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Closing out the current school year and preparing for the upcoming year involves two aspects - District and HSS. During the month of June, Heartland School Solutions (HSS) makes system preparations for the upcoming year . This downtime allows you to prepare your website for the upcoming year as wellby archiving the “last school year” on www2, migrating the “current” school year from www to www2, and deploying the “upcoming” school year to www. We have created a checklist for your District to utilize and also outlined the protocol of both the District and HSS.
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MySchoolApps will no longer accept new applications for your District on the End of Year date specified in your settings (Setup | Application Settings | Misc Setup | District Miscellaneous Setup) or after June July 1st - whichever comes first.
Note: The website treats the End of Year date setting as the date on which to STOP accepting applications. So if a district wants to accept applications up to and including June 15th, they should set the EOY date to June 16th.
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If for any reason applications cannot be retrieved using this process, please contact Support immediately. the End of Year procedure for online applications is extremely time-sensitive and must be performed within 1 week of the June 1st deadline in order to properly prepare the system for the new school year. |
Note: Once the 'End of Year' date for your District has taken effect (or after June 1), all parents attempting to use the website after this date (and before HSS has completed protocolJuly 1) will be presented with a message letting them know they can no longer submit online applications for the current school year.
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HSS Protocol: Pre-End of Year
On or about June 8th1st, HSS will prepare to perform the End of Year processes on MySchoolApps website and databases.
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All data from the current “prior year” school year (www2) will be archived and removed from the database and will not be accessible by your District.
The database and website are prepped for the new school year by HSS.
All Districts will automatically be set to Test Mode. Parents will not be able to submit online applications during this preparation time.All data from the “current” school year will be migrated from www.myschoolapps.com to www2.myschoolapps.com and will remain accessible to your District for the remainder of the “current” school year and throughout the “upcoming” school year.
The database and website for the “upcoming” school year is deployed with the following changes”
MySchoolApps.com will be updated with the new Income Eligibility Guidelines.
The MySchoolApps Website will be upgraded to the newest version.
Should an issue arise, changes can be made prior to Go-Live.
Applicants will automatically be redirected to www2 for the remainder of the “current” school year where they may either enter an application (if your District’s EOY date has not yet occurred) or receive the District Not Ready message.
On July 1, all traffic will be automatically directed to www.myschoolapps.com to begin accepting applications for the “upcoming” school year.
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District Protocol: Post-End of Year
- You must establish your Auto Start Date.
- If your End of Year Date is other than June July 1, you may adjust that date.
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