41

12 IV. Step 1: Verify Assignments Summer Rollover cannot occur until all students have Next School and Next Grade assignments. Ideally, all Next School / Next Grade assignments will be performed prior to starting summer rollover preparations. The Admin Summer Rollover Verify Assignments screen is designed to help you find all the students who do not yet have assignments and to clean up all students. The Verify Assignments Screen Following the directions on this screen will walk you through cleaning up all students who do not yet have Next School and Next Grade assignments. The Admin Summer Rollover Verify Assignments screen has three phases: Phase 1: Students in the currently selected school do not yet have Next School, Next Grade assignments Phase 2: Students in the currently selected school have their assignments, but other students do not. Phase 3: All students in the district have their Next School, Next Grade assignments. In addition, in Phases 1 & 2, there is a control at the bottom of the screen which will let you run the Student Assignment Report to locate students who do not yet have good Next School and Next Grade assignments: When you click the highlighted Student Assignment Report label, the Schedule Report screen for the report is displayed (see below). What the Verify Assignment Screen Shows The screen contains a list of all the students in currently selected school (in the screen header) who do not yet have both a Next School and a Next Grade assignment. It does not show all the students in the district who have problems just those in the current school. It is important to read this screen closely you may appear to be finished when you have simply completed Phase 1 for the currently selected school! You may move from Phase 1 to Phase 2 and back again multiple times as you work through each school in the district. PHASE 1: Students in the Currently Selected School do not yet have Next School, Next Grade assignments When at least one student does not yet have a next year assignment, the list of students needing assignments is displayed. It may be a short list, as below: Or a lengthy list: July 8, 2008 DRAFT Page 12 of 41

13 Either was short list or lengthy list you must clean up all of the students who do not have Next School, Next Grade settings before you proceed. Part I: Setting Next School Next Grade for All Students in the District Decision 1: Has the Verify Assignment process been completed? o Yes: There is a completion message on the Verify Assignments screen: If the completion message appears, continue to Step 2: District and Schools below. o No: If no such message appears, continue to Decision 2 below. Decision 2: Are you in Phase 1 or Phase 2 for the currently selected school? o Phase 1: A list of students appears in the central area of the screen. Continue to Decision 3 below. o Phase 2: No list of students appears. Instead the following appears: July 8, 2008 DRAFT Page 13 of 41

14 When the center area contains the message: you are in Phase 2 for the current school: all students in the currently selected school have their assignments but at least one student in another school does not. You must locate the students who still do not have assignments. Continue to Phase 2 below. Decision 3: Is the current Phase 1 list of students short or long? o Short lists A short list of a few students can be cleaned up by simply stepping through each student in the school who has a problem. See Action 1: Clean up students o individually below. Long lists Long lists of students may be best worked through via the tools on the Student Data Next School & Next Grade Mass Assign screen. See Action 2: Clean up students via the Mass Assign Next School, Next Grade tools below. Action 1: Clean up students individually. 4. Perform the Procedure to Set Next School, Next Grade for 1 student below. 5. Repeat for all students in the list. 6. Return to Decision 2 above when done. Action 2: Clean up students via the Mass Assign Next School, Next Grade tools 3. Perform the Procedure to Mass Assign Next School, Next Grade below. 4. Return to Decision 2 above when done. Phase 2: Locate Students who do not year have Next School, Next Grade set 4. Use the Report 5. Select the next school to work on. 6. Go to Decision 2 above. Decision 4: Are you Done? o Yes: The Click Accept message appears: o No: The Click Accept message does not appear. Go to Phase 2 above. Done: No more students to clean up 3. Perform the Procedure to Verify that All Assignments are Done and to Complete Step 1 below. 4. You are done: return to the Admin Summer Rollover Rollover Guide screen. July 8, 2008 DRAFT Page 14 of 41

15 Procedure to Verify that All Assignments are Done and to Complete Step 1 1. Go to the Admin Summer Rollover Verify Assignments screen. 2. Verify the Click Accept message appears: 3. Click the Accept button. A confirmation dialog appears: 4. Click OK to verify that all next year assignments are complete. Click Cancel to abandon the operation. Once the operation completes, you are shown a verification dialog: 5. Click OK to dismiss the dialog and complete the operation. The Admin Summer Rollover Rollover Guide screen should now indicate that Step 1 is complete: July 8, 2008 DRAFT Page 15 of 41

