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.

• 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.

• Flag students your district previously used for verification to ensure the 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.
        

• 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 been completed. Click Ok.
  

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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.
  

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.”