DnA: Rollover to the Next Academic Year – DnA & ISE

This lesson guides those with the permission to set up the district for the upcoming year. This is for Data and Assessment (DnA) clients only.

If you have FastBridge, do not turn on the sync in FastBridge until AFTER you have uploaded and validated your 2025-2026 school year rosters in DnA.

Before You Begin

Required Permissions: Users must have the System Admin user role, with the View Daily Attendance Calendar, Year to Year Rollover Tool, and Site Hierarchy permissions.

Where to Start

Select the Admin Gear.
Under the Calendar section, select Year-to-Year Rollover.

Prepare for Year-to-Year User Rollover

The Year-to-Year Rollover tool provides each of the setup steps required before rolling over user roles to the new academic year. Use the provided links and complete each step to prepare the DnA instance for rollover.

The Year-to-Year Rollover page, listing the steps to prepare for rollover.

Site Management

Any newly added school sites or updated site information should be accounted for on the Site Management page before completing rollover.

The Year-to-Year Rollover page, with the link to update school sites and locations labeled as step 1.

From the Year-to-Year Rollover preparation page, select the update school sites & locations link.

An example Site Management page, with the edit icon labeled as step 2, Add Site labeled as step 3, and Back to Year-to-Year User Rollover labeled as step 4.

Select the edit icon to update any site information that might be changing with the new academic year, including the ID, Name, Phone, Principal, Address, Type, and Start and End Grade Levels.
Select Add Site to add a new site.
Once alterations to school sites are complete, select Back to Year-to-Year User Rollover.

To learn more about using the Site Management page, take a look at the Create/Edit a Site guide.

Manage Permissions

Ensure that your user account has the permissions required to complete the rollover process.

The Year-to-Year Rollover page, with the Learn More link labeled as step 1, and the permissions link labeled as step 2.

(Optional) From the Year-to-Year Rollover preparation page, select the Learn More link to open the Add or Edit Permissions help article to view guidance in updating user permissions.
Select the permissions link.

An example Manage Permissions page, with the Module/Category and Scope selectors labeled as step 3, the View Daily Attendance Calendar permission labeled as step 4, the Site Hierarchy permission labeled as step 5, and Back to Year-to-Year User Rollover labeled as step 6.

Use the Module/Category and Scope selectors to access the permissions for your role or your specific user account.
Ensure that your View Daily Attendance Calendar permission is set to Yes.
Ensure that your Site Hierarchy permission is set to Yes.
Once permissions are enabled, select Back to Year-to-Year User Rollover.

TIP: Use CTRL + F (for PC users) or CMD + F (for Mac users) on the computer to find these permissions easily!

Term Manager

New terms for the coming academic year must be created before rollover, with appropriate start and end dates, any needed term type updates, and terms created for any newly added school sites.

The Year-to-Year Rollover page, with the load your new school term link labeled as step 1.

From the Year-to-Year Rollover preparation page, select the load your new school term link.

An example Term Manager page, with the 2025-26 term set labeled as step 2, and the Load button labeled as step 3.

Under the Select a Term Set dropdown, select the upcoming Academic Year.
Select Load.

An example Term Manager setup for a new year, with Options 1 and 2 labeled as step 4, and the Go! buttons labeled as step 5.

Terms for the new academic year can be created using Option 1 or Option 2.
- Option 1: Copy with adjustment is recommended, and allows new terms to be created by copying last year's terms, with a shift forward or backward to match the new starting date. For example, if in 2024-2025 the first day of school was September 1, and in 2025-2026 it will be September 2, enter a 1 day adjustment. If the prior start date was September 2, and the new start date will be September 1, enter a -1 day adjustment.
- Option 2: Copy and manually build can be used if term dates for the new year will be set up differently from the prior year, and the day adjustment will not be able to correct for date changes.
Select the Go! button next to the desired option.

The Term Manager page with the Terms column labeled as step 6, and the Clean and Re-Align the Data options all highlighted and labeled as step 7.

Once the new terms are created, each Site is listed with the new term start and end dates, and term type. Make any desired edits to individual sites to ensure that term dates and types match the term calendar for the new year.

Reference the Create/Edit/Delete Terms help document for more information on creating and editing terms.

Once terms are set, select one of the Clean and Re-Align the Data options to set the calendar.

This step is critical, as it sets the Calendar for DnA. This helps the system determine what is current data, and impacts areas such as the Academic Year at the top of the interface, custom reporting, student groups, current site, grade levels, and more.

Select the green Yes, I'm done. Please clean and re-align my data button to confirm.

After using this tool, it is highly recommended to go to the Admin Gear and select Calendar to review that the calendar is accurately reflected for every school site.

Once terms have been confirmed, select Back to Year-to-Year User Rollover.

Year-to-Year User Rollover

The Year-to-Year User Rollover tool gives non-teacher users affiliations to their sites. There is no need to roll over teacher accounts, as this is done automatically through the core data imports.

The Year-to-Year Rollover page, with the Continue with User Rollover button labeled as step 1.

