Top Questions asked about Rollover and End of Year
When can I enter new students into SchoolWise?
You can enter new student records at any time in SchoolWise. You can pre-enroll new students in a school at any time in SchoolWise (the initial school enrollment date should be the first day they attend school). The rollover from the current school year to the upcoming school year does not have to be complete to do this. The calendar for the new school year does not have to be setup to do this. The only limitation is that students can't be pre-enrolled in a class for the upcoming school year until after rollover has been completed. Class scheduling for the new school year can’t be done until after rollover has happened.
If you re-enroll a former student, note that the end-of-year rollover auto-advance grade level only works for currently enrolled students. When there are enrollment gaps, you have to define the correct grade level when a student is re-enrolled. We have no way of knowing what educational progress was made during the enrollment gap time period.
What about E155?
E155 is now part of CALPADS EOY and should only be done AFTER rollover. The E155 extract sends up the exits for any students who attended school last year and are still enrolled in the district. PLEASE DO NOT Bulk Unenroll students from their classes.
Do I have to unenroll students who are Graduating/Matriculating before EOY?
If you know of any students who are not coming back, you should un-enroll them from school on the last day in seat (last day in attendance).
Please DO NOT manually unenroll students from school/classes/programs unless you are certain they are not returning.
Most program unenrollments and matriculations will happen automatically during the rollover process.
Pre-Rollover Checklist
Send a copy of the Board Approved Calendar to chad@schoolwise.com for review/setup. Please indicate which schools in your district will be active in the upcoming year and what calendar/marking periods will be used at each school.
SchoolWise will Create the New School Calendar for each school that is still active. It is crucial to pay careful attention to: ADA-Registration months, non-attendance days, marking periods, start/end dates and total in-session days. Once the calendar is setup it's a good idea to review the report called: "School Calendar" for final approval. Minimum days are not marked in the calendar.
Exit/Enroll Staff. Make sure to exit staff that you know are not coming back next year (remember to use the last day in seat - last day of attendance just like students). You can do this on the Staff Form – Schools Page Tab, “Right Click” on the school assignment and select Unenroll. Also, now is a good time to enter new staff members that will be coming to the school.
Mark Retained Students (this can be done at any time) – if you know of any students who are not moving up a grade level, they need to be marked as "Retained". You can mark retained students using the Student Form – Enrollment Page – Class Schedule (bottom page tab). “Right Click on the Grade Level class that the student is being retained in (as shown below). If you don’t know if the student will be retained, it’s ok to change this after rollover.
Bulk Matriculation/Graduation List for Rollover.
Do any students matriculate from one school to another in bulk? Please make a note of any bulk student matriculation and let SchoolWise support know at rollover time. Ex. Maybe a K-6 school in your district has all 6th graders move up to 7th grade into the middle school.
We also need to know what grades we can bulk graduate. Ex all 12th graders graduate in bulk from the high school, or all 8th graders graduate in bulk from the middle school and leave the school district.
Please notify SchoolWise support of any major changes to your school or district. Create a list of these changes for SchoolWise to review. For instance, are any:
Are new schools being added?
Are any schools closing/merging?
Are there any grade level changes for a school? (i.e. was a K-8 now K-6)?
CDS code change?
Marking period changes (Ex. Trimesters to Quarters)?
Marking system changes (Ex. letter-grade to standards-based)?
Summer School sessions that need to be set up
Schedule the Rollover. Send an email to chad@schoolwise.com to schedule the rollover. Rollovers will be scheduled first come first serve, but if you need one done ASAP – please let us know so we can help!
During-Rollover Checklist
When SchoolWise support is on the phone with you doing the rollover, these are the questions that we will ask.
1. Free/Reduced Meal Program Rollover
CALPADS requires that all students that were in the Free/Reduced Meal program this year, be exited from that program at the end of the school year. During the rollover, SchoolWise automatically un-enrolls students from the Meal program at the end of the school year.
