The definition of Rollover in Illuminate: Rollover sets up the necessary components of the next school year such as session, terms, and timeblocks and mass creates enrollment records and staff affiliations for the upcoming school year. Completion of rollover allows schools to enroll students into the upcoming school year and create course requests for the upcoming year.
1. There is a methodical process to Rollover. Prior to completing the process, please review this document as well as the Rollover Process Illustration and read ALL notes:
Additionally, if this is your first rollover, consider trying your first attempt in the sandbox for one small site.
2. We advise not doing rollover during high traffic times. Rollover is an intensive process and it will slow system performance. It is advised to do this during off traffic times. If you have a particularly large site, you should also consider performing the rollover by school type i.e., all elementary, all junior high, and all high schools for optimal performance.
3. Re-rollovers are perfectly fine. Most districts will re-rollover one or multiple times because of enrollment changes.
4. During re-rollover, if a student has checked out of their original school and winds up at a different school than he or she did on the first rollover, his or her course requests are not automatically transferred. The course requests already in the system will remain attached to the student as a ghost record for use if the student re-enrolls at the original site. When a user accesses the Edit Student Course Requests page for that student, he or she will have the option to import course requests that were entered at the previous site which works well when a district wide course catalog is utilized.
Due to CALPADS requirement of not allowing exit dates earlier than 90 days in advance, a change to our rollover tool went into effect in March 2015. This change means Illuminate will no longer stamp current enrollment records with an end date. End dates will need to be entered after final Rollover has been performed. After final rollover send in a request to firstname.lastname@example.org indicating which exit codes should be applied to each grade level. According to CALPADS an E155 code should be entered for all students that completed the school year and is expected to return after summer or intersession break.
IMPORTANT INFORMATION FOR OFFICE STAFF: After initial rollover has been completed, students will have a future enrollment record in the upcoming school year. If a student should exit your school before the school year ends...
1. You will need to first delete the next school year enrollment record.
2. Then you can exit them from the current year.
Step 1-Add Sessions and Terms
1. Click on the Admin gear.
2. Under Calendar, click Term Manager.
A list of your sites current terms will be displayed.
3. Select the Academic Year you are creating/editing/deleting terms for.
The FIRST time accessing this page for the new session you will be presented with two options.
1. Option 1- Allows for terms to be mass created based off of last year's term and allows for a quick adjustment of the calendar start and end dates.
Example: If in the 2012/13 school year the school calendar started on September 2 and you are now creating the 2013/14 calendar that starts on September 4 enter a 2 day adjustment, click GO and term dates will be created for all sites.
2. Option 2 - Allows terms to be created manually. If using this option click, GO
After deciding on the option that works best for your district, a list of sites will be displayed. To minimize the workload, you can select multiple sites that utilize the same terms and dates to work with at a time. For example, in a K-12 district, it is often easy to select all elementary schools since they tend to opperate on a Yearlong term in one action and then select all comprehensive high schools that opperate on a semester term structure in another action.
For an in depth documentation to the Term Manager (click here)!
Step 2-Give Yourself New Affiliations
Click the Administration cog icon near the top of your screen, as shown circled above. In some systems you will see the word Administration in place of the cog.
Under Users, click User Management.
1. Enter some of your own information (e.g., if my name was Rolen Cal Ander, I would enter my information as shown above).
2. Click Search.
Click the pencil icon- Edit User (as circled above) in front of your own name.
Click Site & Role Affiliation, and then Add Role.
1. Select your Role.
2. Select your Site(s).
3. Select the Academic Year.
4. Terms- Select all the terms that you just created. If you need to select more than one term (which you likely will), simply click on additional terms in the dropdown menu to add them to the list. Or click the link to Select All Terms.
5. Click Save Changes. These steps do not need to be repeat these steps for any other user(s). The Rollover tool will create affiliations for all users in the new session that mirror existing user affiliations. All changes or new users will need to be managed through the user management page.
Step 3-Add Calendar Day Types
The term manager above automatically creates site start and end dates on the site calendars. You will need to add the day type for each date. If school calendars have not been finalized at minimum set the first "in session" day.
See Calendar Setup for details.