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18 Procedure to Enable Next School, Next Grade Assignments for a School 1. Go to the Student Data Next School & Next Grade screen. 2. If the Set Next School and Grade has not been enabled message appears, you must enable that function. 3. Go to the Next Year Scheduling Process Control screen. 4. Locate the Set Next School, Next Grade function: 5. If this function is currently disabled, click the button to run it. A confirmation dialog will appear: July 8, 2008 DRAFT Page 18 of 41

19 6. Click OK to proceed and Cancel to abandon the operation. When the operation completes, a verification dialog appears: 7. Click OK to dismiss the dialog and proceed to step Locate the Copy Grade Levels function. Grade Levels must be copied before next school and next grade assignments can work 9. If grade levels have not yet been copied, click the button to run it. A confirmation dialog will appear: 10. Click OK to proceed and Cancel to abandon the operation. When the operation completes, a verification dialog appears: 11. Click OK to dismiss the dialog and finish. You can do Next School, Next Grade assignments for the currently selected school. July 8, 2008 DRAFT Page 19 of 41

20 Procedure to Disable Next School, Next Grade Assignments 1. Go to the Next Year Scheduling Process Control screen. 2. Locate the Set Next School, Next Grade function: 3. If this function is currently enabled, click the button to disable it. A confirmation dialog will appear: 4. Click OK to proceed and Cancel to abandon the operation. When the operation completes, a verification dialog appears: 5. Click OK to dismiss the dialog and complete the operation. Procedure to Set Next School, Next Grade for 1 Student 1. Go to the Admin Summer Rollover Verify Assignments screen 2. Locate a student in the list of students without assignments: 3. Click on the student s highlighted student number ( ) or edit ( ) icon. This brings up the student s Std Data Student Demographics Required screen. 4. Scroll to the bottom of the Student Std Data Student Demographics Required screen and locate the Next School field: July 8, 2008 DRAFT Page 20 of 41

21 5. Set the Next School field. This causes the screen to refresh. 6. Locate and set the Next Grade field: 7. Click the button at the bottom of the screen to save your settings. 8. Repeat steps 1 to 7 for additional students. Procedure to Mass Assign Next School, Next Grade Assignments for Students 1. Go to the Student Data Next School & Grade Mass Assignments screen. 2. Choose the From School & Grade 3. Choose the to School and Grade: 4. Specify which students: 5. Specify whether or not to overwrite any students in the group who already have assignments: July 8, 2008 DRAFT Page 21 of 41

22 6. Click to perform the assignments. This brings up a confirmation screen: 7. Click Yes to continue and No to abandon the operation. You now get a confirmation dialog: 8. Click OK to make the assignments and Cancel to abandon the operation. Once the assignments are completed a verification dialog is displayed: 9. Click OK to dismiss the dialog and complete the operation. You can repeat steps 2 to 8 to assign additional students to their next school and next grade. Procedure to Use the Grade Progressions to Mass Assign Next School, Next Grade Assignments 1. Go to the Student Data Next School & Grade Mass Assignments screen. 2. Locate the Mass Student Assignments using the Grade Progression setup area: 3. IF the Grade progressions are NOT already setup, use the Setup Grade Progressions procedure below to set up the Grade Progressions. Specify whether or not to overwrite any students in the group who already have assignments. 4. Click to perform the next school and next grade assignments according to the Grade Progression table. You will next be shown a confirmation dialog: 5. Click OK to continue and Cancel to abandon the operation. A verification dialog is displayed: July 8, 2008 DRAFT Page 22 of 41

23 6. Click OK to dismiss the dialog and complete the operation. July 8, 2008 DRAFT Page 23 of 41

24 V. Step 2: District and Schools - Start and End Dates In Step 2 you verify the start and end dates for the next school year and in the process ensure that the schools exist in the next year. Figure 5 The Admin Summer Rollover District and Schools screen Steps to Setting Start and End Dates for the Next School Year Decision 1: Has District and Schools processing already taken place? o Yes: If it has taken place a message will appear at the top of the screen: If this message appears you do not need to do anything: You should be done with this screen. Check to make sure that the Start and End dates are correct. If so, move on to Step III: Copy Data. o No: There will be no message at the top of the screen proceed to Decision 2. July 8, 2008 DRAFT Page 24 of 41