ACTION ITEM – Do you want us to AUTO re-enroll students into the Meal Program?
At this time using the rollover tools we can automatically re-enroll students back into the same Meal Program (but marked as Unverified) for the new school year. If we do this - students will start on day 1 of the new school year with the same Meal Program enrollment as the one they ended the year with. It is very important that we know what you want to do before we do the rollover.
2. Course Section Rollover
All class sections (grade level, 0H, and academic) from the previous year (empty or not) are assumed to be active and are copied over to the new year at rollover. It is best to review all of your class sections. Courses that are no longer being used can be closed. Sections that have never been used can be deleted (sections that never had any students enrolled in them).
Post-Rollover Checklist
After the above rollover process is complete, there are a few items that you might want to review.
1. Meal Item Rollover
For those using the SchoolWise Meal Program - a Meal Item rollover needs to be completed before you can scan meals for the new year. Meal Items are District-wide and need to be set up every year. This can be done easily (after the rollover) and once the new calendar has been setup.
Go to the District Setup Menu (top left-hand corner of SchoolWise) and select - Meal Item Setup. (as seen above).
If you had meal items last year just click on the ‘Copy Items from a Previous Year’ button to automatically add your meal items from last year to this year.
Review your meal item prices and update any changes, you are ready to scan meals!
2. Course Section Review
Even though the sections were all copied over from the previous year, teachers and classroom changes may have occurred. Log into the new school year and click on the Courses form. From here you can make any changes that are required (edit sections, change teachers, close courses that are no longer in use).
3. Bulk Enrollment
Once all the course sections have been setup and teachers assigned, it's time to bulk-enroll students. Use the Enrollment Form – Bulk Enroll Button to begin. Select the date to enroll, Double click individual students or use the Double Arrows to move all to the Right for enrollment. Remember Right to Enroll – Left to Leave Unenrolled.
4. Automated Exports
Many automated exports use data linked to a specific school year (ex. class rosters). When your school is ready to update your existing automated exports to pull data for the new school year (after students are enrolled in their ADA Grade Level (Period 0H) class), please do the following: In the SchoolWise Desktop Application, open the Schools Form. Select the District and go to the Extra Info tab. From there, select the ‘Automated Exports’ item, enable edit mode, and then change the old school year to the new school year. Click here for more information.
5. Fiscal Year Rollover
All accounting transactions (including meal scanning) are based on a fiscal school year, which runs July 1 - June 30. A fiscal year rollover needs to be completed after June 30th of each year before any accounting transactions can be processed in the new fiscal year (after June 30th).
Make sure all old meal transactions have been entered (meals scanned), and all old accounting transactions have been entered (Ex. manual checks or cash payments), and any necessary accounting adjustments have been made prior to your fiscal year rollover. Ideally, you should run the trial balance report and confirm everything has been entered correctly.
The Fiscal Year rollover is now completed automatically on July 1. The old fiscal year will be closed out, and all outstanding balances will be rolled over to the new fiscal year. Those who need to edit old accounting records for the previous fiscal year can do so while the accounting maintenance mode is still enabled at the beginning of the new school year. The account balance forward from the prior fiscal year will be recalculated automatically each night after changes have been made. No further changes can be made to the prior fiscal year accounting transactions unless the accounting maintenance mode has been enabled.
When the accounting maintenance mode is enabled, accounting transaction changes can be processed in the prior fiscal year. The transaction record must be entered in the current fiscal year but it can be backdated to the prior fiscal year. Once the transaction has been entered and backdated to the prior fiscal year, it can’t be deleted (unless you re-open the prior fiscal year). The account balance forward from the prior fiscal year will be recalculated automatically.
6. Reports
Many reports and exports require students to be enrolled in their ADA Grade Level (Period 0H) class. If you are getting 'No Results' when you run a report, please verify that you have students enrolled in the school year you have selected.