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Prepare New School Year Revised By: L. Russell Dixon March 12, 2002 Created by Kim Provens Scotland County SIMS Coordinator SIMS SYMPOSIUM FEBRUARY 25-27, 2002. PNSY Must be run prior to beginning scheduling for a new school year After you run the process, the scheduling year is created

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slide1
Prepare New School Year

Revised By: L. Russell Dixon

March 12, 2002

Created by Kim Provens

Scotland County SIMS Coordinator

SIMS SYMPOSIUM

FEBRUARY 25-27, 2002

slide2
PNSY
  • Must be run prior to beginning scheduling for a new school year
  • After you run the process, the scheduling year is created
  • You can begin enrolling students, creating student schedules, etc. for the upcoming school year
slide3
PNSY
  • Allows us to define the parameters for a new scheduling year before the new year actually starts
  • Year code for the next school year (Be consistent with your format)
  • Semesters to be scheduled
  • First day of school for the next year
  • Option to delete or retain selected directories
slide4
PNSY
  • What does this process do?
  • Splits database into a scheduling year and a current academic year
  • Scheduling Year-One year ahead of the current school year
  • Academic Year-Current school year
slide5
How does this process affect entering data?
  • Current Year
  • Access functions from the Daily or Period Attendance or the Academic Progress components
  • Scheduling Year
  • Access functions from the Student Scheduling component
slide6
Decisions to make prior to requesting PNSY
  • Semesters to be scheduled
  • First day of school – August 8, 2002
  • Withdrawal date to be used for all of the students.
  • Gives prompt that date must be after the last school day -- June 14, 2002
  • Is Master Schedule (TSS) or Class Lists (TESS) going to be basically the same
  • Discuss this with who ever will be making the schedule.
slide7
PNSY
  • When to run PNSY
    • The PNSY process is normally run between Feb. and April; however, it can be run anytime after the current year has begun
    • (Consult with your SIMS Coordinator about the timing of this process)
  • How to run the process
    • Using the Student Scheduling Module, access the Prepare New School Year under Processes
slide8
Current Year 2001/02 2001/02

New Scheduling Year 2002/03

Semester(s) to be scheduled 1 2

First school day in new year 08/08/02

Should the Master Schedule be copied?(Y/N) Y

Should the Study Hall directory be copied?(Y/N) Y

Indicate the directories to be deleted: (Y/N)

Automatic Course Selections? N

Course Relationships? N

Global Alternates? N

TSS Only

slide9
TESS Only

Current Year 2001/02 2001/02

New Scheduling Year 2002/03

First school day in new year 08/08/02

Should the Class directory be copied?(Y/N) Y

slide10
P R E P A R E N E W S C H O O L Y E A R

Current Grade Level 09

New Grade Level 10 (leave blank for non-returning students)

Retain current counselor?(Y/N) Y

Withdrawal Date 061402 Must be after 052402

Returning students will be withdrawn as W5 and re-enrolled as E1

Non-returning students will be withdrawn as W6

Defaults

slide11
P R E P A R E N E W S C H O O L Y E A R

This process deletes and modifies both student data and directory data.

The current scheduling year will be changed from 2001/02 2001/02

to 2002/03

A backup of your data base will be performed before the process is run

Do you wish to continue with the process?(Y/N) Y

slide12
BACKUP!!!

BACKUP!!!

BACKUP!!!

slide13
PNSY
  • When the process is finished, check for accuracy
  • Go into School Parameters Directory from Student Scheduling and make sure that the “Current Year” shows next year (ex. 2002/03)
  • Go into School Parameters Directory from Daily Attendance and make sure that the “Current Year” shows as the current school year
  • (cont.)
slide14
PNSY

Go into the Enter/Withdraw Screen for a student in each grade level and check the withdrawal line for the current year and the entry line for the scheduling year to make sure everything is correct

slide15
Changes to the Enter/Withdraw Student Screen

In addition to the appropriate withdrawal and entry codes being posted, promotion codes are posted.

Returning students will have a PROM posted and non-returning Grade 12 students will have a GDPL posted to their withdrawal record.

At the end of the school year, when you know your non-promoted or retained students, you will need to change the PROM code to the correct retention code and change the grade level for the next school year back to their current grade level on the E1 line.

slide16
For any 12th grade students who are retained, the withdrawal code(W6) will need to be changed to a W5 and the PROM code to a retention code.