25 Decision 2: Are the visible dates editable? That is, are they text fields? o No If the answer is no, as shown, it is because you already have a calendar for : o If the Start Date and End Date are not editable here, see Calendar Exists Already below. Yes If the answer is yes, you do not already have a next year Calendar for See Calendar Does Not Exist below. CAUTION: Interactions with the Calendar affect next year Attendance. Consult the Calendar District and School Calendar Guide 2008 document for information on the Calendar and Attendance records. Calendar Exists Already: This is NOT a problem. It means that you worked ahead and created a next year Calendar. You have two choices: o Delete the Calendar: You can delete the calendar by clicking the button. The Calendar will be re created during the District and Schools process. When you click the button you will be shown a confirmation dialog: Click OK to proceed and remove the Calendar. o Keep the Calendar: Again no harm. You can keep the Calendar you have already created Calendar Does Not Exist: This is NOT a problem either. A Calendar will be created for you during the District and Schools process. However, you may want to create a next year Calendar first, on your own, in order to correctly set up Calendar Events (vacations, holidays, half days, etc.) o Create a Calendar: Go to the Calendar District and Calendar Schools screens and create Calendars for the next school year. Follow instructions in the Calendar District and School Calendar Guide 2008 document. o Do not create a Calendar: One will be created for you during District and Schools processing. However, it will most likely not contain your actual key dates, such as holidays, vacations, and other events. After Summer Rollover you will need to complete Calendar setup. Consult the Calendar District and School Calendar Guide 2008 document. Decision 3: Are the District Start Date and End Date correct (and editable)? o o Yes: Proceed to Decision 4 below. No: Edit the dates to correct them. Then proceed to Decision 4 below. Decision 4: Are all the Schools Start Dates and End Dates correct? o Yes: Proceed to Save District and Schools Information below. o No: Edit the dates for each school to correct them. Then proceed to Save District and Schools Information below. July 8, 2008 DRAFT Page 25 of 41

26 o School Start and End Dates are blank: At the top of the list of schools there is a control. To use the district start and end dates as is you may leave the schools dates blank. Or click the button to fill in dates for each school you can then edit any schools whose dates differ. Save District and Schools Information Click the button. This runs the District and Schools process and lists the updates that have been completed by the process: Click OK to complete the District and Schools process. The Rollover Guide screen should now display District and Schools as having been completed: July 8, 2008 DRAFT Page 26 of 41

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28 VI. Step 3: Copy Data In the Copy Data step you copy all necessary data from the current school year (i.e ) into the next school year ( ). Promote and Transfer of students cannot occur until all data has been moved. The Copy Data into the Next School Year Process and Timeframes Copying data into next year does not happen all at once, especially if your district is a K 12 or 9 12 district. The reason is that secondary school Next Year Scheduling requires that some data be moved into next year so that mass scheduling can occur. The tables that are needed for Next Year Scheduling are copied at the start of that process. See the diagram below. Timeframes for Copying Data into Next Year (Note that Next Year Scheduling is by School): CAVEAT DANGER NEVER MANUALLY COPY THE STUDENT TABLE INTO NEXT YEAR Start of Next Year Scheduling: Copy District & SCHOOL Copy Grade Levels Set Next School & Next Grade for students who will be scheduled for next year. Secondary schools only. Begin Mass Scheduling for next year: Copy Rooms for School Copy Teachers for School Copy Print Periods Copy Semesters table Copy Departments table Run Mass Scheduler to produce schedules for students in the school. Copying takes place from the Next Year Scheduling Process Control screen. Enable Next School/Next Grade via that Next Year Scheduling Process Control screen Copying takes place from the Next Year Scheduling Process Control screen. The Next Year Scheduling Mass Schedule screen. Begin Summer Rollover: Merge changes into any of the previously copied tables (Rooms, Teachers, Print Periods, Semesters, Departments) Copy all remaining tables Merging and copying takes place on the Summer Rollover Copy Data screen. The Summer Rollover Copy Data Screen and the Data Copying Process Creating next year data is a multi step process. It stretches, in time, from the beginning of next year scheduling until your district is ready to do Summer Rollover. The Admin Summer Rollover Copy Data screen is designed to help you complete that process. The screen has two modes: Limited pre Summer Rollover mode Full, Copy Data for Summer Rollover mode. July 8, 2008 DRAFT Page 28 of 41

