Rollover to the Next Academic Year for DNA

Navigation: Cog Wheel > Permissions > All Permissions > Select the Role and/or User > Select Load

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

• View Daily Attendance Calendar
• Year to Year Rollover Tool
• Site Hierarchy

The first part of rolling over to the new year is setting up your new school year calendar. You will need to manually setup your terms in the Term Manager. Once your terms look good, the only remaining step to rolling over is updating user affiliations to their sites. This is done in the Year-to-Year Rollover tool. There is no need to roll over teacher accounts. This is done automatically through your data imports. After your terms are setup and your users are rolled over, your Illuminate Automated Data Imports will "just work" with your new year's data.

Navigation: Cog Wheel > Term Manager > Select the upcoming Academic Year > Select the Session Type > Select Load >

1. Use the day adjustment tool and select GO!; or

2. Build and create terms individually and select GO!

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

Navigation: Cog Wheel > Year-to-Year Rollover

Rollover Terms

• Confirm and Select which term you are rolling over from
• Confirm and Select which term you are rolling over to
• Update your terms (Guess what? That was Step 1!)

Rollover Users

• Rollover your non-teacher users by selecting all the roles you would like to rollover to the upcoming school year
• Select Rollover

It may be a good idea NOT to overwrite the existing files on the SFTP server. Instead, backup the most recent “old” files and either save them locally or put them in a folder on the SFTP server. Whether you are using an extract tool or queries, the files that are being generated will need to be updated. Please make sure to modify your queries/extracts to pull data for the new school year.

Once the data has been verified and looks good, upload the data to the SFTP server.

Once the data is in place, enable the Automation Profile for the new year. Go to the Gear Icon > Core Data Automation Profiles > Edit

1) Select the Enable option.

2) Set the End Date to the last day of school year.

3) Confirm the Notification Address is a valid email.

4) Select Update.

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

Navigation: Cog Wheel > Core Data Import Log >

Most importantly, review your Core Data Import Log and review your imports to see if they are working as expected:

• Did we mention you need to review your import logs?
• Seriously, it's really important that you monitor your import logs!

Contact our fabulous Support Staff via email at [email protected].