You will need to add an E1 line for the next school year to their record. This also pertains to students who are retained in the highest grade level at your school.

Also, for 12th grade students who received a certificate instead of a diploma, the graduation code will need to be changed from GDPL to GCER.

slide17
Withdrawing Students after PNSY Process
  • If it is a returning student -
  • Delete E1 line
  • Change Withdrawal date, W5 to correct withdrawal code with appropriate reason and/or location codes
  • If it is a non-returning student (W6) -
  • Change Withdrawal date
  • Change W6 to correct withdrawal code with appropriate reason and/or location codes
slide18
Enrolling New Students in the Current Academic Year
  • after PNSY Process
  • Daily Attendance
  • Student Records
  • Enroll New Student
  • After completing 1st screen, a new screen comes up stating PNSY process has been run.
  • You will input the grade level, homeroom, and counselor for the next school year(if a returning student) -leave blank if non-returning.
  • You will input the withdrawal date you entered for all students when running the PNSY process.
  • Continue on with the other screens.
slide19
Re-entering a Student who has Withdrawn
  • after PNSY Process
  • Daily Attendance
  • Students Records
  • Enter/Withdraw Student
  • Select 1 - Enter
  • Enter appropriate data
  • Press F1 to process screen, you’ll see “APR Withdrawal Required” (You must enter the withdrawal data to the student’s record.)
  • Press F1 to process screen, you’ll see “SS Entry Required” (You must enter the entry data to the student’s record.)
  • (cont)
slide20
However, you cannot do this in the Daily Attendance module.
  • You must press F9 to exit the Enter/Withdraw screen.
  • You will see box at top which states “Last Withdrawal Changed to W6”.
  • Go to the Student Scheduling Module-Student Records-Enter/Withdraw Student
  • Enter SIMS # of the student you were working with
  • Change last line back to W5
  • Enter entry data for the scheduling year(next school year)
slide21
If SIMS is on a Network

Inform all personnel who have SIMS access that you will be running PNSY and that they will see a change on students’ Enter/Withdraw Screen

slide22
REMINDERS
  • Once PNSY process has been run, the system will not allow you to run PNSY again.
  • IT IS VERY IMPORTANT YOU DO THESE 3 THINGS:
  • Make a Backup BEFORE the PNSY process is run!
  • Check the School Parameters Dir. from both modules(Scheduling & Daily Attend.)
  • Check the Enter/Withdraw Student screen for a student in each grade level after PNSY process has been run.
slide25
Prepare New School Year

Revised By: L. Russell Dixon

March 12, 2002

Created by Kim Provens

Scotland County SIMS Coordinator

SIMS SYMPOSIUM

FEBRUARY 25-27, 2002

slide26
Run Year End Process
  • What does the process do and when do I run it?
  • It summarizes, copies, deletes or changes academic progress and/or attendance information in the data base.
  • In short, it archives pertinent information from your current data base.
  • The process must be run after the end of your current school year and just BEFORE you begin keeping attendance for the new year.
slide27
Run Year End Process
  • Preliminary steps
  • Always run the Prepare New School Year process first.
  • Ensure that you have printed all the reports needed for the current school year. These reports can not be printed once the Run Year End process has been run.
  • Make a Detailed Backup with the Date, School Year, School Name and Version of SIMS.
  • Give this backup to your SIMS Coordinator to store in Central Office vault or safe place.
slide28
Suggested Reports to Print Prior to Running

the RYE Process

R101-Individual Pupil Report

R154-Enrollment Status Roster(for Dropout Info.)

R450-Discipline Summary/Roster

R501-Daily Attendance Exceptions(for Perfect Attendance)

R550-Attendance Summary

R605-Class Enrollment

R800-Student Roster(for Seniors)

slide29
R803-GPA/Rank List(after rank process)

R806-Cross Reference List

R812-NC Transcript (for Seniors)

R823-List of Students with Specified Marks

R826-Marks Analysis

R829-Permanent Record Labels

R831-Student Composite

R834-Entry/Withdrawal Summary

slide30
Reminders
  • Assign Homeroom Process must be run BEFORE running the RYE Process
  • Batch Process to Change E1 Dates must be run AFTER running the RYE Process
  • All end-of-year reports needed must be printed BEFORE running the RYE process
  • You can only run the RYE process ONCE
  • Reorganize immediately after the RYE process is completed
slide31
Enter Selection 3

