End of Year (EOY) Preparation

The End of Year (EOY) process closes out the current school year, and transfers students to their next year Schools/Grade Levels.

This article details the steps (both required and recommended) to prepare for running the End of Year (EOY) process.

Recommended - Make a Backup of your PowerSchool Data

See “Manually Initiating a Datapump Export” in the version of the Backup and Restore guide for your version of PowerSchool.

PowerSource > Support > Documentation > Installation, Upgrade, Backup, and Configuration Guides > PowerSchool <version> Installation and Configuration Guides > Oracle Database Backup and Restore Guide for PowerSchool <version>

Make sure to review the export.log file in data_pump_dir for any errors.

Recommended - 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.

Recommended - Validate Student/School Enrollment Dates

Run the following reports and correct any students or enrollments that appear.

Start Page > System Reports > School Enrollment Audit
Start Page > System Reports > Section Enrollment Audit

Note: If you committed next years schedule before running EOY, next years class enrollments will appear in the class enrollment audit. This is normal and can be ignored.

Recommended - Print out School Year Specific Reports

Some reports will only return accurate results if run for the students most current school enrollment. This is often the case in State/Province specific reports.

It is better to be cautious, and print out any important reports for the year before you go through with EOY. It’s also a good idea to archive these reports as paper, historical backups for later.

Required - Year Term For All Schools

The date ranges for the year term are used to determine what the Entry and Exit dates for student school enrollments created by the EOY process.

At each, and every school that will have students enrolled next year:

Go to Start Page > School Setup > Years and Terms
Create the upcoming school year.

Note: Many school setup items (Such as Attendance Codes) are copied year-to-year when a school year is created this way. Create the upcoming year term at each school and the district, even if the years and terms have already been created in PowerScheduler.

Required - Next School Indicator

The Next School Indicator value for a student determines which school the EOY process will move the student to.

All active students must have a Next School Indicator assigned.

See https://support.powerschool.com/article/11286 for detailed instructions.

Required - Next Year Grade

The Next Year Grade value for a student determines which grade level the EOY process will move the student to.

All active students must have a Next Year Grade value assigned.

See https://support.powerschool.com/article/11336 for detailed instructions..

Recommended - Activities

All student activities are automatically carried over during the End of Year process.

Student activities can be cleared using the Clear Activities function at Start Page > System Administrator > Clear Activities.

Required - 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

All FTEs should be reviewed, at all schools where students will be enrolled next year, to ensure these Checkboxes are checked for the correct FTEs/Grades

Navigate to: Start Page > School Setup > Full-Time Equivalencies (FTE) > [The name of the FTE]
Check the box for any Grade Level that should have this FTE automatically assigned to it by the EOY process

Recommended - Schedule

Schools which use PowerScheduler should schedule students before running the End of Year process.

If this can not be done, see this article for the steps necessary to use PowerScheduler after EOY is complete.

Recommended - Meal Transactions

The End of Year process clears all meal transaction records.

Prior to running the End of Year process, check in with your Lunch Staff and confirm they have completed all Meal Transaction Reporting for the year.

You may wish to export all records from the GLDetail table so the lunch staff can review this information after EOY.

Running the End of Year Process

Once all schools in the district have completed the above End of Year preparation tasks, the End of Year process can be initiated.

Running the End of Year (EOY) Process

The End-of-Year Process is used to close out the current school year and transfer all students to the grade level and school that each will be attending in the upcoming school year.

This article describes how to setup, validate, and initiate the PowerSchool End-of-Year Process.

Forward

These instructions should only be followed once you have completed the tasks listed in the End-of-Year Preparation article.

If you are using PowerScheduler, in most situations, it is preferable to commit your schedule before running the End of Year Process.

Steps

1) Backup PowerSchool Data (Optional/Recommended)

Backup and archive your PowerSchool data file.

PowerSchool does not include the ability to undo the End-of-Year Process.

In the event that the End-of-Year Process is initiated on an incorrectly setup data file and the school year is improperly closed out, any erroneous changes made by this process may be undone by reverting to a data file backup.

