Rollover to the Next Academic Year for DNA – Illuminate Education

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

If receiving the error message "Oops, Looks like something went wrong", or cannot see all of the terms, skip to Step 3 and use the Year-to-Year Rollover tool. Then, come back to Step 2 to edit the terms.

If you have FastBridge, do not turn on the sync in FastBridge until AFTER you have uploaded and validated your 2022-2023 school year rosters in DnA.

Rollover Process

Before You Begin

Add or Close Sites:

Have any new sites coming on board or any sites closing? Visit Create/Edit a Site to make any updates to sites prior to completing rollover.

Rollover

Step 1: Permissions

Go to the Admin Gear and select Permissions OR use the Quick Switcher and search Permissions.
Select the Role and/or User as the Scope.
Select Load

System Admin must assign the following permissions to their role in order to complete the following steps:

View Daily Attendance Calendar
Year to Year Rollover Tool
Site Hierarchy

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

Step 2: Term Manager and Calendar

Create New Terms

Create terms for the next academic year. Users will will need to manually setup terms in the Term Manager.

Go to the Admin Gear and select Term Manager.
Select the upcoming Academic Year.
Select the Session Type .
Select Load.
Use the day adjustment tool and select Go! For example, if in 2020-2021, the first day of school was September 1, and in 2021-2021 it will be September 2, enter a 1 day adjustment.

Build and create terms individually and select Go! This option copies the same dates from the previous academic year.

Edit and Finalize Terms

Reference our Create/Edit/Delete Term Manager help document for more information on editing terms.

Once terms are set, click 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 the calendar is accurately reflected on every school.

Step 3: Year-to-Year Rollover

Use Year-to-Year Rollover to give 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.

Go to the Admin Gear and select Year-to-Year Rollover.
In the Select Rollover from dropdown, select the previous/current academic year.
In the Select Rollover to dropdown, select the upcoming academic year.
Verify the term counts between the two academic years. These numbers may not match exactly based on sites opening and closing or a change in term type (from semesters to yearlong, etc)

Use the checkboxes to select all the non-teacher roles that need to roll over.
select the blue Rollover button to confirm.

If receiving an error on Step 2, users can now return to the Term Manager to edit terms as needed.

Step 4: Update Extracts and Enable Core Data Imports

Backup the most recent 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. Please make sure to modify the queries/extracts to pull data for the new school year. See below if using courtesy scripts for Aeries or PowerSchool for details on what to update.

Once the data has been verified and looks good, upload the data to the SFTP server. If needed, 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, enable the Automation Profile for the new year.

Go to the Admin Gear and select Core Data Automation Profiles.
Select Edit.
Select the Enable option.
Confirm the Notification Address is a valid email.
Set the End Date to the last day of school year.
Select Update.

Check back in the morning to review the Core Data Import Logs.

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

Aeries: If you are not already extracting data nightly from the Aeries API, please contact your Illuminate CSM who can connect you with our Data Services team. We may have already tried reaching out for this transition via ZenDesk. We are hoping to move all Aeries districts to the API by July 1st, 2022.

Aeries Rollover Instructions

https://www.illuminateed.com/resources/downloads/aeries-extract-tool/

PowerSchool Rollover Instructions

Once you are ready to rollover to the current academic year, modify the following lines in this file:

C:\\PS_IlluminateEd_Exporter\ie_export_script:

DEFINE IE_YEAR_ID =

DEFINE IE_ACADEMIC_YEAR =

DEFINE IE_FIRST_DAY =

DEFINE IE_LAST_DAY =

Sample for 2022-2023

DEFINE IE_YEAR_ID = 32

DEFINE IE_ACADEMIC_YEAR = '2022-2023'

DEFINE IE_FIRST_DAY = '30-JUN-2022'

DEFINE IE_LAST_DAY = '30-JUN-2023'

* YEAR_ID refers to the Calendar year in Powerschool. (i.e: 31 = 2021-2022, 32 = 2022-2023, etc.)

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

Step 5: Review Core Data Import Logs

Go to the Administration Gear.
Select Core Data Import Logs.
Select Finished for the most recent import to review the log.

Review the Core Data Import Log for Rejected records and Warnings. Resolving these errors ensure 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 Next Year to review assessment, gradebook, and report card rollover information.

DnA Rollover Guide _ 2022.pdf
2 MB Download

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