Rollover to the Next Academic Year for DNA – DnA & ISE

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 you 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 2024-2025 school year rosters in DnA.

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

The Search button, and the Admin Gear button.

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

System Admin must assign the following permissions to their role in order to complete the rest of the rollover 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 set up terms in the Term Manager.

Select the Admin Gear.
Select Term Manager.

The Term Manager page with the Select a Term Set dropdown selected and labeled as step 3, and the Load button labeled as step 4.

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

The options message stating that there are no defined terms yet. Option 1 includes a field to enter a number for a day adjustment, labeled as step 5, and both options contain a Go! button, labeled as step 6.

Terms 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 2023-2024 the first day of school was September 1, and in 2024-2025 it will be September 2, 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.

If receiving the error message "Oops, Looks like something went wrong," or if you 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.

Edit and Finalize Terms

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

The Term Manager page with the Clean and Re-Align the Data options all highlighted. One is at the top of the page, a second is within a warning message towards the top of the page, and the last is a button option at the bottom of the page.

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 on every school.

Step 3: Year-to-Year Rollover

Use the Year-to-Year Rollover tool 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.

Select the Admin Gear.
Select Year-to-Year Rollover.

The Year-to-Year Rollover page with the Rollover From dropdown labeled as step 3, the Rollover To dropdown labeled as step 4, and the Number of Terms and Sites table labeled as step 5.

In the Rollover from dropdown, select the previous/current academic year.
In the Rollover to dropdown, select the upcoming academic year.
Verify the term and site 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.).

A continuation of the Year-to-Year Rollover page with the checkboxes in the Roles table labeled as step 6, and the Rollover button labeled as step 7.

Use the checkboxes to select all the non-teacher roles that need to be rolled over.
Select the 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

Back up 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.

Select the Admin Gear.
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.
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 be 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="2024" />
<add key="SchoolStartDate" value="2024-09-01" />
<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., 33 = 2023-2024, 34 = 2024-2025, etc.).

Sample for 2024-2025:

DEFINE IE_YEAR_ID = 34
DEFINE IE_ACADEMIC_YEAR = '2024-2025'
DEFINE IE_FIRST_DAY = '30-JUN-2024'
DEFINE IE_LAST_DAY = '30-JUN-2025'

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.

Step 5: Review Core Data Import Logs

Select the Administration Gear.
Select Core Data Import Logs.

The Core Data Import Logs page with one of the green Finished bubbles labeled as step 3.

Select Finished 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.