End of Year Service

The End of Year (EoY) service is a scheduled support ticket where we assist with the rollover of student and parent constituent data, in order to reflect the upcoming school year. Your specific End of Year service updates will vary depending on which Finalsite features and constituent roles your school is using. The goal of this service is to have accurate student and parent data for the upcoming school year, such that filtered directories and mailing lists exclude former students and parents when next year's school year begins. Finalsite Support will identify graduating students by their "class of" value in Constituent Manager.

How do I request an End of Year Service?

End of Year Service requests are submitted via the Support Portal.

Open a new ticket, and select "End-of-Year Service Registration" from the first dropdown menu. The form will be available in the support portal on May 15, 2024.

How do I fill out the End of Year service form?

The following is a brief guide for filling out the End of Year services form for your website:

Subject: End of Year Service Request for [School Name]

Description: A required notes field that gives you an opportunity to ask for site-specific requests that are not included in the form. This is a good field to include site-specific instructions and requests.

Do you have an incoming sync for student and/or parent constituents?: Select this checkbox if your website has a data integration that populates the student and/or parent roles, based on data in a third-party system. If you're unsure about this, you can verify if you have an active data integration via the Integrated Services Manager module. Selecting this option will surface additional form fields:

When is your rollover scheduled with your student information system?

The scheduled date for your student information system (SIS) rollover. It is required that your Student Information System (SIS) rollover occurs before we can perform your End of Year service in Finalsite. For best results, we recommend you schedule your Finalsite rollover 2-3 days after your SIS rollover.

How should we handle students that are no longer syncing?

You're able to select multiple options in this dropdown:

• If your site's Constituent Manager has the alumni role enabled, you will select "move graduating students to the alumni role".
• For users we move to the alumni role, there is an option to remove their alert subscriptions.
• Instead of moving graduates to the Alumni role, there's an option to delete graduating students (for clients that don't store alumni data in Finalsite).
• Lastly, there's a recommended option to remove off-feed / withdrawn students via the Off Feed Utility.

How should we handle parents that are no longer syncing?

You're able to select multiple options in this dropdown:

• If your site's Constituent Manager has the Alumni Relative role enabled, you will select "Add/move graduating parents to the alumni relative role". Finalsite Support will retain the parent role for graduating parents with another current student relationship
• For users we move to the Alumni Relative role, there is an option to remove their alert subscriptions
• Instead of moving graduates to the Alumni Relative role, there's an option to delete graduating parents (for clients that don't store Alumni Relative data in Finalsite).
• Lastly, there's a recommended option to remove off-feed / withdrawn parents via the Off-Feed Utility.

Do you upload datasheets to Constituent Manager?

Select this checkbox if you upload our Student Parent Datasheet template instead of syncing constituent data from an SIS. Selecting this option will surface additional form fields:

How can we help with your student constituent updates?

You're able to select multiple options in this dropdown:

• Move graduating students to the Alumni role. This is recommended if you have the Alumni role enabled in Constituent Manager. 
• For users we move to the Alumni role, there is an option to remove their alert subscriptions
• Upload a student datasheet which I will prepare for my service date. Some clients elect to upload their own datasheets to Constituent Manager
• Promote  student currentgrade levels - it is expected that you also provide the currentgrade sequence in the description field (i.e. Pk, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12)
• Remove graduating student constituents - the support team can delete graduating students based on their classof and/or currentgrade value
• Remove students not in the datasheet - This implies the students tab of the datasheet template includes all current students, not just new students. Finalsite Support can identify and remove all students that are in Constituent Manager, but not in your student file, matching on importIDs.
• Remove students based on a list of IDs I will prepare - Some clients prefer to submit a list of importIDs for students to be deleted

How can we help with your parent constituent updates?

You're able to select multiple options in this dropdown:

• Move graduating parents to the Alumni Relative role. This is recommended if you have the Alumni Relative role enabled in Constituent Manager. Finalsite Support will retain the Parent role for graduating parents with another current student relationship.
• For users we move to the Alumni Relative role, there is an option to remove their alert subscriptions
• Remove Graduating Parents - support can identify parents of students with a certain grade or classof value and delete those parents, if they don't have another current student relationship
• Upload a parent and relationships datasheet which I will prepare for my service date. Please note that existing parents in your datasheet will need to reference their existing importID value in Constituent Manager to avoid creating a duplicate profile. If you're unsure about the importIDs for your existing parents, it can help to start with an export of your parent role from Constituent Manager. 
• Remove parents not in the datasheet - This implies the parents tab of the datasheet template includes all current parents, not just new parents. Finalsite Support can identify and remove all parents that are in Constituent Manager, but not in your parents file, matching on importIDs.
• Remove parents based on a list of IDs I will prepare - Some clients prefer to submit a list of importIDs for parents that should be deleted

Select an available service date

This will be the scheduled date for your Finalsite rollover. It is required that clients that have a data integration select a date after your SIS rollover; preferably 2-3 days afterward.

You will receive an email confirmation message upon successful registration of the service, and you will receive a reminder email a few days before the service ticket is scheduled.

There are a limited number of slots available each day to process rollovers (weekends and holidays are not available). We will begin work on updating your constituent data on the date you choose.

Frequently Asked Questions

Does my school need to schedule this service?

We encourage all clients that populate the student and parent roles in Constituent Manager to submit an End of Year service request to ensure that filtered mailing lists and directories are accurate for the upcoming school year. If your school only populates a Faculty & Staff role, our team can help add and remove Faculty & Staff constituents in a normal support request.

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

If your site does not include the Alumni or Alumni Relative roles, we typically recommend deleting graduating students and parents, such that they aren’t incorrectly caught up in any filtered directory or mailing list. If you're interested in storing Alumni or Alumni Relative information in Constituent Manager, feel free to reach out to your Client Success Manager to potentially add this role.

Can I perform my own End of Year service?

In certain circumstances, clients with a data integration may be able to perform a data rollover on their own using the Off-Feed Utility. This is only recommended for advanced users familiar with their constituent data management in Finalsite.

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

In preparation for your service date, we recommend that you work on preparing the source data for your student and parent roles in Constituent Manager in advance; whether by performing your SIS rollover, or populating our datasheet templates. Finalsite support will contact you via the ticketing system on the day of your service.