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School Year Maintenance (SYM) - Tips and Tricks

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Information

 
Date:12/17/2015
Source: CRLLCCRLLC Technical Support
Question

When using SYM, what are the Best Practice methods, tips and recommendations to follow?

Answer

Introduction to SYM: Find this operation in MMS Generations (MMSGE) > Admin > School Year Maintenance. This operation is used to transfer tables and data from one school year to a different one, to start a new school year or transfer tables and data from one school to another one. The user must have administrator access to SYM.
 
Also find a step by step guide to SYM at www.cri-mms.com – “Knowledge-base Articles”.
 
The following article is for tips and best practices only. 

  1. Same School – Starting a New School Year.

  1. Rarely, if ever, do you want to use the following to “activate” a New School Year: MMSGE > Admin > Database Configuration.

User-added image

  • If this is used, a new Database Configuration file (CFG) is created in the New Year, with only the ‘default’ settings.

  • The following two tables will likely be set to defaults only: MMS User Defined Filters, Queries, Reports and Labels (OBJ) will not contain customized data; Valid Data Selection table Editor (SEL) will not have customized data items you entered.

  • If the school year was activated using this method, during a SYM transfer this message will likely appear: “There are already some records in the CFG, OBJ, SEL, delete these records or run a Compare and Update.

  • Delete the three tables listed above using the Delete tables option, then select Compare and Update, select those three tables, the CFG, OBJ and SEL, Process. (If you delete the tables, you can transfer rather than compare and update).

  • Avoiding Step 1-a above will circumvent issues and save time.

  1. Go to MMS Generations (MMSGE) > Admin > School Year Maintenance in the current year. Select Transfer Records (Red). Verify Sending School/Receiving School are the same. Date range with be the current year to be transferred to next year.

User-added image

  • Select Auto-Select Default tables (Orange).

  • Option above is designed to avoid selecting tables that Should Not be transferred (Green).

  • Note the Attendance Calendar Identification (CAI) table is selected in the image above; the Attendance Calendar (CAL) is not. The latter is deselected as those are dates in the calendar from the current year.

  • With regards to the CAI – MMSGE > Daily > More Attendance Editing Jobs > Edit Calendars, leave this selected ONLY if your Calendar Descriptions are generic, i.e., High School, Middle School, Kindergarten. Deselect if you name your CAI Descriptions with the school year, or something specifically describing only the current year.

An example of a unique description is, “High School – 15-16”.

The image below of the CAI shows descriptions (Red Outline) that are not unique, but rather, they are generic to the current year. These records can be transferred – leave the Calendar Identification table selected in these cases.

User-added image

Refer back to the image in 1-b. The filter option (Blue) is available only when selecting a Student table. The teacher range will only be available if selecting the Staff table.  

Tip: Always use SYM to transfer both students and teachers for one school to another. The transfer does not delete the original record. The transfer insures the ID Number will be the same at all schools.  

The range available will always represent the current year under the Sending School. Both “ranges” provide an excellent opportunity to deselect persons not returning. This includes students who graduated or will not return. You can sort by YOG to make deselecting last year’s seniors easier. 

  1. Any table NOT highlighted after selecting Auto-Select Default Tables will not transfer. In most cases, there is a good reason for this. A school generally does not want student attendance, schedules, grades, discipline, etc., transferred into the new year.

  2. Exceptions of tables not highlighted that you may want to select are:

  • Course/Section Table.

  • Student GPA table.

  • Student Grade Reporting Credit table.

  • Student Program table.

  • Student Special Ed (SPED) Events table.

  • Student Special Ed (SPED) Services table.

  • Study Hall table

NOTE 1: High schools usually do not re-use their Sections or Study Halls. That is why those tables are not auto-selected. Be aware of whether or not you want to re-use those two tables. If you wish to select them, use your Control key on your keyboard to select them.

NOTE 2: The Student GPA table, Student Grade Reporting Credit table, Student Program table and SPED Events and Services are your choice if you want a prior year’s data or computations to be available in the new year. Wait until the end of the school year to transfer.

  1. School Year Maintenance (SYM) is usually done before school ends for the year, sometimes as early as January. It is for that reason the following tables, if not already deselected, should be deselected and not transferred until school has completed. Make a note to come back to SYM after school has concluded to transfer these tables. (Use your Control key to deselect tables.)

  • Student GPA table.

  • Student Grade Reporting Credit table.

  • Student Program table.

  • Student Special Ed (SPED) Events table.

  • Student Special Ed (SPED) Services table.

  • Health-Medication Orders table.

  • Health-Student Health History table.

  • Health-Student Health Insurance table.

  • Health-Student Health Providers table.

  • Health-Student Immunizations table.

  • Health Student Preventative Education table.

  • Health-Student Screenings table 

NOTE: There is an option under SYM – Compare and Update to update the Health tables listed above. IMPORTANT – a Compare and Update will not update any existing records. This means changes to the data in the current year will not overwrite data in the new year.

  1. Transfer between Separate Schools.

  1. Rarely, if ever, use Auto-Select Default tables.

  2. Use this to transfer students, teachers, health data, fee-tracking, SPED services and events, etc. between two schools.

  3. Verify codes used are the same in schools where this data is transferred.

  4. Always remember to use a student or teacher range including only those persons to be transferred.

  1. Important Tips

  1. When exiting SYM, the default school and year will be restored. Always check you are in the correct school and year where work is to be done after SYM!

  2. Compare and Update will never overwrite existing data.

  • To update Biographical Data or to add a new student who returns during the year, use Staff Portal > Students > Operations > Compare & Update for New School Year. There are two options – 1) Add New Students and 2) Apply Edits from the current Year to a New Year. #2 will overwrite data in the selected New Year.

  1. Delete will prompt with a warning, however Delete will not delete corresponding records in other tables. If deleting a teacher, the teacher should not have been used in the Biographical (BIO) Homeroom teacher field, the Advisor, Course/Sections, or Discipline, etc.

Additional Information

Select this link for the basic SYM Knowledge-base article: School Year Maintenance

Applies to VersionsMMS Generations: All Versions
KeywordsSchool Year Maintenance, SYM, Compare and Update, Transfer records, Overwrite data; Update data, Starting a New School Year, Biographical records, Tables to Transfer, Auto-select default tables, Delete records, Teacher transfer.

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