Franklin End of Year

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 before rollover.

Do I need to be running a particular version to perform an End of Year?
Version 12.0.0 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 to run the End of Year in Franklin.

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.

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.

• 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.

• 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.

Log in to Franklin

Ensure you are running Franklin 12.0.0 or higher. Locate the version you are running in the bottom right-hand corner of the screen.

Run Pre-End of Year Tasks, Check Settings, and Perform the End of Year

Run a DataCenter Sync

This process will ensure that DataCenter and Franklin are fully synchronized.
From the Utilities tab, locate DataCenter. Then click Full Sync.

Establish End of Year Options

1. From the Admin and Maintenance tab, select System Settings.

2. Locate and click on the End-of-Year tab in the window.

3. Establish End of Year preferences. Then, click Ok.

   1. 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.

   2. Set Students at Provision 2 schools to Prior-Year Free - Students enrolled at Provision 2 schools are to be given a prior-year status.

   3. 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.
      

   4. 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.

   5. 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.
      

   6. 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 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.
      

   7. 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

1. From the Utilities tab, locate Advanced. Then, click End-of-Year.

2. 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.
   

   1. 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.

   2. Per-School Expiration Dates

      1. Click the Per-School Expiration Dates button.

      2. 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 have run 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.

         

   3. Per-Track Expiration Dates

      1. Click the Per-Track Expiration Dates button.

      2. 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 have run 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.
         

         

         
         

3. The SY 22-23 Carryover Status allows you to set carryover status for any students that do not already have an eligibility determination or a carryover status from the previous year. Select a School Year to use the most recent eligibility determination going back to either (optionally) SY 19-20 or SY 20-21. When you have completed any changes, you must check the box verifying you have read the end-of-year instructions.
   
   Note: There is no undo available once End of Year processes have been completed; however you can change the Carryover Status later if needed. Click Ok.
   ⚠ Important: Please check with your state Department before carrying over eligibility data from a previous school year.
   Example: The school year you select serves as a starting point - so if you select SY 19-20, the utility will find the most recent eligibility per student from within previous school years, starting with the beginning of the school year you selected (2019-2020).
   

   

   
   

4. 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.

Additional Notes

Grade Promotion - This will be performed by your District student information system (SIS), and Franklin will update using this information. If you do not use a SIS file, follow the instructions in the attachment below. If you have trouble with the instructions, please contact Support for assistance with this procedure.

Please read the Promote Students in Franklin with no SIS file before proceeding with the procedure. There is no "undo.”