What's in this article?
- What To Do After Roll Over Is Complete?
- Update Sync Settings
- Updating Lottery Cutoffs
- Adjust Any Date Settings
- Creating Event Sessions
- Confirm Auto-Add Setting (for Waitlist Roll Overs Only)
- Updating the Default Year and Guardian Access
What To Do After Roll Over Is Complete?
- Perform the necessary yearly edits to programs, schools, form processes, etc. to prep for the new school year and launch to parents.
- If your site is using Sync Service, you'll need to update the Year Sync setting so that the correct school year is syncing with your SIS.
- Update Lottery Cutoff numbers.
- Double-check date settings for applications, registrations, and other areas (like grade birthdate ranges).
- If your site is using Scheduling, you will need to create new sessions for the existing events.
- Perform changes on anything that you want to be different than last year.
- When Enroll's new year is ready for parents and has been tested thoroughly, update the default year and the parent access year to the new school year.
Update Sync Settings
By default, the Sync for the new year is OFF. Right before you run the rollover for their SIS, you can turn off the sync for all years in Enroll. After the SIS roll over is complete, the settings in Enroll can be updated so that the SIS sync for the new year is enabled.
Enabling the SIS new year prevents syncing of student data either from or to Enroll to update with outdated information. This process will also prevent duplicated or not needed student records.
Updating Lottery Cutoffs
Lottery cutoff numbers are set to 0 by default. These cutoff numbers should be adjusted accordingly for the new year. This step should be completed as part of the lottery prep and does not necessarily need to be completed immediately after the rollover. However, it is important to understand that the rollover does clear out any cutoff amounts that had been put in place in the previous school year.
Adjust Any Date Settings
All date settings will automatically be incremented by one year. In the new school year, you can fine-tune the dates to be exactly what is needed for that year. This will apply to application and registration open/close dates, grade birthdate ranges, and more.
*Below is an example, but there are various date settings throughout the system.
Creating Event Sessions
If your site is using scheduling, your events will roll over to the new year, but all sessions will be removed as these will likely not apply in the new school year. New sessions for all relevant events in the new year should be created.
Confirm Auto-Add Setting (for Waitlist Roll Overs Only)
If your site rolls over waitlists and uses the Auto-add Eligible Applications to Lottery List after Initial Lottery is Run function, make sure to disable this setting if you want to prevent new eligible applications from being added to your waitlists before your first lottery.
If new applicants should automatically be added to the waitlist, you can keep this setting enabled.
Updating the Default Year and Guardian Access
Default Year
When the time is right, typically after form/program/school updates and the SIS rollover process is complete, update the default year and adjust parent access under Settings > Date/Time.
| Note: If you are syncing data from the SIS, you must turn on Guardian Access for that year, including current and past school years. Read more about the impacts of enabling and disabling Guardian Access to ensure you enable and disable school years according to your needs. |
Parent Access
After roll over completion, admins can also choose which years guardians have access to under Settings > Date/Time. This allows you to have multiple years open for families concurrently, or disable parent access for the upcoming year while you prepare your site.
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