29 Figure 6 The Admin Summer Rollover Copy Data in the limited, Next Year Scheduling Mode Limited Copy Data for Next Year Scheduling Mode. This mode is designed to allow you to copy only the data you need to complete next year scheduling for secondary schools. This gives you the ability to merge into the existing data. Full Copy Data for Summer Rollover Mode. This mode is designed to copy all necessary current year data into next year. This full version of the screen is only displayed once the first two steps of Summer Rollover (Verify Assignments and District and Schools) are complete. Now you are ready to copy all data. Figure 7 The Admin Summer Rollover Copy Data in the full blown Copy Data for Summer Rollover mode, prior to data being copied July 8, 2008 DRAFT Page 29 of 41

30 Format of the Screen The Copy Data screen has two portions. The top portion contains controls for the tables that are used in secondary school Next Year Scheduling: Figure 8 The top portion of the Admin Summer Rollover Copy Data screen with controls for merging the tables used for Next Year Scheduling The bottom portion contains controls for all other tables that need to be copied. These may have individual copy buttons (if a table contains 0 rows no data no Copy button appears): Figure 9 The top portion of the Admin Summer Rollover Copy Data screen with controls for copying all other tables into the next school year ( ) The very top of the screen contains a master control for copying all uncopied data from the current year to the next year: CAVEAT: If data exists already in the table, data from WILL NOT BE COPIED into the table. To force a copy, you may PURGE the data in the table and then do a copy. THIS IS DANGEROUS and you should do it ONLY if you are absolutely sure it is safe to do so. Steps to Copying Data from the Current Year ( ) to Next Year ( ) Decision 1: Have the Copy Data operations already been completed? o Yes: A completed message appears at the top of this screen: If the completed message appears, you are finished with the copies (unless you wish to recopy specific tables). Proceed to Step IV: Promote and Transfer. o No: No completed message appears. Continue to Decision 2. Decision 2: Is the screen in the short Next Year Scheduling format or the long Summer Rollover format? July 8, 2008 DRAFT Page 30 of 41

31 o Short Form The system is not yet ready to do the main Summer Rollover data copy. Go back and review Steps 1 & 2 above: you have not yet completed all necessary work o Long Form Genesis is ready for to copy all necessary data from the current year into next year. Proceed to Action 1 below. Action 1: Mass Copy all Tables into Next Year o Perform Procedure to Mass Copy all Tables from Current Year to Next Year below. Action 2: Individually Merge all Tables needing to be Merged o Perform Procedure to Merge Current Year Table Data with Next Year Table Data below. Once all data is copied the Rollover Guide will show that Step 3 is complete: Proceed to Step IV: Promote and Transfer Procedure to Mass Copy all Tables from Current Year ( ) to Next Year ( ) 1. Go to the Admin Summer Rollover Copy Data screen. 2. Locate the mass copy control at the top of the screen: 3. Click the button. You will be shown a confirmation dialog: 4. Click OK to begin the mass copy of all tables. Click Cancel to abandon the copy operation. 5. If you click OK the copy operation begins. It may take several minutes to complete as each table must be individually copied. The table currently being copied is listed at the top of the screen: 6. This continues until all tables are copied: 7. Continue with Action 2 above. Procedure to Merge Current Year ( ) Table Data with Next Year Table ( ) Data 1. Go to the Admin Summer Rollover Copy Data screen. 2. Locate the Next Year Scheduling Tables area at the top of the screen: July 8, 2008 DRAFT Page 31 of 41

