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This section outlines the basic process for the End of Year process for MySchoolApps.

End Of Year Is Time Sensitive

The End of Year process is extremely time-sensitive. Please read this section carefully to ensure correct implementation.  If you have any questions not answered below, please contact Support.

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 well.  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.

MySchoolApps will no longer accept new applications for your District on the End of Year date specified in your settings (Setup | Application Settings | Misc Setup | District Miscellaneous Setup) or after June 1st - whichever comes first.
Note: The website treats the End of Year date setting as the date on which to STOP accepting applications. So if a district wants to accept applications up to and including June 15th, they should set the EOY date to June 16th.

If for any reason applications cannot be retrieved using this process, please contact Support immediately. the End of Year procedure for online applications is extremely time-sensitive and must be performed within 1 week of the June 1st deadline in order to properly prepare the system for the new school year.

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 protocol) will be presented with a message letting them know they can no longer submit online applications for the current school year. 

HSS Protocol: Pre-End of Year

On or about June 8th, 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 school year 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.

    • 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.

District Protocol: Post-End 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.
 View details to establish the Auto Start Date and End of Year Date.

1. From the District tab, select Settings.

You may also access District Settings from Setup → Application Settings→Misc Setup: District Miscellaneous Setup.


2. Select Misc Setup from the screen.

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.

By default, the 'District Not Ready' displays the information established in Contact Info.

  • Review and adjust MySchoolApps settings. 

Don’t forget: You may utilize the demo site to review expected behaviors and outcomes. You may also test applications during this time.

  • Make any adjustments to Custom Strings in the Demo site - modify for 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.
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