The first step of the New Year Process in Administrator's Plus is creating a new school year. This simply creates a copy of the current year and enables you to begin scheduling in the new year while the current year is still in session. Once you've created the new year, you should promote students to the next grade level and erase the current year's attendance and schedule data from the new year.
If you would like a detailed walkthrough of this process, please see the link to this video on Creating the New Year.
Prerequisites
Before you create a new school year, make sure all users are logged out of the system, and create a backup. For assistance with this, please see How to Tell Who is Logged into Administrator's Plus, Lock Users Out of AdminPlus, and How do I run or schedule a backup?
Create a New Year
Once all users are logged out and a backup has been successfully created, do the following:
- Close all open screens, including the Home Screen.
- the toolbar, do one of the following:
Click File > Create Year
Click New > Year
- Once you're certain that no other users are logged into Administrator's Plus, click Yes to confirm the Network Warning message.
- In the Enter the Source Year for the Data dialog box, click the school year that you want to transfer data from. This should be the current school year. Then, click Select.
- Use the plus sign (+) or the minus sign (-) to navigate to the new school year you want to create, and then click Next.
- A Congratulations! message will appear. Click Done, and the new year will have been successfully created.
Submit a Support Ticket to resolve issues if an error message appears.
- Click Yes to confirm the Scheduling Year Warning message to set the new year as a scheduling year.
- After your new year is created, you can navigate between school years by using the drop-down list in the toolbar.
If you have the District Control module, you must add the new year for each school at the district level to view and edit new year data.
Customize Promotion Flow
By default, students in all grades will be promoted to the next grade level when you run the Beginning program, and students in the highest grade level will be deleted. If you have special grade levels that should not be promoted, you can customize the promotion flow. If not, skip this step and continue to "Promote Students."
- In Data Base, click Cust DB.
- In the Customize Data Base Plus dialog box, click 2. Setup grade levels.
- In the Promote To column, select DO NOT PROMOTE using the drop-down list for all grade levels you do not want to promote. Then click Done[F10].
You can't promote students to a grade level that is set to DO NOT PROMOTE. For example, if you set grade 12 to promote to grade 13, grade 13 can't be set to DO NOT PROMOTE.
Promote Students
Once you've checked that your promotion flow is accurate, promote students to the next grade level in the new year.
- On the toolbar, navigate to the new year you just created using the drop-down list.
- Make sure that all Administrator's Plus users are logged out of the system to prevent errors.
- In Data Base, click Beginning.
- Once you've created a backup of the current year, click Yes to confirm the Beginning Program Warning message.
- Next, a Folder Warning will appear. Verify the year name in the middle of the warning to confirm that it is the year you just created.
- The last warning you will receive at this time is the Network Warning ensuring there are no other users currently using this school year.
If no one else is logged into this specific school year, click Yes.
If someone else is logged into this specific school year, click No, and ask them to either log out or change to a different school year for the time being.
- The Specifications: Beginning screen will appear, and contain the following options:
All the settings listed below only affect the year you are currently in, and will not affect any other year within your school. This is why the Folder Warning message appears in the beginning, to ensure you are in the correct year before doing any of these options.- Promote Students: When checked, the system will promote students one grade level and delete the oldest grade level in the year you are currently viewing. When creating and setting up your new scheduling year, this option should be checked.
- Erase Attendance Data & Clear Calendar: When checked, the system will erase Attendance data and calendar dates from the year you are currently viewing. When creating and setting up your new scheduling year, this option should be checked.
Erase Report Cards Data in Year 0: When checked, the system will erase all Report Card and Scheduling information from the year you are currently viewing. When creating and setting up your new scheduling year, this option should be checked.
Erase Discipline Data: When checked, the system clears out all Discipline data from the year you are currently viewing. This is an optional choice when setting up your new scheduling year, as some schools like to keep discipline within the year it occurs(check the box), and others like to see everything regardless of what year it occurred in(leave box un-checked).
Erasing Billing Data: When checked, the system clears out all Billing data from the year you are currently viewing. This is an optional choice when setting up your new scheduling year, as some schools like to keep billing data within the year it occurs(check the box), and others like to see everything regardless what year it occurred in(leave box un-checked).
It’s strongly recommended that you select the Promote Students, Erase Attendance Data & Clear Calendar and the Erase Report Cards Data in Year 0 check boxes. It's also recommended that you select the Erase Discipline Data and Erase Billing Data check box, depending on school policy and usage of the Discipline and Billing modules. Selecting these options enables you to begin the new year with your students in the proper grade level and without having to manually delete data that has been copied into the new year.
Confirm the options you have chosen in the specifications, and then click Ok.
