The following document will guide the user through the End of Year procedure for Franklin.
Warning
Please read the following document in its entirety before attempting the End of Year procedure.
Microsoft Task Scheduler
MCS Software highly recommends disabling ALL scheduled jobs in the Microsoft Task Scheduler, especially enrollment system updates, prior to running the End of Year process. Please confirm this is complete prior to proceeding further. You should consider re-enabling scheduled jobs when you initiate the Beginning of Year process. For more information, refer to the Beginning of Year documentation.
Frequently Asked Questions
When should I run my End of Year?
The Franklin End of Year process is recommended after the school year ends and prior to rollover.
Do I need to be running a particular version to perform an End of Year?
Version 7.0.0 or higher is recommended.
Are there any other considerations for running an End of Year?
The Enable End-of-Year Process setting in the last year's DataCenter database (found under Admin → District Setup) must be checked in order to run the End of Year in Franklin.
This should already be enabled in last year's DataCenter database if you have completed End of Year in DataCenter.
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.
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 database. The user will be allowed to 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.
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.
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.
- 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 previously used for verification to ensure that they are not picked in the new school year.
Login to Franklin
Ensure you are running Franklin 7.0.0 or higher. Locate the version you are running in the bottom right-hand corner of the screen.
Run a DataCenter Sync
This process will ensure that DataCenter and Franklin are fully synchronized.
From the Utilities tab. Next, locate DataCenter. Then, click Full Sync.
Establish End of Year Options
- From the Administration 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. 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.
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 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.
Clear Automatic Special Circumstances
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 circumstance 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.
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 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.
i. Click the Per-School Expiration Dates button.
ii. In the New Prior-Year Expiration Dates window, a list of schools will appear. For each school that has a different prior-year expiration date from the global prior-year expiration date, click in the New Expiration Date column and establish a new expiration date.If you have 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 to all affected schools, click the Automatic (+1 year) button. Then, click Ok.
i. Click the Per-Track Expiration Dates button.
ii. In the New Prior-Year Expiration Dates window, a list of tracks will appear. For each track that has a different prior-year expiration date from the global prior-year expiration date, click in the New Expiration Date column and establish a new expiration date.If you have 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 to all effected tracks, click the Automatic (+1 year) button. Then, click Ok.
- When you have completed any changes, you must check the box verifying you have read the end-of-year instructions. Note that there is no undo available once these processes have completed. Click Ok.
You will see a series of processes run while End of Year attempts to complete.
Once the End of Year process has completed, a window will appear notifying you if the process was successful. Click Ok to exit the program.
Additional Notes
Grade Promotion - This will be performed by your District student information system (SIS) and Franklin will update from this information. In the event you do not use a SIS file, follow the instructions on the attachment below. If you have trouble with the instructions, please contact Support for assistance on this procedure.
Please read the Promote Students in Franklin with no SIS file before proceeding with the procedure. There is no "undo".
You have successfully completed the End of Year process for Franklin.