2) End-of-Year Process - Preparation and Validation (Required)

Set the District Office as your current school.

Navigate to Start Page > System Administrator > End-of-Year Process.

3) Default Next School (Required)

Validate that each school is setup with a valid Default Next School for Students in the High Grade.

For example, a high school is typically setup with a default next school of 999999 (Graduated Students).

4) Years and Terms (Required)

Validate that the upcoming school year has been created under the Years and Terms in the Schools that will have students enrolled next year and the District.

5) Exit Codes (Required)

Select an Exit Code for each type of student: Graduating, Promoted to next school, Promoted within same school, Retained, and Demoted.

The End-of-Year Process will assign these Exit Codes to each student's current enrollment based on a comparison of each student's Next School Indicator, current school, Next Grade Level, and current grade level.

6) Entry Codes (Required)

Select an Entry Code for each type of student: Graduating, Promoted to next school, Promoted within same school, Retained, and Demoted.

The End-of-Year Process will assign these Entry Codes to each student's new/upcoming enrollment based on a comparison of each student's Next School Indicator, current school, Next Grade Level, and current grade level.

7) Exit Comments (Optional/Recommended)

Enter an Exit Comment for each type of student: Graduating, Promoted to next school, Promoted within same school, Retained, and Demoted.

The End-of-Year Process will assign these Exit Comments to each student's current enrollment based on a comparison of each student's Next School Indicator, current school, Next Grade Level, and current grade level.

8) Fee Transfer Method (Required)

Select a fee transfer method.

If the "Roll over the current balance" option is selected, any student with a non-zero balance for the current school year will be given a SOY (Start of Year) Balance in their fee transactions for the upcoming school year.

If the "Zero the current balance" option is selected, students will start the upcoming school year with a zero balance for fee transactions.

Note: This option does not affect student lunch balances.

9) Validation (Required)

PowerSchool's End-of-Year Process includes a validation mode, during which the system will evaluate student, school, and district information for End-of-Year readiness.

PowerSchool's End-of-Year Process will not run unless all students and schools are properly configured for transfers into the upcoming school year.

To initiate the End-of-Year validation, use the dropdown to select one of the two validation options

Perform EOY Validation
Perform EOY Validation and make any students with the issue the current selection

10) Review and Correct Errors (Required)

As the End-of-Year validation process runs, various student or school-related errors may be displayed on the screen. Review and correct any errors that appear.

The validation process may be repeated multiple times to check your progress while correcting student setup or school setup data.

Click here for a list of common EOY error messages and instructions on how to correct them.

11) Backup PowerSchool Data (Optional/Recommended)

Once all validation errors have been corrected and the validation process no longer returns any errors, perform a Datapump Export and store it securely.

Label this backup appropriately to indicate that all End-of-Year validation errors have been corrected.

At this time, it is likely that no more changes are necessary before running the End-of-Year Process.

12) Verify Settings (Optional/Recommended)

Verify that the Exit Codes, Entry Codes, Exit Comments, and Fee Transfer Method are still set as they were before running the validation process.

13) Start the End-of-Year Process (Required)

Set the District Office as your current school and navigate back to Start Page > System Administrator > End-of-Year Process.

From the drop down select Perform EOY and Promote Students

"Click the "Perform End-of-Year Processing" button to initiate the End-of-Year Process. Be sure that the server is able to run uninterrupted (without being shut down) while this process runs through to completion (up to 4 hours).

Note: If any schools or students are improperly set up for the End-of-Year Process, PowerSchool will halt the process and return errors. These errors must be corrected before the End-of-Year Process can run.

14) End-of-Year Process Complete

As the End-of-Year Process runs, PowerSchool will display its progress on the screen.

The following message will be displayed in your browser once the End-of-Year Process is complete.

End-of-Year Process Complete

15) Backup PowerSchool Data (Optional/Recommended)

Once the End-of-Year Process is complete, create and archive another Datapump export. Label this backup appropriately to indicate that the End-of-Year Process has been completed.

Once you have completed the End-of-Year Process, click here to see a list of post End-of-Year (EOY) activities that may need to be performed on your PowerSchool server.

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