--- title: "End of Year Rollover - Best Practices Guide" slug: "end-of-year-rollover-review-best-practices-guide" updated: 2026-08-17T23:42:13Z published: 2026-08-17T23:42:13Z canonical: "help.schoolwise.com/end-of-year-rollover-review-best-practices-guide" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.schoolwise.com/llms.txt > Use this file to discover all available pages before exploring further. # End of Year Rollover - Best Practices Guide ## 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 or re-enroll former students in a school at any time. The calendar for the new school year does not have to be setup if you want to pre-enroll a student on the first day of school in the new school year (the calendar needs setup if you want to pre-enroll a student on a specific date). The rollover from the current school year to the upcoming school year does not have to be complete to enroll students in the new school year. 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 in the live SIS database until after rollover to accommodate grade level changes and school enrollment changes. [Click here for school enrollment instructions](https://help.schoolwise.com/docs/enrollment-in-school). ### **Do I have to change a student’s grade level at EOY to indicate they have been promoted to the next grade level?** NO - SchoolWise will handle the grade level promotion during rollover. ### **Do I have to unenroll students at EOY who are Graduating/Matriculating?** DO NOT manually unenroll these students from school/classes/programs. SchoolWise will handle the bulk exits of Graduating/Matriculating students during rollover. ### **Do I have to unenroll students at EOY who are not Graduating/Matriculating?** DO NOT manually unenroll students from school/classes/programs if you expect they will return to your school next year. If you know of any students who are not coming back to your school, you should un-enroll them from school on the last day in seat (last day in attendance). DO NOT manually unenroll students from school/classes/programs unless you are certain they are not returning to your school. ### What about E155? The SENR E155 SSID Enrollment CALPADS Export should only run AFTER End-of-Year Rollover. This export file provides the required CALPADS E155 exit codes for students who complete the school year and plan to return to the same school the following year. ### What about program records? DO NOT manually unenroll students from programs at the end of the school year. Most program records are left open continuously while a student is enrolled in your school, but the CDE requires some program records to be closed at the end of each school year (Ex. Free Meal Program, Reduced-Price Meal Program, Title I Part A Basic Targeted, Title I Part A Neglected, Homeless Program). SchoolWise will close the necessary program records during rollover. ## Pre-Rollover Checklist 1. ### **School Calendar Setup** a) Send your board-approved School Calendar to [chad@schoolwise.com](mailto:chad@schoolwise.com) for review. b) Indicate which schools for your LEA will be active in the upcoming school year and what calendar/marking periods will be used at each school. SchoolWise support will setup a calendar for each school that will be active in the upcoming school year. c) Academic School Year: It is crucial to pay careful attention to academic school year start/end dates, ADA months (these dates impact PADC ADA reporting periods), day type, total in-session days (instructional days), and marking periods. If needed, the day type for a specific date can be changed after the calendar has been created in the SchoolWise desktop app. [Click here](https://help.schoolwise.com/docs/school-calendar-setup) for more calendar setup information. d) Fiscal School Year (July 1 – June 30): The California Department of Education (CDE) operates on a fiscal school year that runs from July 1 to June 30. Expanded Learning Program and/or Attendance Recovery records have to be reported to CALPADS for the fiscal school year (July 1 – June 30). e) Summer School: Which type of calendar do you want setup, an ELP 365 day extended calendar track for the fiscal school year (July 1 – June 30) or a separate summer school calendar? e) Once your calendar is setup, it's a good idea to verify everything by running the desktop School Calendar reports. You can also view your school calendar in desktop app or web app. Note that minimum days are not marked in the calendar. - If you plan on operating ELP and/or AR on non-in-session days (non-instructional days), an alternate ELP 365 day extended calendar track for the fiscal school year (July 1 – June 30) can be setup so you can take attendance on in-session weekdays and non-in-session dates (holiday, intersession, weekend, etc). Please indicate the specific dates ELP and/or AR will be offered so the ELP day can be enabled in the ELP 365 day extended calendar track. - If you plan on operating ELP and/or AR only on in-session dates (before school or after school) during the academic school year, the regular academic calendar track can be used to take attendance on in-session weekdays. - Schools that operate an expanded learning program or an attendance recovery program outside the regular academic school year should use the ELP 365 day extended calendar track for the 12 month fiscal school year (July 1 – June 30). If your summer school spans 2 fiscal school years, it should be setup as two separate sessions, one for each fiscal school year (since ELP and/or AR records must be reported to CALPADS for the fiscal school year). Ex. 2026 Summer School: June 2026 must be reported in the 2025-26 fiscal school year, while July 2026 must be reported in the 2026-27 fiscal school year. - A separate summer school calendar should be setup for these scenarios: 1. High schools operating a credit recovery program (to make up academic credits to graduate). 2. Schools operating an Extended School Year (ESY) for Special Ed students, since ADA may be collected. 3. Schools operating a Migrant Education Extended Year Program (MEEYP), since ADA may be collected. 2. ### **School Operational Changes** Please notify SchoolWise support of any major changes to your school or district. Create a list of these changes for SchoolWise to review. - Are any 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)? - Do Summer School sessions need to be set up? ### **3. Mark Retained Students** This 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.

