1. End of Year Rollover and Archive

2. End of Year Rollover and Archive
Preparation
Completing the End of Year process
Reports, including archived data
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3. Preparation
Know your estimated Enrollment count for the upcoming school year.
Solana assumes that you want to purge Inactives, so make sure your Actives for your next school year are Active in Solana!
Most of the time, the last Student Information File imported will match your students returning for the upcoming school year meaning your Active count will be accurate.
However, in some Summer School situations, the Student Information file will only contain records for students attending Summer School and, if imported into Solana, it will have inactivated a great many of your students.
Preparation
Know your estimated Enrollment count for the upcoming school year.
Solana assumes that you want to purge Inactives, so make sure your Actives for your next school year are Active in Solana!
Most of the time, your Student Information File import will match your students returning for the upcoming school year and will be good for rollover.
However, in some Summer School situations, the Student Information file will only contain these records.
When Rolling Over in Solana, we’ll show you the # of Actives students in Solana. Just make sure this agrees (roughly) with the number of returning/enrolling students!
When Rolling Over in Solana, we’ll show you the # of Actives students in Solana. Just make sure this agrees (roughly) with the number of returning/enrolling students!

4. Preparation
Purging Graduates; you probably don’t want to and here’s why!
Unless purged, Solana holds Graduates as Inactive but retains their Eligibility and Balance. You can look them up, if for example, someone calls about their money on account.
If they return to your district, their rolled over Eligibility is applied and account balance remains.
Most Solana user’s take advantage of this feature. If you want to, don’t choose the Purge option!
Purging Graduates; you probably don’t want to and here’s why!
Unless purged, Solana holds Graduates as Inactive but retains their Eligibility and Balance. You can look them up, if for example, someone calls about their money on account.
If they return to your district, their rolled over Eligibility is applied and account balance remains.
Most Solana user’s take advantage of this feature. If you want to as well, don’t Purge!
Next year, the Graduated Students will ‘roll’ to Inactive and purge, so you’ll only be ‘retaining’ last year’s graduating class each year.
Next year, the Graduated Students will ‘roll’ to Inactive and purge, so you’ll only be ‘retaining’ last year’s graduating class each year.

5. Preparation
Know your Start of School date and Ending Date for the next school year and your operational days, especially for the first month of school.
This will determine the Temporary Status Expiration date.
Know your Start of School date and Ending Date for the next school year and your operational days, especially for the first month of school as this will effect the Temp Status Expiration date.

6. Preparation
Determine how you want to manage Application Household Members and DC relationships.
You will have the option to purge Non-Student Household Members from the Solana Free & Reduced. Most districts choose to not purge but it is up to each district to purge or not.
You can also Disassociate the DC Relationships you built during the Direct Certification process.
Most do not Disassociate but the choice is yours.
Determine how you want to manage application Household Members and
DC relationships.
You will have the option to purge Non-Student Household Members from the Solana Free & Reduced. Most districts to not purge but it is up to each district to purge or not.
Consult with your Free and Reduced administrator to determine your best choice.
You can also Disassociate the DC Relationships you built during the Direct Certification process.
Most do not Disassociate but the choice is yours.
Again, consult with your Free and Reduced administrator to determine your best choice.
Consult with your Free and Reduced administrator to determine your best choice.

7. Archiving the Data
Solana retains Transaction and Enrollment data for 5 years, automatically.
You’ll be able to lookup previous year’s data thru the reports you use daily in Solana.
We’ll review how to look up archived data a little later in this lesson.
Archiving the data
Solana retains transaction and Enrollment data for 5 years, automatically.
You’ll be able to lookup previous year’s data thru the reports you use daily in Solana
We’ll review how to look up archived data a little later in this lesson.

8. Browse to and click >Admin>End of Year Process.
Once you’ve gathered the information required, you’re ready to complete the process.
Browse to and click >Admin>End of Year Process.
OK, once you’ve gathered the information required, you’re ready to complete the process.
Browse to and click >Admin>End of Year Process.

9. Our Best Practice is to NOT select this option.
When the Promote option is selected the Purge Graduates option appears.
Our Best Practice is to NOT select this option.
Instead, let Solana place them in grade G for Graduate and Inactivate them so they don’t effect your edit checks.
They will purge next year.
Then open School Promotion Setup. Be sure all sites are assigned.
Your Central site will promote to itself and the highest Grade will be G.
Under student Options, Choose whether to Promote Students Grade and School.
You’ll navigate 2 pages, Community and Preview
Account Balance Options are straightforward; Carry Over all Balances or Set NEGATIVE balances to zero.
If you haven’t imported your rolled over Student Information file, you’ll want to select this option.
First we’ll take a look at the Community page
Save your changes if you’ll be coming back later to complete the process.
Next, open Grade Promotion Setup and make sure it’s correct. Typically, 12th Graders promote to G for Graduated,
You’ll navigate 2 pages
Community and
Preview
First we’ll take a look at the Community page
Under student Options, Choose whether to Promote Students Grade and School.
If you haven’t imported your rolled over Student Information file, you’ll want to select this option.
When this option is selected the Purge Graduates option appears. Our Best Practice is to NOT select this option. Instead, let Solana place them in grade G for Graduate and Inactivate them so they don’t effect your edit checks. They will purge next year.
Next, open Grade Promotion Setup and make sure it’s correct. Typically, 12th Graders promote to G for Graduated.
Then School Promotion Setup. Be sure all sites are assigned. Your Central site will promote to itself and the highest Grade will be G.
Account Balance Options are straightforward; Carry Over all Balances or Set NEGATIVE balances to zero.
Under Application Options, enter Start and Ending dates for the next school year
And be sure to update the calendar to determine the Temp Status Expiration.
This is a calculated field and cannot be edited. Be sure it matches your expected date.
Enter the Purge and Disassociate options as determined by your Free & Reduced Administrator.
Save your changes if you’ll be coming back later to complete the process.
Enter the Purge and Disassociate options as determined by your Free & Reduced Administrator.
And be sure to update the calendar to determine the Temp Status Expiration.
This is a calculated field and cannot be edited. Be sure it matches your expected date.
Under Application Options, enter Start and Ending dates for the next school year

10. When you’ve completed Community,
click Preview to see a comparison of Before and After data based on the choices you’ve made.
When you’ve completed Community,
click Preview to see a comparison of Before and After data based on the choices you’ve made.

11. You can click the Dropdown to see a By Site comparison.

12. Once you agree with the Preview data,
click the Overflow next to Save and Complete End of Year.
Once you agree with the Preview data,
click the Overflow next to Save and Complete End of Year.

13. You’ll see a recap of your choices.
Cancel to return to Community to edit changes
Or Proceed to finish
Cancel to return to Community to edit changes
Or Proceed to finish

14. The Enrollment Report provides a breakdown per site.
Use the Roster Report w/ the Breakout Eligibilities option to review Free and Reduced Grace counts.
Use the Roster Report w/ the Breakout Eligibilities option to review Free and Reduced Grace counts.
The Enrollment Report provides a breakdown per site.
The Enrollment Report provides a breakdown per site.

15. Remember, Solana provides you archived data for 5 years.
Using the Application List report you can review application data for previous years.
Remember, Solana provides your archived data for 5 years. Using the Application List report you can review application data for previous years.

16. Including Financial and Liability reporting.
Use the date or date range fields on various reports to look up previous year’s data
Use the date or date range fields on various reports to look up previous year’s data
Including Financial and Liability reporting.
Including Financial and Liability reporting.

17. Thank you for your time. Please do not hesitate to contact us if you have questions!