32 Any table where the total number of rows differs between and is a candidate for merging. 3. Placing your cursor on the I icon causes information to be displayed: 4. To merge the data into , click the button for the table you want to merge. 5. The merge is attempted, the screen is refreshed and the results will be apparent. Neither a confirmation nor a verification dialog is displayed. CAVEAT: the Merge operation may have no effect on the total rows in each year. Why this might be true: The merge of a table s rows occurs by school. If data exists for a school in none of that school s rows will be copied by the merge operation. Genesis assumes that you have previously copied the school s data and edited it appropriately: Genesis will not overwrite data already existing in the Next Year ( ) table. WHY DIDN T THE MERGE OPERATION WORK? If the number of rows in the is unchanged following a merge, Genesis found no data eligible to be merged. See the CAVEAT immediately above: Genesis will not overwrite existing data. Procedure to Purge the data from a Table in Go to the Admin Summer Rollover Copy Data screen. 2. Locate the table you wish to purge. If there is already data in the table a button appears in the Purge column of the table. 3. Click the button corresponding to the table you wish to purge. All data will be (irreparably) removed. There is no UNDO for this operation. You will be shown a confirmation dialog: 4. Verify that the name of the table in the confirmation dialog is the table you want to purge. Click OK to continue and Cancel to abandon the purge operation. If you click OK the data is purged, the screen is refreshed, and the button has been replaced by a button in the Copy column of the table. Procedure to Copy the data from a single Table to Go to the Admin Summer Rollover Copy Data screen. July 8, 2008 DRAFT Page 32 of 41

33 2. Locate the table you wish to copy. If there is no data in the table a button appears in the Copy column of the table. 3. Click the button corresponding to the table you wish to copy. The data is copied to and the screen is refreshed. Neither a confirmation nor a verification dialog appears. The button has been replaced by a button in the Purge column. July 8, 2008 DRAFT Page 33 of 41

34 VII. Step 4: Promote and Transfer CAVEAT: Promote and Transfer is a long, slow process that must run, uninterrupted, to completion It may take several hours to run: 1. DO NOT START PROMOTE AND TRANSFER WHEN THE SYSTEM MAY GO DOWN (e.g. late in the evening) 2. DO NOT RUN PROMOTE AND TRANSFER WHEN GENESIS IS AVAILABLE TO THE STAFF. It would be wise to disable all user logins for the duration of Summer Rollover processing. Figure 10 The Admin Summer Rollover Promote and Transfer screen in the Long Form Ready to Promote and Transfer mode Steps to Promote and Transfer Decision 1: Are you running a Summer School? If so, is Summer School still running? Have Summer School Students been reassigned to their regular Schools? o You cannot do Summer Rollover if there are students assigned to Summer School. If Summer School is in session and students are still assigned to their Summer School(s), you will see the following error message: Figure 11 Summer School is in Session: You cannot do Summer Rollover error message o Wait until Summer School Completes to do Promote and Transfer: When Summer School completes, you must reassign the Summer School students back into their original schools. See the Genesis Summer School Guide for details. Decision 2: Are there any Data Errors? A data error check commences as soon as you click the Promote & Transfer tab. o Data Errors Exist: When you are not ready for Promote and Transfer and there are students who still have Next School, Next Grade issues, the following error appears when you enter the screen: July 8, 2008 DRAFT Page 34 of 41

35 Click OK to dismiss the dialog and Proceed to Diagnose Errors below. o No Data Errors: No error dialog appears. Decision 3: Has Promote and Transfer already been done? o Yes: A completed message appears at the top of this screen: If the completed message appears, you are finished with the Promote and Transfer and ready to advance the school year. Proceed to Step 5: Advance School Year. o No: No completed message appears. Continue to Decision 3. Decision 4: Is the screen in the short form: errors exist or the long Perform Promote and Transfer form? o Short Form You possible have not seen the error dialog but only the Step 1 message appears. If only this message appears, go to Diagnose Errors : o Long Form Genesis is ready for Promote and Transfer. Proceed to Promote and Transfer below. Diagnose Errors: Step 1 Verify Assignments has not been completed if errors occur. o Click on the Step 1 label to run the 105 Data Integrity Report. Clicking the Step 1 label brings up the Schedule Report screen for Report 105, Data Integrity Summer Rollover. Running this report will give you a comprehensive list of all remaining data issues. Report 105 provides a comprehensive list of data integrity errors. Most will be Next School/Next Grade and data copy problems. July 8, 2008 DRAFT Page 35 of 41