 

 ### **4. 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. ### **5. Schedule the Rollover** Send an email to [chad@schoolwise.com](mailto:chad@schoolwise.com) to schedule the rollover. Rollover will be scheduled first come, first serve, but if you need it 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 previous 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 prior to the start of the new school year. ### **1.** **Exit/Enroll Staff** Now is a good time to enter/enroll new staff members who will be working at your school. A school security admin can manage staff records in the SchoolWise Desktop application Staff Form – Schools Page Tab. [Click here](https://help.schoolwise.com/docs/staff-records) for additional information regarding management of staff records. You should exit/unenroll (not delete) former staff when they cease working for your school. We recommend you disable all old user accounts (desktop & web) for former staff. [Click here](https://help.schoolwise.com/docs/schoolwise-user-security#best-practices) for additional information regarding user security best practices. ### **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). ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48039852346/original/-sUDAeL0F26zKHPvHARBE0tkzaXHWPML5w.png?1589401449) ### **3. Course 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. ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48039852325/original/8f_wE5XLrqN-epQyY-ZWDPtXgXgM2GhZ4g.png?1589401441) 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. Reports with ‘No ADA’ in the report title can be run without students being enrolled in their ADA Grade Level (Period 0H) class. ### **5. 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) once the new calendar has been setup. Go to the District Setup Menu (top left-hand corner of SchoolWise) and select - Accounting Items Setup. ![](https://cdn.document360.io/a9a44193-1aef-416c-8e45-ad587af00e29/Images/Documentation/image-DNKIV35S.png) ![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48039852312/original/Wc58t1YpZQ2vXD977RheUSpn_WhGDyrWQg.png?1589401425) - If you had meal items setup 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 implement any required changes before any meals are scanned.** ### **6. Online Registration** For those using the [SchoolWise Online Registration](https://help.schoolwise.com/docs/online-registration-overview) system: Form packets need to be published ([click here](https://help.schoolwise.com/docs/online-registration-setup) for setup instructions) and processed ([click here](https://help.schoolwise.com/docs/manage-online-registration) for instructions). ### **7. School Alerts** For those using the [SchoolWise School Alerts](https://help.schoolwise.com/docs/school-alerts-overview) system**:** Automated recurring alerts need to be rescheduled each school year! If you click the actions wheel and edit alert contents, you can review/edit your old alert and set the new delivery time. [Click here for instructions](https://help.schoolwise.com/docs/recurring-alerts). ### **8. Automated Exports** For those using automated exports sent to an external service vendor: Export files will need to be updated to pull data (ex. class rosters) for the new school year. Once students have been enrolled in their ADA Grade Level (Period 0H) class for the new school year, please update your automated exports as follows: - In the SchoolWise Desktop Application, open the **Schools** Form. - Select the District from the list of schools 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 in the ‘**School Year**’ dropdown picklist. - The exports will be updated and uploaded to external service vendors at the scheduled times (usually once daily after 6pm). - There may be additional steps you need to perform for each specific vendor (eg. Clever sometimes pauses their ingestion of data during the summer). ### **9. CAASPP/ELPAC Student Score Reports (SSRs)** Remember that TOMS SIS Vendor Credentials must be regenerated every year (365 days) to continue the seamless distribution of CAASPP/ELPAC Student Score Reports (SSRs) in the SchoolWise Parent-Student Portals. [Click here](https://help.schoolwise.com/docs/how-to-link-toms-sis-vendor-credentials-in-schoolwise) for instructions.