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Franklin End of Year Instructions - 2019-2020 School Year The following document will guide the user through the End of Year procedure for Franklin. |
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This should already be enabled in last year's DataCenter database if you have completed End of Year in DataCenter. |
It is normal to see critical alerts once the End of Year process has completed. This occurs because the system's Scheduled Jobs have not yet been completed for the new database. The critical alerts will clear once the scheduled jobs have completed (typically at midnight) or you may choose to manually run Scheduled Jobs after you have completed the end of year processes.
What should I do if I am unsure how to proceed?
In the event you have any questions or are unsure how to proceed before or during this process, it is recommended that you contact your District's point of contact (POC) for this application. If the District's POC has questions or needs assistance, they should contact Support for assistance.
What is SIS?
SIS it the acronym for Student Information System. Your district may refer to it as the student enrollment system, student data system, student records system, or another term. SIS is where the student's enrollment information is stored.
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End of Year Process Details
The end of year process for Franklin will perform all of the following actions:
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If you have converted to Franklin during the current school year, no Prior-Year Databases will exist in Franklin until you have performed this End of Year procedure. Old Prior-Year Databases can be accessed in WinFSFR by selecting Utilities → Log into prior-year database. |
Automatically update the Income Table. (Please double-check for accuracy.)
Delete inactive students who remained inactive for the entire school year.
Remove all Tracking, Letter History, Application History, and Scanning History transactions.
Change current year eligibility status to a prior year status. The Future Change Date for free and reduced students will be set to the New Prior Year Expiration Date.
Direct Certified students will become Prior Year DC.
Flag students previously used for verification to ensure that they are not picked in the new school year.
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Establish End of Year Options
From the Admin & Maintenance tab, select System Settings.
Locate and click on the End-of-Year tab in the window.
Establish End of Year preferences. Then, click Ok.
Keep Statuses for Inactive Students - Gives prior-year statuses to inactive students. Unchecking this box will cause inactive students at end-of-year time to lose prior-year statuses.
Set Students at Provision 2 schools to Prior-Year Free - Students enrolled at Provision 2 schools are to be given a prior-year status.
Set Students at Community Eligibility Option schools to Prior-Year Free - Students enrolled at Community Eligibility Option schools are given a prior-year free status.
🔴 Note: If you have at least one CEP school in your District, you must Set Students at Community Eligibility Option schools to Prior-Year Free in order to maintain the student's free status if promoted to a non-CEP school in order to apply the prior-year expiration days.
Clear SIS Overrides - All SIS Override flags will be reset at end-of-year. Students who have data fields marked to be ignored during the Student Information System (SIS) Update, such as an address or head of household change, will have these values reset. The next SIS Update that is run will import the values currently on file in the SIS System and will no longer ignore the data values on a per-student basis.
Clear Manual Special Circumstances - All manually set special circumstance flags are to be cleared at end-of-year.
For additional clarification in regards to Clearing Special Circumstances, click here.Clear Automated Special Circumstances - All automatically set special circumstance flags are to be cleared at end-of-year.
A combination of special circumstances applied with a 3rd party import file as well as SIS special circumstance imports are cleared. If you do not want SIS special circumstances to import back in from the SIS file, you must make sure the scheduled tasks have been disabled in the Microsoft Task Scheduler. Failure to first disable jobs in the Task Scheduler could result in the circumstances becoming re-enabled when the Beginning of Year process is run.Clear Information Release - All information release flags will be reset at end-of-year. Release information is collected from online or scanned applications. If your District chooses to share information with other programs such as Medicare or Medicaid, do not clear this information.
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