36 Return to Admin Summer Rollover Verify Assignments and verify all students assignments. Promote and Transfer Students! o Perform the Procedure to Promote and Transfer Students below. o Once Promote and Transfer is complete, the Rollover Guide will show that all steps have been completed and you are ready to continue and advance the school year: Go to Step 5: Advance the School Year, below Procedure to Promote and Transfer Students 1. Go to the Admin Summer Rollover Promote and Transfer screen. 2. Locate the button. Click it. A confirmation dialog will be displayed: July 8, 2008 DRAFT Page 36 of 41

37 3. Click OK to initiate Promote and Transfer. Click Cancel to abandon the operation. The Promote and Transfer process may run for a long, long time. A running count of students done and left to do appears on the screen: Figure 12 The Admin Summer Rollover Promote and Transfer screen during the Promote and Transfer process July 8, 2008 DRAFT Page 37 of 41

38 VIII. Step 5: Advance the School Year The final step in Summer Rollover is to advance the school year. This changes the default school year of Genesis from to This Year becomes Last Year and Next Year becomes This Year. When you are ready to advance the school year, the Rollover Guide screen displays Genesis is now ready to advance the school year to area: Figure 13 The Admin Summer Rollover Rollover Guide screen in ready to advance school year mode. Steps to Advance School Year Decision 1: Are you ready to advance the School Year? o Yes: If the area appears, you are ready to advance the school year. Continue to Advance the School Year below. o No: If the area does not appear, you are not ready to advance the school year. Check to make sure all steps have been completed. If all steps are complete and you believe you should be ready to advance the school year, contact your Genesis Customer Representative. Advance the School Year: Do not delay. Follow the Procedure to Advance the School Year below. Procedure to Advance the School Year 1. Go to the Admin Summer Rollover Rollover Guide screen. 2. Locate the area at the bottom list of items to complete. If this area is not present, you are not ready to advance the school year. 3. Click the Advance the School Year button. 4. A confirmation dialog appears: 5. Click the OK button to continue and advance the school year to Click Cancel to wait. When the default school year has been advanced, a verification dialog will appear: July 8, 2008 DRAFT Page 38 of 41

39 Congratulations! You have successfully completed Summer Rollover from to Note that the background of the screen will have changed color from blue to the green that signifies prior school year : by remaining logged in, you are now in the previous school year (i.e ): Screen background is now previous year green. Figure 14 Rollover Guide screen after the School Year has been advanced. Note that the background color of the screen is now previous year green. The Advance School Year button does not vanish. 7. You should log out of Genesis and log back in into the school year! July 8, 2008 DRAFT Page 39 of 41

40 IX. After Summer Rollover: Getting Ready to Open School Summer Rollover does not ready you to open school for the new School Year. There are still various procedures which must be completed before you are ready to open school. What Summer Rollover Does and What It Does Not Do Checklists for School Open by Module CALENDAR: Create all Calendar Events (i.e. vacations, holidays, any day which impacts Attendance). Post Schedule Days onto Calendars ATTENDANCE: Reconcile Attendance Records if Calendars were updated. Assign homerooms to students Review Attendance Codes for any needed changes Build the Attendance Cycles table Build the letter cycles table Build or update Attendance Letters for current year GRADING Build marking periods table Build or verify the valid grades Review Interim Report collections Review Report Card collections Update Interim and Report Card Comments, if necessary Review grade calculations Mass assign grade collections to courses Manually adjust grade collections for unique courses, if necessary Reconstruct the graded semesters table Review curriculum file (i.e. course descriptions) for accuracy of honor roll and GPA flags and indicators Update GPA calculations to include the current year Review and update Teacher Records School Assignment User log in information Teacher Assignments Homeroom Assignments ELEMENTARY GRADING Mass assign homeroom teachers to subjects Manually assign special area teachers to subjects Review and update Teacher Records School assignment Homeroom assignment Grade level assignment Special area assignment User log in information July 8, 2008 DRAFT Page 40 of 41

41 Teacher assignments STUDENT ASSIGNMENTS and SETTINGS Assign counselors to students Assign lockers Review and update LEP data Review and update Special Education data Classifications Related Services Review and update migrant status Review and update family codes July 8, 2008 DRAFT Page 41 of 41