+----- THE SCHOOL SYSTEM ------+

0 Return to Operating System

1 Student Scheduling

2 Academic Progress

3 Daily Attendance

4 Period Attendance

5 Exceptional Children/Willie M

6 Career Planning

7 Vocational Education

8 Student Driver's License

9 Students at Risk

10 Optical Mark Input

11 Utilities

12 Data Exchange Facility

slide32
DAILY ATTENDANCE

Enter Selection 4

+------------- Daily Attendance -------------+

0 Return to Previous Menu

1 Student Records

2 Directories

3 Reports

4Processes

slide33
DAILY ATTENDANCE

Enter Selection 9

+------------- Processes --------------+

0 Return to Previous Menu

1 Assign Counselors

2 Assign Studies

3 Batch Process To Change E1 Date

4 Build Files

5 Change Student Numbers

6 Delete Students

7 Input Daily Attendance

8 Process No Shows

9 Run Year End

slide34
DAILY ATTENDANCE

R U N Y E A R E N D

Current Year 2001/02 2001/02

Should the Comment directory be deleted?(Y/N) N

Should historical marks data be created?(Y/N) Y

If historical marks are to be created, they will only be produced for included courses.

All courses are included Is this what you intend?(Y/N) Y

slide35
DAILY ATTENDANCE

R U N Y E A R E N D

Current Year 2001/02 2001/02

Current Grade Level 09

Should daily attendance be summarized?(Y/N) Y

Which action taken data should be retained? 1 (1-none, 2-all, 3-latest, 4-since specified date, 5-for specified codes, 6-all except for specified codes)

slide36
DAILY ATTENDANCE

R U N Y E A R E N D

Current Year 2001/02 2001/02

Which student group data should be retained?

2(1-none, 2-all, 3-for specified codes,

4-all except for specified codes)

slide37
DAILY ATTENDANCE

R U N Y E A R E N D

This process deletes and modifies both student data and directory data.

The current academic progress/attendance year will be changed from 2001/02 2001/02 to 2002/03

A backup of your data base will be performed before the process is run

Do you wish to continue with the year end process?(Y/N)Y

slide38
BACKUP!!!

BACKUP!!!

BACKUP!!!

slide39
DAILY ATTENDANCE

Year End Process Complete

Enter Selection __

+------------- Processes --------------+

0 Return to Previous Menu

1 Assign Counselors

2 Assign Studies

3 Batch Process To Change E1 Date

4 Build Files

5 Change Student Numbers

6 Delete Students

7 Input Daily Attendance

8 Process No Shows

9 Run Year End

slide40
Preparing Student Data for Transfer to Other Schools
  • Receiving schools must run PNSY process.
  • Sending schools must not run PNSY process until they are sure the receiving school has successfully imported the student data.
  • Once the data has been successfully imported at the Receiving School, the Sending School may then run PNSY process and request data builds from their Sending Schools.
slide41
At the Sending School
  • Do not run PNSY process
  • Set the computer date to the 1st day of the new calendar year
  • Build the files needed and transfer to disk Several files can be on one disk, but the Basic Demographic Add file must be placed on a separate disk so it can be imported first.
  • Change date back to the current date
  • Send disks to Receiving School
  • When notified of success - Run PNSY
slide42
At the Receiving School

Run PNSY process. Use the same first day of school for the next year as the Sending School.Make sure to backup before running PNSY process.

Import student data using Optical Mark Input. Make sure to import Basic Demographic Data(Add) file first.

Identify and correct any errors discovered during the import process.

Notify Sending School of success

slide43
Helpful Hints

Follow LEA policy and/or SIMS Coordinator’s instructions for transferring data.

When in doubt, ask questions?????

slide44
THE COMPUTER USER’S REBOOT POEM

Don’t you wish when life is bad

And things just don’t compute,

That all we really had to do

Was stop and hit reboot?

Things would all turn out ok,

Life could be so sweet

If we had those special keys

Ctrl, Alt, and Delete.

slide45
Your boss is mad, your bills not paid,

Your spouse, well s/he’s just mute.

Just stop and hit those wonderful keys

That make it all reboot.

You’d like to have another job

But you fear living in the street?

You solve it all and start anew,

Ctrl, Alt, and Delete.

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