End-of-Year service request

Misty Flowers

January 10, 2017 18:05

The End-of-Year service is a scheduled support ticket to help schools update constituent data for the upcoming school year. It typically includes removing or updating the roles of graduated students and parents. The specific tasks vary based on which Finalsite features and constituent roles your school uses.

This article will show you how it works!

Who needs the End-of-Year service?

You may need to schedule this service if:

Reason #1: Your school stores alumni or alumni relatives in Constituent Manager and wants to retain them after graduation.

- The service can move graduated students and parents into the Alumni and Alumni Relative roles in bulk.
- This ensures continued access to filtered directories, mailing lists, and alumni communications.

Reason #2: Your site uses datasheet uploads instead of a data integration.

- The service can help with rollover tasks such as removing former constituents, updating roles, and uploading new datasheets.

Reason #3: Your site uses Finalsite Chat and needs former classes archived in bulk.

- Finalsite Support can help coordinate how and when to pull in new Academic Classes and rosters when available from your Student Information System.

Who does not need the End-of-Year service?

You likely do not need to schedule this service if:

Reason #1: You do not store alumni or alumni relatives in Constituent Manager.

Reason #2: Your school uses a dedicated alumni sync to manage alumni data separately.

Reason #3: You are integrated with an SIS and use the Off-feed utility to manage departing students and parents.

The Off Feed Utility identifies users no longer present in your integration data and allows you to deactivate their roles in bulk.
It can be run manually from Integrated Services Manager > Utilities, or configured to run automatically 48 hours after your SIS rollover.
Support is available if you’d like help reviewing results or initiating the utility.

How do I request an End-of-Year Service?

Step 1: Submit a request

Log in to the Support Portal.
Submit a new request.
Select "End-of-Year Service Registration" from the first dropdown menu.
The form will be available in the support portal on May 15, 2025.

schedule end-of-year service.png

Step 2: Complete the form

Here 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?
- Check this box if your website uses a data integration to populate the Student and/or Parent roles from a third-party system.
- If you’re unsure, you can confirm via the Integrated Services Manager module.
- When selected, additional fields will appear:
  - When is your rollover scheduled with your student information system? (optional)
    - Your SIS rollover must occur before Finalsite can perform your End-of-Year service.
    - For best results, schedule your Finalsite rollover 2 to 3 days after your SIS rollover.
  - How should we handle students that are no longer syncing? (Select one or more options)
    - Move graduating students to the Alumni role (if enabled in Constituent Manager).
    - Delete graduating and withdrawn students using the Off Feed Utility.
  - How should we handle parents that are no longer syncing?(Select one or more options)
    - Move graduating parents to the Alumni Relative role (if enabled).
      - Finalsite will retain the Parent role for anyone who still has a current student.
    - Remove graduating and withdrawn parents who are not returning.
Do you upload datasheets to Constituent Manager?
- Check this box if you manage your constituent data by uploading Finalsite datasheet templates rather than using an SIS integration.
- When selected, additional fields will appear:
  - 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 (recommended if the Alumni role is enabled).
    - Upload a student datasheet that I will prepare for the service date.
    - Promote student currentgrade levels. Include the grade sequence in the Description field (e.g., PK, K, 1, 2, 3, …).
    - Remove graduating students based on classof or currentgrade values.
    - Remove students not included in the datasheet. Finalsite will compare importIDs to identify which students should be removed.
    - Remove students based on a list of IDs that I will provide.
  - 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.
      - Finalsite will retain the Parent role for anyone with another current student.
      - Optionally, remove their alert subscriptions
    - Remove graduating parents with no other current student relationship.
    - Upload a parent and relationships datasheet which that I will prepare.
      - Existing parents must reference their current importID to prevent duplicate profiles.
      - You may export current parent data from Constituent Manager to obtain importIDs.
  - Remove parents not included in the datasheet (based on importID comparison).
  - Remove parents based on a list of IDs that I will provide.
- Archive Last Years Classes?
  - For organizations using Finalsite Chat, Finalsite support can help archive previous Academic Classes in bulk, and help coordinate how and when to pull in next year's Academic Classes.

Step 3: Select an available service date

Choose the date you would like Finalsite to perform your rollover.

If you have a data integration, the date must follow your SIS rollover by at least 2 to 3 days so that Off-feed utility results are accurate.

Important Note

There are a limited number of service slots available per day. Services are not scheduled on weekends or holidays. Finalsite will begin processing on the date you select.

Step 4: Submit and then prepare as you wait

You will receive:

A confirmation message once your request is submitted.
A reminder email a few days before the scheduled service.

What should I do after submitting the form?

In preparation for your scheduled date, complete your SIS rollover or prepare and upload your datasheet(s) in advance. Finalsite Support will reach out via your ticket on the day of your service.