End of Year Service

The End of Year Service (EoY) system organizes the process of updating your Constituent and Academic Class data for the next school year.

What does Finalsite's End of Year service entail?

How do I request End of Year service?

How will new data be added to the website?

What if I'm integrating with a third party student information system?

Frequently Asked Questions

 

What does Finalsite's End of Year service entail?

Your specific End of Year (EoY) service will vary depending on which Finalsite features your school is using. There are some special considerations for completing End of Year Service with Finalsite Learn. It's likely, though, that you'll need at least one, if not all of the following standard EoY services.

1. Constituent Maintenance

If you've populated Constituent Manager with student and parent data, here are the services we recommend for you:

  • Promote Student Grade Levels
    We can move all students to their next grade level in bulk. As an example, all students with the "Grade" field set to "1" will have that changed to “2," all students with the Grade field set to "2" will have that changed to “3," etc.

    For Integration Schools:
    You won’t need this service from Finalsite. Once you promote student grade levels in your Student Information System (SIS), those changes will automatically sync to our system. 

  • Graduate Students
    ...to the "Alumni" role
    We can remove the "Student" role and apply the "Alumni" role for all students who have advanced out of your schools' oldest grade level (as defined in each constituents' current "Grade” field).

    ...to the "Public Users" role
    If you don't have the "Alumni" role, we recommend moving these users to the "Public Users" role instead of deleting.

    For Integration Schools
    Constituents leaving your school will NOT automatically be purged from Finalsite (e.g., graduating seniors, withdrawn students and their families). For schools using the same SIS for students and alumni, the new alumni role will be added automatically to the graduates, but the “student” role will need to be removed in Finalsite. For schools using different systems for students and alumni, the students will also need to be rekeyed to match their corresponding IDs in the alumni system.

  • "Graduate" Parents who no longer have children at the School
    ...to the "Alumni Relatives" role
    We can apply the "Alumni Relatives” role in bulk to all parents whose children have your schools' oldest grade level as their current "Grade" field.

    ...to the "Public Users" role
    If you don't have the "Alumni Relatives" role, we recommend moving these users to the "Public Users" role instead of deleting.

    If a parent still has children at the school for the upcoming year, that parent will have dual-citizenship in both the "Parent" and "Alumni Relatives" roles. If a constituent no longer has any current students though, we'll also remove the "Parent" role for that parent.

  • Delete Graduating Student and Parent Alert Subscriptions
    We can delete alert subscriptions for all graduates (students, parents, or both). This is especially recommended if you opt to "Remove Role and Role-Specific Data" for graduating students and parents. 

2. Academic Class Maintenance

We have designed our software around the concept of Archiving classes instead of re-Using classes.  Teachers will be able to access and share archived class data to help populate next year’s class.  Instructions will be provided to Faculty over the Summer to help them transition from the old year to the new year. 

Since archiving is the way forward, this is the major service that we recommend for Academic Classes:

Archive
We can move Academic Class groups in bulk from the "active" to the "archived" section of Group Manager.

Archiving a class hides that class from students and parents, faculty members however still have full access to archived groups and to all data specific to those groups (resources, calendar events, discussions, etc.)

We are always trying to improve the class creation process for teachers from year to year by allowing them to access and share data from archived classes to their current (active) classes.

Here are some tips to help your teachers save time.

- To use the same resources from year to year, a teacher can click the "Import" option to pull resources from a past class into their current class
- To use the same discussions from year to year, a teacher can click the "Shared Discussion Board" option to pull in past discussion boards and topics

Additional Tips for LMS Users
A Finalsite LMS team member will work with you via the ticketing system on additional LMS data points to ensure your classes are setup properly and ready for next school year.  You can upload your class and instructor data prior to uploading the roster/students of the class so that teachers may begin working on next year’s classes. You can read more about LMS specific tasks that should be considered in End of Year Service here.

3. Additional Module Maintenance

Several Modules such as Athletics, Calendars, Media, etc. may require additional clean-up and/or configuration before the start of the next school year.  At this time, we do not offer any End of Year services for modules other than those referenced in the "End-of-Year Services Registration" ticket form.  We are aware that some modules could benefit from bulk clean-up or configuration and are working hard to provide these services in the future.