Step 4-Add Timeblocks
Timeblocks (e.g., full day at an elementary, Period 1, Period 2, etc.) are managed "per-site," so you need to log into the site and term for which you want to add timeblocks.
Use the Control Panel to log into the correct site and year.
Every site at which students will be scheduled should have at least one timeblock, even if that timeblock occurrence is for the full day.
If the timeblocks and occurences will not change for sites from last year to this year you can request that Illuminate copy timeblocks and occurences from the previous academic year by sending a request to Help@illuminateed.com
1. Note (in the upper-right corner of your screen under Control Panel) that you are now logged in under the site and term for which you plan to add timeblock(s).
2. Click the Administration cog icon near the top of your screen, as shown circled above. In some systems you will see the word Administration in place of the cog.
Under School, click Time Management.
1. Select a Site.
2. Select a Session from the drop-down menu for which you want to add a timeblock (e.g., full day at an elementary, Period 1, Period 2, etc.).
3. Click Search.
4. Click Create Timeblock.
1. Enter Timeblock Name (e.g., Full Day, Period 1, etc.) and a timeblock Short Name that should be either the same or shorter (e.g., Full Day, Per. 1, etc.). Note that if you use homerooms, you should create a period for the homeroom, as later you can indicate that the period represents homeroom.
2. Enter a Short Name for the timeblock if necessary.
3. Select the Academic Year.
4. Select the session you created in earlier steps (for example, is this for a normal 2017-2018 school year - as opposed to summer school - you would select 2018 Normal).
5. Select Yes for Is Primary in most cases. "Is Primary" should be Yes for most timeblocks, as it indicates periods that are part of the "main" bell schedule, as opposed to things like 0 period or after-school periods that are not part of the main bell schedule. This selection impacts some scheduling-related reports in the Illuminate system that filter results to just the main part of the day.
6. Also save to- if you would like this to apply to other sites, select them here.
7. Click Save.
If this site should have multiple timeblocks/periods, continue to click "Create Timeblock" and repeat the above steps as necessary until all timeblocks are added.
Note some of the things you can do at this point:
1. Use the icons to the left of any timeblock to edit, view timeblock occurrences, or delete. Each timeblock requires an occurrence. An occurrence is simply the start and end time for the timeblock.
2. Click the Make Homeroom link next to a timeblock (e.g., Period 1) to indicate that it serves as a homeroom period. The teacher associated to the timeblock indicated as the homeroom will show as the student's "teacher" in the student information ribbon when students are accessed in the system.
3. Click a download icon to download your timeblock list as a Microsoft Excel workbook (xls), Adobe Reader (pdf), text document, or data (xml) file.
4. Use the up (^) or down (v) arrows after any timeblock to change its order in relation to the other timeblocks/periods.
5. If you want to change the number of timeblocks listed on your screen at once, use the Show drop-down menu to select a different number.
6. Click Next, Last, or a page number to view other pages of timeblocks.
Step 5-Timeblock Occurrences
All timeblocks with the exception of the district timeblock need occurrences created for them. An occurrences is simply the time minutes or hour(s) a timeblock actually occurs.
See Create and Edit Timeblocks Occurrences for details.
Note: This step does not need to be completed in order for the Rollover to work. With that said, now is a good time to get it done.
Steps 6-8-Student Level Information
Steps 6-8 deals with student level information that is often unknown at the time of the initial rollover. Since re-rollovers are ok and often to be expected, information such as retention data can be added once known and after the initial rollover. When performing the actual re-rollover outlined in step 10 there is an option that will remove previous rollovers that is designed to account for these scenarios.
- The first rollover is completed however retention information was unknown at the time.
- A new enrollment record is created for "Student X" who was a second grader, therefore a third grade record was created for him during the initial rollover.
- It was determined that Student X needs to be retained and a retention record is recorded in Illuminate for the next school year.
- A re-rollover is performed and the option to remove previous rollovers is selected. The third grade enrollment record is deleted and a new second grade enrollment record for the next school year is created instead.
Step 6-Transfer Records
Next, you will need to end Transfer records for any student who's transfer will end during the current school year and/or add any future Transfer records for newly granted transfers.
The Rollover tool will look for two different transfer types. First it will look for transfer records that are active for the current year and determine if they will end or not. Next it will look for any newly created transfers for the new school year and determine if the status is set to accepted.
