Transfer the Students' Final Marks to History This outline lists the steps necessary for a secondary school to finish of the academic year. Please note that you do not have complete all steps although they are recommended. The fundamental concept is to finish off completely your school year before transferring to current. Once you have transferred to current you will be working in the next school year.
Initialize Scheduling and Scheduling Process
The files for student scheduling are in a separate sub-directory of your Maplewood data. This allows you to schedule for next year without impacting this year’s data. This feature also moves the students’ scheduling grade up a year so that when you transfer to current the students will be in the appropriate grades (Scheduling, Transfer to New School Year, Initialize Scheduling). It is also recommended at this point if you have not begun the scheduling process that you refer to the Scheduling chapter on. There is a Secondary Scheduling Checklist which will aid you in the scheduling process.
Transfer the Students' Final Marks to History
Ensure that the final marks have been transferred to students’ history records. This process should be done once all final marks have been submitted. (Marks, Automatic Transcript Update).
Print Information Files
Ensure that all print outs have been completed and stored within the students’ records or appropriate locations. Print outs should include, but are not limited to the following:
Attendance Registers for each month
Enrolment Registers for each month of school
Copies of this year’s timetables for student files
Student Attendance cards
Ensure all final report cards have been printed
Ensure that all automatic mark and data transfers have been completed and transmitted to the respective agencies.
Continue the next steps only after the school year has finished.
Back Up Your Maplewood Data
You should make a backup of the school’s information before transferring to the new school year. These backups should be labelled as the data for the previous school year and then placed in storage. (File, Maintenance, Backup/Restore). A backup is created automatically during Transfer to Current, but it only includes Administration Data, not Classroom Manager Data, Library Data or Pictures.
Transfer to Current
When you are ready Transfer to Current, choose Student Scheduling, Transfer To New School Year. This moves the scheduling files into the Current subdirectory. Those students who were flagged as Deleted or This Year Only Status will be moved to the Past students area.
Erase Notepads/Notes (Optional)
You can choose to erase the notepads of the previous school year (File, Maintenance, Erase Notepads/Notes). The desired notepad areas to be erased are selected individually.
Create a new school calendar
The new calendar should be created by choosing File, School Setup, Calendar (this only needs to be done if one wasn't created during the transfer to new year process). As well, be sure to clear the calendar of events.
Recovering Past Students (may not be necessary)
If a student had not planned to return to your school in September, that student would have been moved to the Past Students upon Transferring to Current. If the student returns to your school, do not add the student as a new student, rather, transfer the existing record from the Past Students area to the current (File, Transfer Students) and Remove the record of previous enrolment setting, the entry to this school date back to the original data when the student enrolled at the school.