This lesson outlines the steps you will need to take to setup Summer School correctly in Illuminate DnA.
First you'll need to determine which sites will be hosting summer school and the dates for the summer school session. Summer school terms and regular academic year terms shouldn't overlap, so make sure that the start date for summer school is AFTER the last day of the regular academic year and the end date is BEFORE the first day of the next year. Then, follow the steps below to create the summer school terms for each site.
If you haven't used Illuminate during Summer School in prior years:
Please send an email to firstname.lastname@example.org with the following information and we'll create the summer school terms for you:
- Site IDs for all schools hosting summer school.
- Summer school term start and end dates for each site.
If you have used Illuminate during Summer School in prior years:
- Go to the Admin Gear and choose Term Manager under the Calendar heading.
- Check the box to include Summer School Terms, choose the appropriate term, and then click Load.
- If you've already created some summer school terms for this year, you'll see them listed and have the option to create additional terms using the Create Terms button at the bottom of the page. If you haven't created any terms for the summer session, you'll see this page:
- Choose from option 1 or 2, depending on the amount of adjustment you need to make. Option 1 will create terms automatically according to the number of days adjustment you enter in. Option 2 will allow you to manually enter term name and dates using the Create Terms button.
- Once you've created all summer school terms, remember to Clean and Re-align your Data using the button at the bottom of the page.
If You Are Choosing Option 2! Make sure to set the term name to Y for your summer school term. For further guidance on term creation, visit Create/Edit/Delete Terms using the Term Manager.
Some districts create separate school sites in their Student Information System that are used only for summer school, e.g. Thomas Jefferson Elementary Summer School. If you're using a completely different site for your summer school session (i.e. a site that's not in session during the regular academic year), please vist Create/Edit a Site for guidance on how to create a new site in Illuminate.
Uploading data files for summer school is essentially the same as it is during the regular academic year, with a few adjustments. While the specific scripts for each district will be different, here are some general guidelines.
- Your summer school import should include the following core data files: Courses, Users, Studemo, Enrollment, Mastschd, and Roster
- You'll need to change the Session Type ID value in your Enrollment, Mastschd, and Roster files from 1 to 2. Note that if the session type is not specified, the default value is 1 and your summer school data will not import correctly.
You should manually import your summer school data files using the validation only option before automating the data. For additional import on processing a one-time import, please review this help document: Processing a One-Time Import.
When the normal academic year ends, the Automation Profile is shut off until the rollover process is completed. If you'd like your automation profile to import your summer school data nightly, you'll want to re-enable the automation profile. Please follow the steps below:
1. Click on Administration Gear and select Core Data Automation Profiles from the Data heading.
2. Locate the appropriate Automation Profile (most sites will have a single automation profile).
3. Click on Edit and then check the box for Enable.
4. Set the end date of the automation profile to be the last day of Summer School.
5. Click Save.
Now that you have set up Summer School in Illuminate, make sure your Summer School Staff and Sites have the correct roles, permissions, and affiliations. Visit DnA: Site Management for more details. When Summer school ends, you'll want to complete the rollover process. Visit Rollover to the Next Academic Year for DNA for more details.