1. Click the Students tab near the top of your screen.
2. Under General, click Transfer Details.
3. To end a transfer record, click Edit on the left hand side of the transfer record. Add an end date and click save.
4. To add a future transfer record, click Add Transfer at the top of the page. Fill in all required information and click save.
Important: All Transfer records in Illuminate have an assumed end date which will display in parentheses, as demonstrated above in #5 with the date (06-06-2014). Transfer records that are given an end date will appear without parentheses as demonstrated in #6; records with user entered end dates will not transfer over in the rollover however transfers with assumed end dates are considered open and will rollover.
Note: In order for current transfers to roll over the following is required:
- the Transfer Status must = 'Accepted' AND
- the Transfer End Date must be blank AND
- the Next School field must be blank
This note is especially important to charter schools who are using the transfer status to indicate district of residence for ADA reporting. If a transfer end date is populated for a student's transfer record the rollover will fail for that particular student and will not create a new enrollment record.
Step 7-Next School Field
Next, to ensure that a student who has had a transfer record end and for those students promoting into another site, you will need to fill in the next school field.
Prior to updating the Next School field it is recommended that you start with a clean slate. To do this send in a request to email@example.com and request that all Next School fields be wiped. At this time you can provide a mapping file and Illuminate will populate the new Next School fields for as noted below in Option 3.
The Next School field can be updated by one of 3 ways.
Option 1: Manual Update
1. 1. Click the Students tab near the top of your screen.
2. Under General, click Student Demographic Details.
3. Scroll down to the Next School field and select the appropriate site.
Example: In a K-8 district with a K-6 elementary school and a 7-8 middle school, all 6th graders will need to have the Next School field mapped to the Middle School. This will ensure that the rollover tool will be able to process and create these students' next year enrollment records. In this scenario the Next School Fiel would not be filled in for any other grade level.
Use the Mass Student Update tool.
If you have not used this update tool before read the Mass Student Update help doc.
Step 8-Handle Retentions and Promotions
Before rolling over to the new school year, you must retain and promote all appropriate students.
1. Click the Students tab near the top of your screen.
2. Under General, click Retentions/Promotions.
Note: For a retention/promotion to rollover the student, the promotion/retention record must be created for the next academic year. i.e., If a student enrolled in 4th grade during the 2016-17 school year is being retained then a retention record is created for the 2017-18 year for the 4th grade.
Step 9-Manage User Level Information
The rollover tool will process all users in masse and create roles and affiliations for the sites they are affiliated to at the time of rollover.
Prior to performing rollover it is a good indicated if any users are not coming back and therefore should not be process in the rollover.
1. Click Admin Gear > User Management , 2. Filter for the user, 3. Choose Edit User from the Action dropdown.
From the Additional Information section set Allow Rollover to NO.
After final rollover is processed it is a good time to update the User fields for “Total Years Edu Service” and "Years In District" since these fields do not update automatically after a year-end rollover. To update you can either update manually or send in a request to firstname.lastname@example.org to mass update script that users in the newest academic year by adding '1' to the values already in that field. Read more at on the CALPADS Know It All guide.
1. Log into the current school year.
Note: If your installation started out with the DnA product there is a different tool called Year to Year Rollover - make sure that you do NOT use that tool. Now that you are using ISI there is a completely differnt tool.
1. Click the Gear icon.
2. Under Other, click Year-End Rollover Tool.
Step 10A-Rollover Options
Prior to processing the rollover review Rollover Options. Select Rollover Options from the secondary navigation. A few key notes:
Remove Existing Rollover Records - will remove the prior rollover and allow students to rollover based on current conditions.
Rollover site users - this must be done prior to setting up the structure for your master schedule.
Grade Levels - use if you only want to rollover certain grade levels e.g., 8th grade so that the high school can start working on course requests and master schedules but you are not ready to rollover other grades.
Exclude Exit Codes - if true last day exits are already entered into the system you can exclude those students from rolling over and getting a new record in the upcoming school year.
Site(s) - select one or multiple to rollover at a time. All sites rolled over will appear in the district level log.
Step 10B-Grade Level Mapping
Note: Special handling is required for graduating/promoting students after final rollover. Make sure to select "Do no promote" for these students.
