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 you receive the error message "Oops, Looks like something went wrong", or cannot see all of your terms, skip to Step 3 and use the Year-to-Year Rollover tool. Then, come back to Step 2 to edit your terms.
Before You Begin
Add or Close Sites:
Do you have any new sites coming on board or closing any sites? Visit Create/Edit a Site to make any updates to sites prior to completing rollover.
Rollover
- 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 follow 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 your computer to find these permissions easily!
Create New Terms
Create terms for the next academic year. You will need to manually setup your 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.
OR
- Build and create terms individually and select Go! This option copies the same dates from the previous academic year.
If you receive the error message "Oops, Looks like something went wrong", or cannot see all of your terms, skip to Step 3 and use the Year-to-Year Rollover tool. Then, come back to Step 2 to edit your terms.
Edit and Finalize Terms
Reference our Create/Edit/Delete Term Manager help document for more information on editing terms.
- Once your 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.
If you receive the error message "Oops, Looks like something went wrong", or cannot see all of your terms, skip to Step 3 and use the Year-to-Year Rollover tool. Then, come back to Step 2 to edit your terms.
- Click 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 selecting Calendar to review the calendar is accurately reflected on every school.
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 open/closing or a change in term type (from semesters to yearlong, etc)
- Use the checkboxes to select all the non-teacher roles you would like to roll over.
- Click the blue Rollover button to confirm.
If you received an error on Step 2, you can now return to the Term Manager to edit your terms as needed.
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. See below if you are 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 for the automation profile to enable.
- 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.
Aeries Rollover Instructions
https://www.illuminateed.com/resources/downloads/aeries-extract-tool/
<add key="AeriesSchoolYear" value="2021" />
<add key="SchoolStartDate" value="2021-09-01" />
<add key=AeriesCSDatabase value=DST21000AeriesDemo />
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 2021-2022
DEFINE IE_YEAR_ID = 31 *
DEFINE IE_ACADEMIC_YEAR = ‘2021-2022’
DEFINE IE_FIRST_DAY = ‘30-JUN-2021’
DEFINE IE_LAST_DAY = ‘30-JUN-2022’ **
* YEAR_ID refers to the Calendar year in Powerschool. (i.e: 31 = 2021-2022, 32 = 2022-2023, etc.)
- 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.