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New Year Rollover. Open Discussion Kimberly Rhodes. Rollover Phases. Most districts perform rollovers in several phases: A mid-year rollover – usually for secondary schools so that course request and scheduling can begin Elementary school rollover – for pre-k and kindergarten enrollment

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new year rollover

New Year Rollover

Open Discussion

Kimberly Rhodes

rollover phases
Rollover Phases
  • Most districts perform rollovers in several phases:
    • A mid-year rollover – usually for secondary schools so that course request and scheduling can begin
    • Elementary school rollover – for pre-k and kindergarten enrollment
    • Year end rollover.
setup for rollover over
Setup for Rollover Over
  • Verify the grade levels taught and Promote to Grade levels are accurate in the School Atom for each school.
  • This will be performed on DI by District Level personnel.
  • Be sure to leave the Promote To Grade field blank when the next grade continues at another school.
setup continues
Setup Continues
  • For students who may be attending a different school next year, the Next School located in the Student Atom page 2 must be entered. This field should contain the 3-digit school number of the school the student will attend the next year.
  • The Next Grade should also be updated for students who may be attending a different school next year or for students retained.
setup continues1
Setup Continues
  • If the Next School and/or Next Grade is blank, SASI will default to the grade level promotion located in the School atom.
  • Reminder – The Retain button is not used for the rollover. The Next Grade must be entered to retain students.
  • Reminder – For students that have already been promoted to the next term during a mid-year rollover, subsequent rollovers in the same term will ignore the entries in the Next School and Next Grade fields.
rollovers for seniors
Rollovers for Seniors
  • Be sure to populate the Grad Date located in the Student Atom on page 2. This date will appear on the transcripts.
  • Be sure a graduation code is set in the School atom for the high schools.
  • For students that may be retained, populate the Next Grade field on page 2. If the Next Grade is not populated, then the students will not rollover to the next year. These students would have to be pulled back into the database either manually or by a process created outside of SASI (like ACCESS).
data verification
Data Verification
  • Upload all schools’ data to DI.
  • Be sure to run a reorg on your data either at the school level or district level before. If done at the school level this should be before the upload.
  • Check the error log files to be sure the latest data has been uploaded. Logs to view are ADPS – shows when the last successful upload and AUFS – shows the last date.
  • These files can be accessed using DI Inspector atom or query.
maintenance before the rollover occurs
Maintenance Before the Rollover Occurs
  • Run Update Next Id for all schools.
  • Check for Duplicate Records.
  • Rebuild the ADST – it is recommended to rebuild the ADST at least once a month for larger districts.
  • Be sure to have an Archive School setup for inactive students as well as for seniors that have the Grad Date field populated.
  • The Archive School is defined in the School atom at the district and should contain all grade levels.
maintenance continues
Maintenance Continues
  • Verify the License file (ALIC). The ALIC file contains a list of the SASI file codes and a field called “CreateNew”.
  • The “CreateNew” field is either blank or “X”. If the field is blank during the rollover, then the data in the file will roll to the new year.
  • If the field has an “X” during the rollover, the data in the file will not roll to the new year.
rollover atom setup
Rollover Atom Setup
  • You are now ready setup your New Year Rollover options.
  • Setup the Non-Student Rollover option set. Remember the Non-Student rollover can only be processed once per year.
  • The ATBL and ASCF files roll automatically during a Non-Student rollover.
  • Examples of Non-Student Files
    • AATC – Attendance Calendar (should create new)
    • AATR – Attendance Reason
    • AMST – Sections Atom
    • ALKR – Locker
    • ACRS – Courses
    • ATCH - Teachers
rollover atom setup1
Rollover Atom Setup
  • Next Create a Student File Rollover option set.
  • The Effective Date will be the Enrollment date for students in the upcoming year.
  • Update the Enter codes for promotions or transfers.
  • Flag the files that information should roll for promotions, transfers, and data that rolls to the Archive school.
  • The AENR and ASTU files rolls automatically during a student rollover.
perform the rollover
Perform the Rollover
  • Make sure no one else is logged into SASI.
  • Run the Non-Student option set first! Go to the menu bar and scroll to “Run”.
  • Next process the Student File Rollover.
  • Once the Student rollover is complete you will be prompted to review the NewYear.log file in the datafile folder. Be sure to review the log.
  • After the rollover(s), log into the new year for each school on DI and run “Update Next IDs”.
  • Copy the new qualified files to the schools.