Prepare New School Year Revised By: L. Russell Dixon March 12, 2002 Created by Kim Provens Scotland County SIMS Coordin

1. 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

2. 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

3. 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

4. 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

5. 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

6. 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.

7. 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

8. 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

9. 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

10. 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

11. 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

12. BACKUP!!! BACKUP!!! BACKUP!!!

13. 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.)

14. 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

15. 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.

16. 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.

17. 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

18. 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.

19. 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)

20. 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)

21. 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

22. 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.

23. If you discover a mistake, you will be able to restore the backup and run PNSY process again.

24. GOOD LUCK!

25. 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

26. 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.

27. 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.

28. 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)

29. 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

30. 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

31. 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

32. DAILY ATTENDANCE Enter Selection 4 +------------- Daily Attendance -------------+ 0 Return to Previous Menu 1 Student Records 2 Directories 3 Reports 4Processes

33. 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

34. 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

35. 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)

36. 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)

37. 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

38. BACKUP!!! BACKUP!!! BACKUP!!!

39. 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

40. 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.

41. 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

42. 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

43. Helpful Hints Follow LEA policy and/or SIMS Coordinator’s instructions for transferring data. When in doubt, ask questions?????

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