4. Third Party Data Integration Considerations

For schools who integrate their Student Information Systems with the Finalsite software, there are a few special circumstances to take note of.

In order to avoid issues related to premature data syncing with your SIS, Finalsite will automatically disable classes and enrollments data feeds on June 1st. We recommend that the integration feeds be re-enabled in the Integration Services Manager after the rollover has been completed within your SIS.

Once the rollover has been completed in your SIS, we recommend that you first turn on your Classes feed, but wait to turn on your Enrollments feed until you are ready for parents and students to see which classes they are in.

 

How do I request an End of Year Service?

End of Year Service requests are done through the ticketing system. 

Open a new ticket, and select "End-of-Year Service Registration" from the first dropdown menu.

Screen_Shot_on_2018-04-30_at_13_19_21.png

Complete all required fields, and be sure to select an appropriate date for the roll over.

We will begin updating your data on the date you choose. While we cannot ensure a specific time of day for your roll over, we limit the number of End of Year processes each day so that we can accommodate each request on a given day on a first come first serve basis.

In order to make sure we perform each service request on its assigned date there are a limited number of slots available for each day to process rollovers, so you'll want to schedule your update in the Support Portal as soon as possible! 

 

How will new data be added to the website?

For non-integration schools, you'll need to provide our team with a data upload spreadsheet containing your new data. Our team will request these spreadsheets once they have completed your End of Year rollover.

For Integration schools, getting your data into the system is easy: simply enable your class and enrollment feeds after your SIS and Finalsite rollovers are complete!

What if I'm integrating with a third party student information system? 

For schools who integrate their Student Information Systems(SIS) with the Finalsite software, there are a few special circumstances to take note of.

You must select your End of Year service date after your SIS rollover date.

In order to avoid issues related to premature data syncing with your SIS, Finalsite will automatically disable classes and enrollments data feeds on June 1, 2018. We recommend that the integration feeds be re-enabled in the Integration Services Manager after the rollover has been completed within your SIS.

Once the rollover has been completed in your SIS, we recommend that you first turn on your Classes feed, but wait to turn on your Enrollments feed until you are ready for parents and students to see which classes they are in.

Frequently Asked Questions

Does my school need to do this?

We encourage all clients, even those with a third party data integration, to take this opportunity to review their data and website settings at this time, especially those who have students and/or parents in Constituent Manager.

What if I don’t have the Alumni or Alumni Relative role?

If these roles are not available, we can move users who would normally go to these roles to the Public User role instead. This option allows these users to retain access to their site accounts as Public Users to manage eNotify/alert subscriptions. Read more about the Public User role.

How do we handle withdrawn students?

In the EoY request form, we provide several options based on your school’s preference.

  1. Move users to the Alumni role, if included in your Finalsite agreement
  2. Delete these students
  3. Move them to the inactive role, if the student may return

For schools using Finalsite Learn with published reports, a Withdrawn Student role will be created. Once reports are archived, the withdrawn students can be moved to this role so that historical grade reports can be accessed via Constituent Manager profiles.

Schools who use gradebook but do not publish should export their grades from LMS manager before removing the students from Constituent Manager. Deleting students from Constituent Manager will delete all associated grade data.

When do I need to schedule this?

We recommend scheduling this service as soon as possible. Since we can process a limited number of request per day, we accept service dates on a first-come, first-served basis. If you currently integrate with a third party This should be scheduled AFTER your SIS rollover

Now that I’ve scheduled my EOY, what do I do now?

There’s no further action required at this time. Finalsite support will contact you via the ticketing system on the day of your service.

Can I choose when I want to make enrollment information public?

Yes. Class information comes to us in two feeds:
- a classes feed, which carries class information (name, period, etc.) and the teacher for the class
- an enrollment feed, which carries student assignments (for example, John Smith is in Chemistry 101).

We can turn the classes feed on and leave the enrollment feed off, which will create the classes in Groups Manager and set up the teachers’ access to start populating the class with information, but will not add the students to the class. (This would happen only once the enrollment feed is turned on.)

 

Was this article helpful?
11 out of 15 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please Sign in to leave a comment if you don't see the comment box below.