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End of Year Rollover Checklist

Please use the information below to help guide you through the End of Year Process, there are links in this list that will help you with step by step directions User Guides.

Resources are organized in the recommended order of completion.

  1. Set School Calendars

  2. Copy Catalogs Between School Years

  3. Learning Center Registration Windows

  4. Mass Copy LC Classes to the next school year 

  5. Enrollment Rollovers/Gradelevel Advancements 

Video Recording each step can be found here: End of Year Process-Videos

 
Set School Calendars:

  • Navigation: Admin > Settings > School Calendar 

  • Enter your board-approved school calendar for the next School Year


Step By Step Guide

Step 1: EOY School Calendar Rollover User Guide Click Here

Copy Catalogs between school years

  • Navigation: Admin > Transcripts > Course Catalog

  • This copy of your catalog will copy your courses from the current year to the next. Enabling you to then create classes.

  • If any changes need to be made to courses, we recommend doing that once you copy to the next school year.


Step By Step Guide

Catalogs Managed in the Individual School: Step 2 Part 1: EOY Copy Course Catalog User Guide

Catalogs Managed at the District Oversight :
Step 2 Part 2: EOY Copy District Course Catalog User Guide   
Learning Center Registration Windows

Navigation: Learning Centers>Learning Centers>Management>Define a Course Registration Window

You will create new LC Registration Window(s) for the next school year.

Step By Step Guide

Learning Center User Guide: Step 3 : EOY Create New LC User Guide


Mass Copy LC Classes to the next school year 

Navigation:  Learning Centers > Learning Centers > List Classes

This allows you to copy the classes (CMS, PLS Templates) between school year


Step By Step Guide

PLS Template Classes User Guide

EOY Copy CMS Classes User Guide

Enrollment Rollovers/Gradelevel Advancements:  

  • Navigation: Admin > Student info > Mass Changes > Enrollment Rollovers and Gradelevel Advancements

  • Use this process to exit students, retain students, and roll over students for the next school year. This might include 

Step By Step Guide

EOY Enrollment Rollovers/ Grade level Advancements User Guide

Example of a checklist that some schools have used:


  • Once all steps are complete, you can:

    1. Register Students for next years Classes
    2. Create/Send Master Agreements for next school year
    3. CALPADS: Complete EOY Submissions

  • Why put students in a pre-enroll over the summer? 

    1. Portal Access
    2. Easy access to student records during summer months
    3. Vendor Bridges - Ex: ParentSquare users - allows for communication over the summer