Rollover Process Illustration

The Rollover Tool will scan through each individual student to determine which path (1-6 above) the student should rollover based on.  Whichever path matches first in that order, the student will rollover for that reason.

1. The rollover script first looks to see if there is any retention record created for the student for the upcoming new year.  Retentions can be found/created by navigating to Students > General > Retentions/Promotions.   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 2014-15 school year is being retained then a retention record is created for the 2015-16 year for the 4th grade. If Yes, the script also validates whether the retention/promotion school is set up to allow the next grade level the student is to be placed into.  If the Grade Level does not exist for that school, the script moves onto the next area.

Here are the generic use cases:

Retention: To be used to add a Retention for a student who is to be retained into the same grade again next year.

Promotion: Only use this option if the student is getting an extra extra bump/skipping a grade.  Example: a high achiever getting bumped from 3rd grade into 5th grade next year.  Please DO NOT add a promotion record for all students going through the "normal" promotion process i.e., grade 2 getting promoted to grade 3. These general cases of students being promoted to the next grade level will happen automatically in step 6 below.

2. Is there any future transfer data created for the student? Transfer data can be found/created by navigating to Students > General > Transfer Details.  In order for this step to work, the Transfer record must be created for the new year AND the Status must be Accepted.  If Yes, the Grade Level validation also takes place.

3. Is there a Next School defined for the student?  The Next School data can be found on the Student Demographic Details page by navigating to Students > General > Search. If Yes, the Grade Level validation also takes place.

Here are the generic use cases:

Next School:

• All End-of-Grade students who are finishing the last grade level at their current school and moving onto the next level feeder school (ie. MS, HS).  For example, a 6th grader who is being promoted from Washington Elementary to the feeder MS school (7th grade at Lincoln MS) needs to have Next School populated.
  • Keep in mind, this does NOT include those students who are granted Transfers to go to a specific school (ie. a student whose feeder school was to be Lincoln MS, but has a transfer designating him to Adams MS instead).  Assuming there is a Transfer record already entered, this unique group should not have a Next School populated.
• All students who have no transfer recorded, but expected to change to another school that isn't the same as the current.  For example, a student who is currently 3rd Grade at Pine Elementary, who is expected to promote to 4th Grade at Cone Elementary.

4. Is there a current Transfer record for the student?  Transfer data can be found/created by navigating to Students > General > Transfer Details.

Assuming a student does not have the previous 3 steps, A student whose current Transfer record meets the following two conditions will rollover based on this step:

• Transfer End Date is blank:  A blank End Date will have the term end date in parentheses (ie. (06-15-2015) ).  A transfer that has a true/real End Date, will not have parentheses around the date.  We consider a transfer record with a blank End Date as continuous and the transfer is determined to carry over into the next year.
• Transfer Status: The Status must be "Accepted" to consider into this rollover.  Any other status means that the transfer is not yet finalized.

If Yes, the Grade Level validation also takes place. If this step is successful, in addition to the new enrollment being created, the process will also automatically create a new transfer record for the upcoming year.

5. Are there any Dwelling Blocks (i.e. zones, grid codes, school of residence, etc) affiliated with the student's address?  The concept of a Dwelling Block is that, for any one Dwelling Block, there is one Elementary, one Middle, and one High School associated to it.  Whichever addresses are tied to that Dwelling Block, those are the "default" schools the students from those addresses should be going to.  To affiliate an address to a Dwelling Block, please navigate to Admin (gear) Wheel > Student Contacts > Dwellings.  To manage Dwelling Blocks and its' school affiliations, please navigate to Admin (gear) Wheel > Student Contacts > Dwelling Blocks.  If a student's address is mapped to a Dwelling Block (which has schools affiliated), Depending on the student's current grade level, the script will determine the next grade level and place the student into the appropriate school that matches that grade level.

6. The last step in the script looks at the student's current school.  If the current school supports the next grade level for the student, the student will rollover to the next grade level and be placed at the same school.  Most students generically will rollover at this step.

7. If the first 6 steps failed, the student(s) who failed will be passed over to the Rollover Error Log.