How do I prep for the rollover process?

What's in this article?

• What steps do I need to take before running the rollover process?
  • User Permissions
  • Clear on Roll Over
  • Rolling Over Waiting Lists
  • Student Grades, Status, and Roll Over

What steps do I need to take before running the rollover process?

1. Make sure all data intended to roll over is in the source/current year.
2. Be in the latest year context in the year selector at the top of the page. For example, if you are ready to roll over to the 2024/2025 school year, you will need to be in the 2023/2024 school year.
3. Ensure the user permissions to access running the rollover are enabled for the appropriate user(s). In order for a user to roll over the system, they must be part of a user group that has the "Roll Over" user permission enabled. By default, all Super Admin user groups will have this setting enabled.
4. Review the “clear field on rollover” settings in your form(s). If you have any data fields in your form process that you do not want to copy to the next year, then you will need to enable the "Clear on Roll Over" checkbox on that specific field. If this is not enabled for any given field, data associated with that field will carry over from year to year for each student. In other words, it will populate in the form for a parent when they submit new applications for the same student.
   • Pro Tip: Use the Form Field Download button on the Settings > Forms page to review all fields across all of your forms to confirm which fields have been marked to "clear data on roll over".
   • If a field is set to clear on rollover in any form process, it will clear, even if not set to clear in another form proces. To prevent a field from clearing, review the Form Field Download carefully.
5. If waitlists should roll over into the new year, enable the rollover waitlists setting in global lottery settings and in program lottery settings
   • Globally (Settings > Lotteries > Lottery Settings > “Rollover waiting lists when the school year is rolled over”)
   • Program (Settings > ‘Schools/Programs’ > Manage Programs > Edit the program > Lottery Setting tab > “Roll Over Waiting List”)
   • New Year Waitlist Application Status (Settings > Applications)
     • This determines if waitlist placements that are rolled over must have parents resubmit an application in order to hold their waitlist status, or if their application is submitted and eligible by default in the new year
6. Students that are to be retained in their current grade or allowed to skip ahead a grade must be marked as “Skip a Grade” and “Retained” as applicable for each student. This is done in the student profile.
7. Disable the Sync Service nightly import in Settings > General. Disabling the sync import will prevent any potential issues with student data importing into the wrong school year. While unlikely, caution is always encouraged.

Remember: All data from previous school years will remain accessible using the school year drop-down at the top right of the screen. No data will be removed from existing school years during this process.

User Permissions

The very first thing to check is user permissions. In order for a user to roll over the system, they must be part of a user group that has the "Roll Over" user permission enabled. By default, all Super Admin user groups will have this setting enabled.

 

Clear on Roll Over

Clearing Form Fields on Roll Over

If you have any fields in your form process that you do not want to copy to the next year, then you will need to enable the "Clear on Roll Over" checkbox on that specific field.

• Pro Tip: Use the Form Field Download csv to review all fields across all forms to confirm which are cuurently set to Clear on Roll Over.

Signature fields are always cleared!

Custom Field Roll Over: Things to Remember

• Takes place after the initial moving of table data for the corresponding model.
• Only moves over the fields that are not set to clear on rollover.
• Only moves fields for the records that were copied over to the new year.

Note: If a field is marked Clear on Roll Over in any form, it will be cleared in all forms. To keep a field’s data, make sure Clear on Roll Over is turned off for that field across every form. You can use your Form Field Download to quickly verify this.

Clearing Lottery Priorities on Roll Over

• Review the “clear on roll over” settings in lottery priorities. If any priorities should clear out for students year over year, this setting should be enabled for those priorities. If this is not enabled for any specific lottery priority, then students who qualified for that priority in the previous year will still qualify for that priority in the newly created year.

 

Rolling Over Waiting Lists

Some organizations want to copy only the waitlisted applications to the new year so that those students are at the top of the rank for next year.

In order to have the wait lists roll over, the global setting needs to be enabled, as well as the Program level settings, before the rollover process is started.

Admins can also determine if waitlist placements that are rolled over must have parents resubmit an application in order to hold their waitlist status, or if their application is submitted and eligible by default in the new year

Settings > Lotteries

Settings > Schools/Programs > Manage Programs > Edit

Settings > Applications

Student Grades, Status, and Rollover

Grades

By default, students will be promoted by one grade level during the rollover process. If a student is in Kindergarten in the 2022-2023 school year, then when the rollover is completed that student will automatically move to grade 1.

If a student is to be retained a grade, then the "Retained" checkbox will need to be selected on that student's profile. This will ensure that when the rollover occurs, the student will not move on to the next grade and will be indicated as repeating the grade from the previous school year.

If a student is to skip a grade, then the "Skip a Grade" checkbox will need to be selected on that student's profile. This will ensure that when the rollover occurs, the student will be promoted two grades. For example, if a Kindergarten student has this checkbox selected in the 2022-2023 school year, then when the rollover is completed to the 2023-2024 school year they will move to grade 2.

Status

If you use Registrations on SchoolMint Enroll, by default, students who are marked as Approved for their registration at the time of roll over will be updated from New to Returning during the rollover process. If a student is new in the 2022-2023 school year, then when the rollover is completed that student will automatically be updated to Returning in the 2023-2024 school year.

If a student is still In Processing in the current school year, they will not be updated to Returning status in the new school year. While not required, we typically recommend having Registrations finalized before rollover for this reason. However, this can be updated manually within the student profile, or through a student import in Sync Service.

Students > Edit

Next Step: Run the Rollover Process