End of Year Preparation

End of Year Preparation

This is a list of tasks to do before the rollover.

  1. Backup PowerSchool. We use EMS support, so you can put in a helpdesk ticket for them to run the backup, then copy it to the test database. Or you can do it manually, but why would you want to? Then have them restore that data to the test server. 
  2. Permanently Store All Grades. Once you close out a year by running EOY, you will be unable to use Permanently Store Grades to store current grades from that year.  It is also good practice to export Historical Grades at the end of the year for archiving.
  3. If necessary, create Next Year's List of Standards Prior to End-of-Year. 
  4. Default Grade Levels for FTEs. "Full Time Equivalencies have checkboxes for every Grade Level at the school they are created at.  These boxes tell the End of Year Process which FTEs to assign to students based on their Next Year Grade Level."
  5. Create years and terms for all schools.
  6. Create calendars for all schools.
  7. Resolve all issues with next year grades and schools by running the No Frills Next School and Grade V2 report. SQL Reports - Next Year Planning.
  8. Clear applicable activities (sports, etc.)
  9. Validate student and school Enrollment Dates. We have several reports that you can use.  Run all of them, and keep running until there are no further errors. The reports are:
    1. System Reports > School Enrollment Audit
    2. System Reports > Section Enrollment Audit
    3. PSCB > Validation > Invalid Enrollment Dates
    4. PSCB > Validation > Invalid Entry Dates
  10. If using Change History, retention should be checked.  To Check go to: Start Page > System > System Settings > Change History Settings. Any Change History, by the default setting of 1 year, would be purged that is older than 365 days. Max time to retain this change history is 10 years.

Note: Ignore any errors that appear for the Enrollment and PreK Holding schools. 


11.. Print historical reports. Can be done on test server when 20-21 data is loaded on there. Historical Reports Location. Create a new folder for the year. Include the year in the name of the file. 

Homeless Students - SQL Reports > Special Services 
HomeStudy students - SQL Reports > Special Services 
Demographic Counts BSD PreK - SQL Reports > Demographics 
Demographic Counts BSD K-12 - SQL Reports > Demographics 
Direct Cert Students PreK-12 Students - SQL Reports > Demographics 
Direct Cert Students - PreK - SQL Reports > Demographics
DC Report - Import to Cafe > SQL Reports >Food Service
IEP Report - SQL Reports > Special Services 
SPED Full Report - SQL Reports > Special Services 
Current or Former EL - Active Students - SQL Reports > EL
FRL Income Eligibility Status All Grades - SQL Reports > Demographics
SPED Full Report - SQL Reports > Special Services

In addition to the above, create a shortcut or copy all DC04 SLDS reports after certification.

12. Before rollover, run enrollment reports for those students who are going to be inactivated. SC, ENR, PREK Holding. For each, go to PSCB Reports > Enrollment > Enrollment Search-


13. Dealing with Enrollment school: instead of setting up next school, next grade, etc for Enrollment school, consider a bulk transfer out/back in instead. Do it as a direct enroll_status change. Bonus: this will leave fewer ENR enrollment records to clean up.





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