Transfer Report Cards Data to the New Year

Once the New Year Process is complete and grades have been finalized, you should complete a report cards transfer to archive GPAs and credits to the new year for transcript retrieval.

Before you begin this process, it is imperative that you create a backup.  For assistance with this, please see How do I run or schedule a backup? Make sure that all AdminPlus users are logged out of the system. To check this, please see How to Tell Who is Logged into Administrator's Plus

Prerequisites

Before you complete a report cards transfer, you must have completed the following tasks:

• Create and Schedule a Backup
• Create a New Year and Promote Students

To complete a report cards transfer, do the following:

1. Log in to AdminPlus as the Supervisor.
2. Update GPAs and credits in your current school year by clicking Stat Reps in Report Cards. If this is for the end of year GPA and Credit update, please see End of Year GPA Update for assistance.
3. Make sure all AdminPlus users are logged out of the system. For assistance with this, please see How to Tell Who is Logged into Administrator's Plus.
4. Navigate to Report Cards > Transfer.
5. Once you're certain that no other users are logged in to AdminPlus, click Yes to confirm the Network Warning message.
6. In the Specifications dialog box, configure the following settings:
   1. Source Folder: Click  and select the current school year.
   2. Source Grades: Select the check box next to the grade levels you want to receive data from. For example, in a 9–12 grade school, select grades 9, 10, and 11.
   3. Destination Folder: Click  and select the new school year.
   4. Transfer Data Base Info: Do one of the following:
      1. Click Yes to complete a data base transfer to the new year.
      2. Click No to skip the data base transfer process.

         If you have already started updating data base information in the new year, selecting Yes on Transfer Data Base Info will overwrite all the updated information in the new year with the information in the current school year. Be sure to select on the fields you would like to be transferred to the new school year.

   5. Archive Data During Transfer: Click Yes to archive transcript information.
      

7. Click Done to begin the transfer process. 
8. A REMINDER message appears. If you haven't already, you must update GPAs in your current year before continuing with the report cards transfer. If you've already updated GPAs in the current year, click Yes to continue with the transfer.
   

9. Click 1. Begin Transfer, then click Next.
10. After the transfer completes, a report appears showing a list of data that did not transfer successfully.

    Only Active students will be transferred if 1. Begin Transfer is selected.  If you need to transfer inactive student data as well, select 2. Individual Student Override to transfer inactive student data one student at a time.