From the Year-to-Year Rollover preparation page, select Continue with User Rollover.

An example Year-to-Year User Rollover page, with the Curren Term and New Term dropdowns labeled as step 2, the Role checkboxes labeled as step 3, and the Copy Users to New Term button labeled as s tep 4.

The Current Term and New Term dropdowns should automatically populate with the correct term years. If either of these is incorrect, use the dropdowns to select the correct Term. If the New Term is incorrect, select Term Manager and complete the Term Manager steps above.
A table of user roles populates with a list of Roles, and the numbers of Users and their Affiliations within each role, for the current and new terms. Select the checkboxes next to the user roles to roll over from the current term to the new term.
Select Copy Users to New Term.

The Year-to-Year User Rollover with the successful users copied message labeled as step 5, and the setting up Core Data Imports link labeled as step 6.

A confirmation message appears at the top of the page once the roles have been successfully copied.
Select setting up Core Data Imports to move to the next step.

Update Extracts and Enable Core Data Imports

It is recommended to back up the most recent data files, and either save them locally, or put them in a folder on the SFTP server. Whether using an extract tool or queries, the files that are being generated will need to be updated. Make sure to modify the queries/extracts to pull data for the new academic year. See below if using courtesy scripts for Aeries or PowerSchool for details on what to update.

Once the data has been updated and verified, upload the data to the SFTP server. If desired, complete a Validation Run of data prior to uploading live data for the best results.

Once data for the upcoming academic year is on the SFTP server, enable the Automation Profile for the new year.

The Core Data Automation Profiles page can be accessed directly from the Year-to-Year User Rollover page, as indicated in the section above.
OR
Select the Admin Gear, and select Core Data Automation Profiles.

Under the Action column of the desired profile, select Edit.

Select the Enable checkbox.
Confirm the Notification Address is a valid email.
Set the End Date to the last day of the school year, or whenever the automation profile should stop importing data.
Ensure that all other automation profile settings are correct and up to date, and select Update.

Once an automation has been re-enabled, it will take a full 24 hours to run automatically. If enabling an automation today, it will not run until the following night. To see faster results, users may manually run their automation by selecting Run from the Actions column for the appropriate automation profile.

What about the rollover with PowerSchool, Aeries Extract Tools, or other SISes?

Aeries Rollover Instructions

Once you are ready to roll over to the current academic year, modify the following lines:

<add key="AeriesSchoolYear" value="2025" />
<add key="SchoolStartDate" value="2025-09-01" />
<add key=AeriesCSDatabase value=DST24000AeriesDemo />

Click to copy

PowerSchool Rollover Instructions

Once you are ready to rollover to the current academic year, access the file C:\\PS_DnAEd_Exporter\ie_export_script, and modify the following lines:

DEFINE IE_YEAR_ID =
DEFINE IE_ACADEMIC_YEAR =
DEFINE IE_FIRST_DAY =
DEFINE IE_LAST_DAY =

Click to copy

YEAR_ID refers to the calendar year in PowerSchool (i.e., 34 = 2024-2025, 35 = 2025-2026, etc.).

Sample for 2025-2026:

DEFINE IE_YEAR_ID = 35
DEFINE IE_ACADEMIC_YEAR = '2025-2026'
DEFINE IE_FIRST_DAY = '30-JUN-2025'
DEFINE IE_LAST_DAY = '30-JUN-2026'

Click to copy

SIS Rollover Summary

Student Information System	Rollover Information
Aeries API	Rollover of data will be done by DnA Data Services. District will need to complete the rollover steps in DnA as usual.
Infinite Campus	Is automatically rolled over for the new year. District will need to complete the rollover steps in DnA as usual.
Skyward (Skybuild)	Is automatically rolled over for the new year. District will need to complete the rollover steps in DnA as usual.
Skyward (Qmaltiv)	Rollover of data will be done by DnA Data Services. District will need to complete the rollover steps in DnA as usual.
Aequitas API	Rollover of data will be done by DnA Data Services. District will need to complete the rollover steps in DnA as usual.
Aequitas (Non API)	Is automatically rolled over for the new year. District will need to complete the rollover steps in DnA as usual.
Tyler	Is automatically rolled over for the new year. District will need to complete the rollover steps in DnA as usual.
PowerSchool Plugin	Is automatically rolled over for the new year. District will need to complete the rollover steps in DnA as usual.

Review Core Data Import Logs

Select the Admin Gear.
Select Core Data Import Logs.

The Core Data Import Logs page, with the Done status and ID number labeled as step 3.

Select the Status or ID number for the most recent import to review the log.

An example data log with the Rejected and Warnings columns highlighted and labeled as step 4.

Review the Core Data Import Log for Rejected records and Warnings. Resolving these errors ensures the data within DnA is up to date and accurate.

For more information, visit Reviewing Core Data Import Logs.

Next Steps

Now that the data rollover process is under way, take a look at the guide Prepare for the Coming School Year to review assessment, gradebook, and report card rollover information.