As a proud Englishman, my Queen turns 90 this year and so I've got anniversaries on my mind. This anniversary reminds me that, once more, it's time to start thinking about the end of the year. I'm sure many of you are already dreaming about what comes after that, but for data folks the End-of-Year rollover is the ultimate stress test, and it's looming large.
There are a lot more aspects of a year-end process to think about these days. "Do I add students to my Alumni role so they can login and change their email addresses?" or "Do I REALLY need to keep my graduating students' parents in the database?"
I have listed below a series of steps that should help you navigate your year-end and get the necessary pieces in place to enjoy your summer AND be ready for the next school year.
What to do in June?
For schools with integrations, Finalsite will turn off your enrolment AND classes feed around the first week of June (since it's pretty safe to say that students will not be changing classes at this point!) This will ensure that no students are added to classes when the school's SIS system is updated during the summer.
Schools should be planning when to move their schools database forward to the next year.
What to do after Graduation?
Once you have moved your School database forward for the New Year, you can now schedule your End of Year (EOY) service via Site Administration > Modules & Settings > Modules > Services Manager. Click on the green New Service button to begin.
THERE ARE GOING TO BE A TON OF QUESTIONS ABOUT HOW TO HANDLE YOUR DATA. HERE'S WHAT YOU SHOULD BE PREPARED TO ANSWER:
For Schools with 'Parents' Role:
For Schools with Classes:
Do you use the Finalsite Academic Classes/Learning Management System (LMS), and if so:
Options for Passwords
Existing Faculty, Students and Parents will keep their existing password unless you specifically ask to reset them during the EOY process.
If you have an integration, a credentials feed that is enabled, will create usernames and passwords for your new users. Otherwise you will have to supply Finalsite; or let them know what to do; with new usernames and passwords. These passwords can be generic, random or same as the username.
To alert your stakeholders of their new credentials you can use eNotify to send out personalised emails to your stakeholder.
Your sites login page will have a link to reset passwords. If you authenticate through another system (Check the Authentication tab in ISM). There should be custom instructions on your login page that point the user to the alternate password reset options.
Finalsite can force users to change their password on the first login, but this is NOT set by default, if you would like the new users to force reset their new passwords, please let us know.
Schedule the EOY service, and then relax until you hear from us
In Services Manager, you will answer the applicable questions, and then the system will schedule your EOY service based on the closest available date you requested. A support ticket will be automatically generated on the day that you schedule this service, and a member of our support department will reach out to you via that ticket.
Get ready for the New Year!
Finalsite EOY Service done; School SIS rolled over; Students
For integrations and data uploads alike, you can now start adding your new students to Finalsite.
You may submit datasheets for the new school year via the EOY ticket, or in a separate ticket, at your earliest convenience.
SCHOOLS WITH INTEGRATIONS SHOULD SEE YOUR NEW DATA POPULATING IN CONSTITUENT MANAGER AND GROUP MANAGER AFTER YOU TURN THE FEEDS ON. ITEMS TO CHECK INCLUDE:
1. Fields displaying in the correct place (e.g. does Nickname = Firstname)?
2. Are emails populating?
3. Do the graduating students reflect this upcoming class year (2017)?
4. Do students that use portals have a username?
5. Do relationships display correctly, are students & parents linked as expected?
6. Do dual-role stakeholders display correctly (e.g. Parents that are also Faculty)?
7. Check your SSO's! Do new accounts need to be added to those systems?
8. For schools with LDAP, do usernames in your LDAP DB correspond with those in Constituent Manager?
9. Are the correct classes displaying with the current school year in Group Manager?
10. Check your SSO's! Do new accounts need to be added to those systems (Naviance, Magnus, Careflow etc.)
IF YOU GET TO THIS POINT AND EVERYTHING LOOKS GOOD, YOU ARE FINISHED!
If you have LMS or Gradebook, please read on...
Finalsite Learn Gradebook and Schedule
Now your Students, Faculty are in Constituent Manager, and you can set up your Gradebook.
If you have previously used the Gradebook, we'll have rolled up all of your data and moved the year forward.
If you have not previously used the Gradebook, you will be asked by Support to complete a survey outlining your grading scheme and term information. Once that is complete, we'll work with you through the ticket to complete the setup process.
Regardless of whether or not you have used the Gradebook before, it is imperative that you check your LMS Manager settings. This can be found under Modules and Settings (Site Manager) > LMS Manager. Check each tab individually and make sure years and dates are correct. If you have questions about how terms are set up, please contact Support.
Even if you have an integration, you will need to submit a data sheet to connect the schools from LMS Manager with the individual classes in Group Manager. This will need to be submitted to our data team for them to upload. Once that is complete, check and make sure each academic class is associated with the correct school in Group Manager.
Please note: Once teachers begin to enter grades, any changes in LMS Manager could result in data loss. Also, changing schools associated with group spaces can cause unexpected consequences.
In the LMS Manager, there is a schedule tab. If you have decided to use this feature, you will want to make sure that the "Period" listed for each academic class matches a period/block that is listed in the block schedule. Again, Support is ready to answer any questions you might have with this new process.
So Very Close
At this point you're close to being done, you should only need to un-archive your classes (if applicable) and populate them with students.
To add the students to their classes:
If, like Veruca Salt, you "want it now," email us in Support and we can force the feeds to run for you. You can reach us at: email@example.com
Remember: check ALL your data for accuracy!