Kentucky End of Year Processes

Session 1

Agenda• Introductions & Housekeeping• Outcomes & Agenda Review• Grading Closeout• Student level Closeout• Staff Closeout• Graduation Data Entry• Enrollment End Batch• Process Inbox Notifications• Inactive Accounts• Calendar Rights

Outcome of Today• Working with the other staff from your district, create a

checklist for completing end of year processes– For each major step on our agenda identify

• Responsible person• Timeline/deadline for completing that process

Overview of EOY Processing

End of year processing involves preparation for the next school year, closing out student information for the current calendar year, completing and submission of end of year reports.

Grading Closeout

• Grading & Standards >Reports > Grades Report

• Make sure that all teachers have turned in grades

Missing Grades Report

Grading Closeout

• System Admin>Student Portfolio>Transcript Post

• Conditions needed fora grade to be transcripted• Grading Task marked

Post to Transcript• Course has Transcript

box checked• Grading Task is

assigned a credit type and amount

• Teachers have posted final grades

Transcript Post

Grading Closeout

• Student Information>General>Transcript

• Select Edit in front of grade that needs to be changed

• Make necessary changes and Select Save

Changing Transcript Grades

Grading Closeout

• Final Grading Window– Be sure to close the grading windows to “lock” data for the

last term– Grading & Standards>Reports>Grading Window

• Report Card batch– Do paper copies need to be run for student’s paper

cumulative files?

• Cumulative Labels– Are student cumulative labels needed?– Grading & Standards>Reports>Cumulative Labels

Other Considerations:

Student Closeout

• System Admin> Lockers> Locker Batch End Wizard

• End date or delete latest locker assignments.

• Select the correct locations, types and grade levels to end date

Locker Assignments

Student Closeout

• System Admin> Lockers> Combination Rotation Wizard

• Run Combination Rotation Wizard to change the combinations in the system IF the actual combination will be changed over the summer

Locker Assignments cont’d

Student Closeout

• Student information> Reports

• Fee Billing Batch will print final billing statements suitable for mailing

Fees

Student Closeout

• Student information> Reports

• Fee Audit will find overpaid/underpaid accounts for further action

Fees cont’d

Staff Closeout• Employment Assignments

should be modified for those being assigned to new sites in the district

• District Assignment and Employment Assignment should be ended for staff members who are leaving the district

Staff Closeout

• Deactivate user accounts for staff who are leaving the district.

• Enter an expiration date for the account to be disabled.

User Accounts

Graduation Data EntryGraduate Enrollment Records

• System Admin> Student> Enrollment End Batch

• Process graduation information

• Students marked as retained or demoted will not be processed

• Do not include any other grades

Graduation Data EntryGraduate Data Elements

• Student Information> General> Enrollments> Graduation Editor

• Transition status and NCLB status needs to be entered in the Graduation Editor

Ending Enrollments

• Student Information> General> Enrollments> General Enrollment Information

• Manually mark a student as being demoted, promoted or retained

• Select the calendar and grade level that the student will be in next year

Enrollment Records

Ending Enrollments

• System Admin>Student> Enrollment End Batch

• Ends student’s enrollment if their enrollment has not been ended already• Run first for 12th grade

graduates• Run for other grade

levels

Be sure that Enrollment Roll Forward has been run (and enrollments for next year have been created) BEFORE

using Enrollment End Batch.

Enrollment End Batch

Cleaning Up Enrollments

• System Admin>Student> Enrollment Clean up Wizard

• Clean up enrollment records rolled forward prior to a student withdrawing

• Only removes enrollments created by the Enrollment Roll Forward tool if• Student's end date is

prior to the last day of the last term

• Student has not re-enrolled in the same calendar and grade.

Enrollment Clean up Wizard

Process Inbox Notifications• Vertical Interoperability

messages can be deleted• Transfer Released

messages can be deleted• Request for you to Release

messages can be deleted after releasing• If request is for next year,

do not release until end of the year processes are complete

• Waiting messages should not be deleted until records are released

User Rights: Inactive Accounts• Deactivate/delete accounts of people who will not need access

in future• Graduated or moved students and their parents (if they

have no younger children in the district)• Staff members leaving the district

• Ad hoc may be used to find accounts to deactivate or delete• Employment.districtEndDate

(<= a certain date, is not null, etc)

Calendar Rights

• Change individual and group calendar rights according to district policy and procedures.

• Does access to 08-09 become read-only for a time?

• Does access to 08-09 get removed for a group/user?

• When do staff get access to the 09-10 school year?

Verify 09-10 Setup

• Calendar• Start and end dates for next year correct?• Term dates and period times correct?

• Enrollment start dates set for the first day of instruction?• Are student schedules complete?