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Franklin End of Year Instructions - 20212023-2022 2024 School Year The following document will guide the user through the End of Year procedure for Franklin. |
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Warning Stop! You must first complete End of Year processes in DataCenter before running End of Year in the other systems. Please read the following document in its entirety before attempting the End of Year procedure. |
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Microsoft Task Scheduler MCS Software highly recommends disabling ALL scheduled jobs in the Microsoft Task Scheduler, especially enrollment system updates, prior to before running the End of Year process. Please confirm this is complete prior to before proceeding further. You should consider re-enabling scheduled jobs when you initiate the Beginning of Year process. For more information, refer to the Start of Year instructions. |
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When should I run my End of Year?
The Franklin End of Year process is recommended after the school year ends and before rollover.
Do I need to be running run a particular version to perform an End of Year?
Version 1214.0.0 or higher is recommended.
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The Enable End-of-Year Process setting in the last year's DataCenter database (found under Admin → District Setup) must be checked to run the End of Year in 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. |
Note: It is normal to see critical alerts once the End of Year process has been 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 been 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?
If 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 is 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:
Automatically copy the current Franklin database to a prior year year’s database. The user will be allowed to Users can view a prior year database by selecting Utilities → Miscellaneous → Prior-Year Database. When viewing a prior year database, the background of the main form will be red with the label Prior Year on the main form of the program. To switch back to the current year, simply exit and re-launch the application.
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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.
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All students that currently have eligibility benefits from the previous year will be set to a temporary eligibility. Select the last date through which these benefits are good. (The last day they can be served using their status from the 2021-22 school year) If you are currently extending benefits from the 2019-2020 school year into the 2021-2022 school year as prior year eligibility and you do not want to extend them to the 2022-2023 school year you will need to expire before running the end of year process. If you need guidance on how to handle carryovers for the 2022-2023 school year, please contact your State Department.
Direct Certified students will become Prior Year DC.
The eligibility status of Zero Income students will be changed to "Denied – No Application" if either the Expire Zero Income Students box is checked or if the current expiration date has passed. (You have the ability to extend prior year benefits or allow them to expire on the original expiration date).
Flag students who were previously used for verification to ensure that they are not picked in the new school year.
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Ensure you are running Franklin 1214.0.0 or higher. Locate the version you are running in the bottom right-hand corner of the screen.
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Establish End of Year Options
From the Admin and 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. Deselecting this checkbox 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
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will be given a prior-year status.
Set Students at Community Eligibility Option
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Schools to Prior-Year Free - Students enrolled at Community Eligibility Option schools are given a prior-year free status.
⚠ Set Students at Provision 2 schools to Prior-Year Free
If you have at least one CEP school in your District, you must Set Students at Community Eligibility Option schools to Prior-Year Free
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to maintain the student's free status if promoted to a non-CEP school
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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
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clarification
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regarding Clearing Special Circumstances, click here.
Clear Automated Special Circumstances - All automatically set special circumstance flags are to be cleared at end-of-year.
⚠ Clear Automatic Special Circumstances
A combination of special circumstances applied with a 3rd party import file
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and SIS special circumstance imports are cleared. If you do not want SIS special circumstances to
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be imported from the SIS file, you must
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ensure 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
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online or scanned applications. If your District chooses to share information with other programs such as Medicare or Medicaid,
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do not clear this information.
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Run End of Year Process
From the Utilities tab, locate Advanced. Then, click End-of-Year.
A window will appear informing you an archive will be made of the current year’s database and will then clear information for the upcoming year's database. Review the Prior-Year Expiration Date and make changes if necessary.
Per-School and Per-Track Expiration Dates override the global prior-year expiration date.Prior-Year Expiration Date - Use the calendar tool to establish a prior-year expiration date If all the schools in your District have the same start and expiration date.
Per-School Expiration Dates
Click the Per-School Expiration Dates button.
In the New Prior-Year Expiration Dates window, a list of schools will appear. For each school with a different prior-year expiration date from the global prior-year expiration date, click on the New Expiration Date column and establish a new expiration date.
If you
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ran End of Year processes in Franklin last year and established expiration dates, the old date will appear in the Old Expiration Date column, you may establish new expiration dates by clicking in the appropriate cell under the New Expiration Date column. To establish the new expiration date exactly one year from the old expiration date for all affected schools, click the Automatic (+1 year) button. Then, click Ok.
Per-Track Expiration Dates
Click the Per-Track Expiration Dates button.
In the New Prior-Year Expiration Dates window, a list of tracks will appear. For each track with a different prior-year expiration date from the global prior-year expiration date, click on the New Expiration Date column and establish a new expiration date.
If you
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ran End of Year processes in Franklin last year and established expiration dates, the old date will appear in the Old Expiration Date column. You may establish new expiration dates by clicking in the appropriate cell under the New Expiration Date column. To establish the new expiration date exactly one year from the old expiration date for all affected tracks, click the Automatic (+1 year) button. Then, click Ok.
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Note: No undo is available once End of Year processes have been completed
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. Click Ok
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.
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You will see a series of processes run while End of Year attempts to complete.
Once the End of Year process has been completed, a window will appear notifying you if the process was successful. Click Ok to exit the program.
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