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Data Management - End of Year

Introduction

The End of Year process lets you manage promotion, graduation, assignments, and class enrollment for a large number of students as part of the preparation for the next academic year. The End of Year tool is available to district and school administrators only.

 


Step 1: Preparing for the End of Year Process

Before running the End of Year process, you'll want to consider the following steps to prepare in advance. Prepping first by following these recommendations will ensure a smooth transition into the next school year in terms of managing your data.

 

Action to Take Key Tips and Best Practices Additional Notes and Resources
Identify who will run the End of Year processes for the schools, either the district or school administrator.

Ensure that there is only one person running the procedure.

 

The procedure should be run only once per school.

Note: An End of Year promotion that is run while an earlier promotion is still queued to run will fail or will promote students multiple times.

 

Note: Use the Show History option to see when a process is queued or complete; school and district administrators can see each other’s End of Year queues. Other items visible in the queue should be allowed to complete before any further action is taken. Multiple items in the queue may not necessarily run in the order they were created.

Identify when the End of Year processes will be run. Ensure that no users use the Learning Management System on that day until after End of Year is completed.

Note: Results created on the same day End of Year is run may be lost.

 

Note: Students added to the Learning system, or to a class, while End of Year is queued will be moved up to the next grade level and possibly removed from the class.

Identify and run all necessary/valuable reports for your district and school prior to running End of Year processes.

Recommended reports include: Student Progress Reports, Progress Summary Reports, Objective-Based Test Results Reports, and Assignment Status Report.

 

Export reports in your desired format, most reports allow for PDF or CSV output.

Product Help Library links to reports:

Student Progress Reports
Progress Summary Reports
Objective-Based Test Results Reports
Assignment Status Reports

Understand the End of Year options that are available. Review the options from the End of Year Process Steps section to learn about option details.  
Decide what options you will select during the End of Year processes.

Consider whether processes will be performed on all students in the selected school.

 

Consider if the students’ assignments and class enrollment will be deleted or retained.

 

*Auto Import Customers Only:

Auto Import should be disabled prior to running the End of Year processes and turned back on after all schools have been processed.

Verify that the grade levels have not already been changed by the Auto Import before you run the End of Year. Since the Auto Import file is updated from your Student Information System the grade levels may already have been updated.

Note: Normally schools with Auto-Import choose to not run the End of Year process. If the district has nightly import- it is not necessary to process the End of Year procedure manually. Nightly import will take care of the following: Promoting students to the next grade level and transferring students to the appropriate campus for the new school.

 

Note: The district may opt to run the “graduate” only process to remove students that will no longer be in the district, and let the nightly import process promotions and transfers with the current import file.

 

Note: If you are using “nightly import” for promotion and transfers, you can use the “stay in the same grade” option to remove class enrollment and/or assignments.

*Enterprise Customers Only:

Perform a database backup prior to running End of Year processes.

   

Step 2: Running the End of Year Process

Now that you've taking the proper steps to prepare your data for running the End of Year process, you can now move forward with the following steps to transition your account for a fresh start of the new school year.

Access Administrator Manager Tasks

Action to Take Key Tips and Best Practices Additional Notes and Resources

ACCESS ADMINISTRATOR MANAGER

 Manager gives access to all the
registered information for
administrators, schools, teachers, etc.

District administrators manage the My District page for district level tasks.

 

School administrators manage the My School page for school level tasks.

Product Help Library:

Administrator Manager

Process Steps Screen Images for Reference
  1. District Administrators: click the My District tab.

    School Administrators: click the My Schools tab.
     

  2. Click Tools.
     
  3. Click End of Year.
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  1. District Administrators: select the school for which you want to run the end of Year process and click Next.

     

  2. School Administrators: you do not complete this step.

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Graduate Students

Action to Take Key Tips and Best Practices Additional Notes and Resources

GRADUATE STUDENTS

 

"Graduate" means students will be
deleted from the system.

It is recommended that the grade level be changed to the previous grade for any student that will not be promoted prior to running Graduation. This is especially important to 12th graders from being graduated (deleted) if the students should remain in the system.

Note: This does not archive students; they will be removed from the system along with all historical data.

 

Note: If you have 12th grade students that will not be graduated – manually move those non-graduating students back to 11th grade prior to running the “graduation” step.

 

Note: All students selected in the grade level selected will be graduated (deleted) and will no longer be able to log in.

Process Steps Screen Images for Reference
  1. On the Select Students page, click Yes or No to indicate whether you want to apply changes to all students in the school.


    Yes graduates all students in the grade that you will select on the next ("Options") page.

    *If you do not want to apply changes to all students, select No. It enables you to select the students you want to include in the process (see steps for choosing No below).
     

  2. Click Next.
03.png 
  1. Select the Grade to graduate from the dropdown.

    *Make sure the level you select is the level containing students you want to graduate (delete).
     

  2. Under End of Year Option, select Graduate highest grade (selected above) to graduate only students in the selected grade.

    *Since students will be deleted, it is not necessary to uncheck Student data to delete.
     

  3. Click Next.
 04.png
  1. Confirm your settings, make any changes needed using the Back button.

  2. Click Run to proceed, or click Cancel to cancel the procedure.

    *If End of Year has been run within the last six months, a warning message appears, noting the date last run.
     

  3. Once the End of Year procedure is submitted, click Done.
 05.png

Choosing NO in step 1

 

If you choose No above that you don’t want to apply changes to all students, you can search for and select one or more students from the search results to graduate.

06.png 

If you select certain students, only those students will be graduated.


After your selection, click Next.


Continue the steps above to complete the graduation process for only the select students.

07.png 

Promote Students

Action to Take Key Tips and Best Practices Additional Notes and Resources

PROMOTE STUDENTS

 

Promote advances students to the next
grade level in the same school.

