Overview

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.

District Protocol: Pre-End of Year

•  Review the 'End of Year' date specified by your District.

•  Verify no outstanding applications exist. (Reports | Search Applications: Not Retrieved By App Processing System)
•  If outstanding applications exist, retrieve them via Franklin/MSA Client integration .(Franklin/MSA Client | Utilities | Online Applications Synchronize | Import Applications)

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 8^th1^st, HSS will prepare to perform the End of Year processes on MySchoolApps website and databases.

• HSS will first verify, to the best of our knowledge, all applications for all Districts have been retrieved properly.  We will notify any Districts that have outstanding issues.  However, it is ultimately your District's responsibility to make certain all online applications have been retrieved from the website.

• 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. 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 (Start of Year)

•  You must establish your Auto Start Date.
•  If your End of Year Date is other than June 1, you may adjust that date.

Expand
title View details to establish the Auto Start Date and End of Year Date.
1. From the District tab, select Settings. Tip You may also access District Settings from Setup → Application Settings→Misc Setup: District Miscellaneous Setup. Image RemovedImage Added 2. Select Misc Setup from the screen. Image Removed Image Added 3. Locate the District Miscellaneous Setup section and edit the Auto Start Date. Edit the End of Year Date if it varies from the June 1 default. Then, click Update. Info By default, when the application is not active the 'District Not Ready' displays the information established in Contact Info. Image RemovedImage Added

•  Review and adjust MySchoolApps settings .(Setup | Application Settings) 

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•  Make any adjustments to Custom Strings in the Demo site - modify for (Setup | Custom Strings Languages) - modify specific wording to meet your District's needs, activate languages, add translations. once you are satisfied with your changes, you may export your custom strings and import them into your "live" site..