You can opt to manually process each graduated student or send in a request to email@example.com indicating which graduation codes to mass apply to all 12th graders Illuminate will mass update Graduation Date, Graduation Status (REQUIRED for CALPADS), and a leave date and exit code for the enrollment record.
Additionally the district should consider adding Graduation Service Learning Hours on the Demographic Details page at this time.
K-12, 6-12 and 9-12 districts: If you are a high school and wil be graduating/promoting Seniors, please contact Illuminate for assistance (help@illuminateEd.com). We will assist you graduate/promote those students.
K-8 districts: If you are a junior high or middle school and will be graduating/promoting 8th graders, please contact Illuminate for assistance (help@illuminateEd.com). We will assist you graduate/promote those students.
K-6 districts: If you are an elementary school and will be graduating 5th or 6th graders, please contact Illuminate for assistance (help@illuminateEd.com). We will assist you graduate/promote those students.
In general, if you are graduating/promoting students to a grade level that is not offered by your district (e.g. you are a K-8 and your 8th graders are going to 9th in another district), please contact illuminate and we will assist you (help@illuminateEd.com).
1. Select the current year as Source Year. This is the year from which the system will grab existing users, affiliations, etc. For example, If you are preparing to create the 2017-2018 school year's, you would select 2016-2017 (the previous/current school year) as the Source Year.
2. Select Yes for any rollover options (i.e., Remove Previous Rollovers, Site Users, and District Users) you wish to roll over into the new/upcoming school year (e.g., forcing the rollover tool to rollover students and/or user affiliations). In the majority of cases you will select Yes for all 3 of these.
2a. Remove Previous Rollovers: Any student that exits a school after rollover has occurred will need to have his/her enrollment for the upcoming school year deleted manually from the student's schedule history as re-rollovers will not automatically remove exited students.
2b. Remove Previous Rollovers only affects students enrolled in the current session. Therefore if you have already entered incoming kindergarten students they will not be wiped our or removed when you select this option.
3. Select All Grades or any specific you wish this to apply to. If you only want to rollover certain grade levels e.g., 8th grade so that the high school can start working on course requests and master schedules but you are not ready to rollover other grades.
4. Select all sites that will be open in the coming school year that you want to rollover
4. Optional: Select any exit codes you wish to exclude. By selecting an exit code in this section, the rollover tool will exclude any student who has that exit code for this academic year and will not rollover that student. If true last day exits are already entered into the system you can exclude those students from rolling over and getting a new record in the upcoming school year.
6. Prior to clicking Preview Rollover if there are any users that you do not want to include in the rollover be sure to edit each of those user accounts and select "Allow Rollover" and set to "No." Click Preview Rollover.
You will see statistics on which students and users rolled over at each site you selected.
Note: This is a validation screen only. Rollover will not actually be complete until you click Execute Rollover (at the bottom of the box).
If you click the Student Summary tab you will see a student-by-student account of student rollover status, as well as the reason behind that status.
If you click the User Summary tab you will see a user-by-user account of user rollover status, as well as the reason behind that status.
If you are not pleased with the reported status, you may return to previous steps to make any necessary changes (e.g., different terms or sessions, different selected sites, etc.).
If you are pleased with the reported status, click Execute Rollover to complete the rollover process.
After the Rollover Process Has Finished (as displayed in a green banner, shown above), you have successfully rolled over your school district for the coming year. You may opt to visit the Rollover Options, Rollover Log, or View Outgoing Rollovers tabs. You will need to use the control panel to login to the newly created session prior to accessing the logs.
Final Rollover Considerations
If your district preferes to have certain records ended at the end of the school year you may opt to send in a request to firstname.lastname@example.org to end date certain programs en masse e.g., lunch programs. Please make sure you provide the exact program code you would like ended for all students in the request. This is to be done only after final Rollover is complete.
Consider making a custom report and sharing with sites so that they can easily see next year's projected enrollment.
Useful Report Fields:
Student ID, Last Name, First Name, Gender, Academic Year (from Enrollment), Grade Level (from Enrollment), Enrollment Site Name (From Enrollment).
Filter the report by Academic Year = 2018 (next year)
To view the report login to the control panel into next year's session.