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School Year Maintenance

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Date5/23/2019
TitleSchool Year Maintenance
Summary
Summary2

This article outlines the basic steps involved in setting up the new school year in Generations. Specifically, this will walk the user through transferring information to the new school year using School Year Maintenance.

Prior To Implementation

The person who is going to complete these tasks must have access to the School Year Maintenance item in the Generations Admin menu.  Access is given in the individual's Generation's Admin > User Account settings.

Resolution

First, transfer a school's information from the current school year to the upcoming school year:

  1. In Generations, go to Admin > School Year Maintenance.

  2. If you haven't moved any information to the new school year yet, select the option Transfer Records.

  3. Make sure the From School is the correct school and the Year is set to the current school year.

  4. Make sure the To School is the same school and the Year is set to the upcoming school year.

  5. Click on the option Auto-Select Default Tables.  The system will highlight the tables that contain necessary information for the upcoming school year.

  6. If appropriate, you can CTRL-click on the Course Section Table; this will bring your class sections forward to the upcoming school year.  You can then modify the section information in the upcoming school year

  7. If you are starting this process before your current school year is complete and your nurses use the Health module in Generations, CTRL-click to deselect the Health-Student Tables (Health-Student Health History; Health-Student Health Insurance; Health-Student Health Providers; and Health-Student Immunization).

  • These tables can be moved to the upcoming school year after the current year is over. 
     

  1. From the drop-down list, select the All Active Students-Sorted by YOG/Student Name filter.

  2. Click on Student Range and select just the students who will be returning to your school next year.

  3. Click on Teacher Range and select just the teachers who will be returning to your school next year.

  4. Click on Process.  Check the confirmation message that appears to verify that you've selected the correct school and years; click Yes to process.

  5. Once the current school year is over, repeat this process, selecting only the Health-Student Tables (Health-Student Health History; Health-Student Health Insurance; Health-Student Health Providers; and Health-Student Immunization).  This will move the Health information to the upcoming school year for returning students.

  • Use the Student Range to select just the students who are returning to the school next year.


Next, move incoming students from another school to the upcoming school year:

  1. When you transfer incoming students from one school to another in your Vision SIS database (for instance, moving the 8th graders from the Middle School to the High School), you only need to bring the student information into the new school.  As such, this process differs from what was described above.

  2. In Admin > School Year Maintenance, select Transfer Records.

  3. In the From School section, select the school the incoming students are currently in.  Make sure the School Year is the current year.

  4. In To School, select the school the students are moving to.  Make sure the School Year is the upcoming school year.

  5. In the list of MMS tables to process, select just the Student Master Table.

  6. From the drop-down list, select the All Active Students-Sorted by YOG/Student Name filter.

  7. Click on Student Range and select just the students who will be moving from the From School to the new school for the upcoming year.

  8. Click on Process.  Check the confirmation message that appears to verify that you've selected the correct school and years; click Yes to process.

  9. If you need to move student Health information to the new school:  Once the current school year is over, repeat this process, selecting only the Health-Student Tables (Health-Student Health History; Health-Student Health Insurance; Health-Student Health Providers; and Health-Student Immunization).  This will move the Health information to the upcoming school year for new students.

  • Use the Student Range to select just the students who will be moving from the From School to the new school for the upcoming year.

  • For this transfer to work correctly, Health codes must be set up identically in both schools. 


Other considerations:

  1. You can come back and run certain parts of this process again at later times.

  2. For instance, if you transfer records to the upcoming school year before the current year ends, you can move new students who have entered your school to the next school year as follows:

  3. In Generations, go to Admin > School Year Maintenance, select the option Compare & Update.

  4. Make sure the From School is the correct school and the Year is set to the current school year.

  5. Make sure the To School is the same school and the Year is set to the upcoming school year.

  6. From the MMS tables to process, select just the Student Master Table.

  7. From the drop-down list, select the All Active Students-Sorted by YOG/Student Name filter.

  8. Click on Student Range and select just the students who will be moving from the From School to the new school for the upcoming year.

  9. Click on Process.  Check the confirmation message that appears to verify that you've selected the correct school and years; click Yes to process.

  10. You'll then receive a message indicating that a student record was not found in the upcoming school year.  Click Add if you want to verify each record that is transferred over, or click Do All if you want the process to transfer all new students to the upcoming year without prompting you.

  11. Often, Compare & Update is also used to move any new Saved Settings and Filters to the upcoming school year.  Follow the steps outlined above, selecting MMS User-Defined Screens, Queries, Reports, Labels from the list of tables.

  1. You can now access the upcoming year in Vision SIS and begin to work in it.

Additional Information
Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.
Applies to VersionsAll Generations versions
Key WordsGenerations, School Year Maintenance, rollover, new year, new school year, Admin>School Year Maintenance, SYM

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