It is recommended to promote all of the students in a school at the same time.

 

Optional: Select specific students to promote either individually or by grade level. If so, start with the highest grade at your school and work your way to the lowest grade.

Note: Promoting all students in the school will promote ALL students for every grade level in the school. Do not perform this step more than once.

 

Note: It is not recommended to promote students by class since a student in multiple classes will be promoted multiple times.

Process Steps Screen Images for Reference
  1. On the Select Students page, click Yes or No to indicate whether you want to apply changes to all students in the school.


    Yes promotes all students in the grade selected and all grades below.
    *If you do not want to apply changes to all students, select No. It enables you to select the students you want to include in the process (see steps for choosing No below).
     

  2. Click Next.

08.png 
  1. Select the Highest Grade from the dropdown.

    *This action will promote students in the highest grade selected and all grades below.
     

  2. Under End of Year Option, select Promote to the next grade to promote all students.
 09.png
  1. Check the Student Data you want to delete, uncheck if you choose to retain data. The default is to delete all assignments and class enrollments to prepare for next school year.
     

    *Assignments will unassign all assignments.
     

    *Class Enrollment removes students from the classes, but does not unassign any teacher assigned assignments.

    *Double check your selections; this process cannot be undone.
     

  2. Click Next.
10.png 
  1. Confirm your settings, make any changes needed using the Back button.
     
  2. Click Run to proceed, or click Cancel to stop the procedure.
     
  3. Once the End of Year procedure is submitted, click Done.
11.png 

Choosing NO in step 1

 

If you choose No above that you don’t want to apply changes to all students, you can search for and select one or more students from the search results to promote.

12.png 

If you select certain students, only those students will be promoted.

 

After your selection, click Next.

 

Continue the steps above to complete the promotion process for only the select students.

 13.png

Stay in Same Grade

Action to Take Key Tips and Best Practices Additional Notes and Resources

STAY IN THE SAME GRADE

 Provides option to delete assignments and/or class enrollments while students stay in the same grade.

Recommended if the grade levels have already been changed, but assignments and/or class enrollments need to be removed.

 
Process Steps Screen Images for Reference
  1. On the Select Students page, click Yes or No to indicate whether you want to apply changes to all students in the school.


    Yes selects all students for the process.
    *If you do not want to apply changes to all students, select No. It enables you to select the students you want to include in the process (see steps for choosing No below).

     

  2. Click Next.

14.png 
  1. Click Stay in the same grade to have the option to delete assignments and / or class enrollments for students and not change the grade level.
 15.png
  1. Check the Student Data you want to delete, uncheck if you choose to retain data. The default is to delete all assignments and class enrollments to prepare for next school year..
     

    *Assignments will unassign all assignments.

    *Class Enrollment removes students from the classes, but does not unassign any teacher assigned assignments.

    *Double check your selections; this process cannot be undone.
     

  2. Click Next.
 16.png
  1. Confirm your settings, make any changes needed using the Back button.
     
  2. Click Run to proceed, or click Cancel to stop the procedure.
     
  3. Once the End of Year procedure is submitted, click Done.
11.png 

Choosing NO in step 1

 

If you choose No above that you don’t want to apply changes to all students, you can search for and select one or more students from all students for this process.

12.png 

If you select certain students, only those students will be affected.

 

After your selection, click Next.

 

Continue the steps above to complete this process for only the select students.

19.png 

Transfer Students

Action to Take Key Tips and Best Practices Additional Notes and Resources

TRANSFER STUDENTS

 Moves students from one school to another in the district.

Complete this process after Graduate and Promote tasks are completed for ALL schools and ALL grades if students have transferred to another school in the district.

 

Check the Show History of the End of Year Procedure to verify completion of the process prior to performing transfer.

Note: End of Year processes only modify the student grade level, not location.

 

Note: If the District uses Auto Import and the import file is updated with the correct grade levels, turn Auto Import back on and the students will be transferred automatically as soon as their schools are updated in the file.

Process Steps Screen Images for Reference
  1. On the Tools page, click Transfer.

 20.png
  1. On the Transfer page, select the Transfer Type: Students.
     

  2. Click Next.

 21.png
  1. Select to transfer Between Schools in your district.

     *Notice the options to transfer Out of District or Into your District if needed.
     

  2. Make your Source School (from) and Destination School (to) selections from the dropdown menus.
     

  3. Click Next.

 22.png
  1. Use the search criteria to display students to transfer.

 23.png
  1. Check the box(es) next to the name(s) of the students you want to transfer.
     

  2. After your selection, click Next.

 24.png
  1. Decide if you want the student(s) to continue working on any previous assignments (retains their assignments). Select Yes or No.
     

  2. It is required to enter a name for the transfer action. This helps track the action.
     

  3. Enter the email address(es) to receive the completion notification. At least one email is required.

 25.png
  1. Confirm your transfer action, make any changes needed using the Back button.
     

  2. Click Run to proceed, or click Cancel to cancel the procedure.
     

  3. Once the Transfer procedure is submitted, click Done.

 26.png

Troubleshooting the End of Year Procedure

Issue Possible Solution

Students were graduated (deleted) in error.

Re-import student data with correct grade level and location for each student. *

 

*The newly imported students will be new student accounts and you will not be able to retrieve historical data using standard reporting.

 

NOTE: Our Support team can restore deleted student accounts to maintain historical data if they were deleted within the past 90 days.

Students have been promoted multiple times. Re-import student data with previous grade level and location for each student. Then run the EOY for those students and promote them to the correct grade.
Previous NWEA assignments were accidently deleted. The NWEA data will need to be re-imported by forcing a new testing window using the NWEA Configuration Tool or wait for next testing window.
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