1. End of Year Rollover and Archive

2. End of Year Rollover and Archive including:
Preparing for Rollover
Entering your Rollover Options
Validating Results
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Solana’s Rollover has been significantly enhanced. You’ll notice several changes.

3. Prep- Verify your actively enrolled Student Counts and Grades
Just before performing the Rollover,
Run the Roster for All Sites, Status Active.
Make sure your Total Students number is correct*.
* 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.
Check to see if the students are in next year’s grade.
If so, you will not want to promote the during the Solana rollover.

4. Prep- Stop your Daily SIS import, until your SIS rolls over
If the Students are in last year’s grade, find your Daily SIS Import Job, uncheck Automate, then Save.
Important: After Solana and the Student File have rolled over, re-check Automate.

5. Prep- Enter Dates that apply to Rollover
Browse to Admin>Schools, and click More Details for Central Office.

6. Prep- Enter Dates that apply to Rollover
and Save.
Update the Central Office calendar.
Enter your Holidays (and all days off) for the coming year.
Copy to all sites, then update individual Schools as needed.
Save,

7. Prep- Enter Dates that apply to Rollover
and Save.
Open each site with a Start Date different than the ‘norm’,
and check Year Round School.
Don’t worry about School Starts and Ends dates. You’ll edit these during the End of Year Process.

8. Now that you’ve completed the prep work,
Browse to and click Admin>End of Year Process.

9. You can Save your answers as you go along.
This may be very helpful as you do your Rollover Research.
You’ll need to consider, and prepare to answer, all of these questions before proceeding.
Let’s review each.

10. Enter Dates that apply to Rollover
Enter your School Start and End dates.
This will populate all non-Year Round schools.
If you have schools that start on different dates,
your Year Round Schools, enter those dates here.

11. Review your Grade Promotions.
Promoting and Purging
If your students are still in last year’s grade,
Check Promote Students.
Review your Grade Promotions.
Browse to Admin>Definitions/Setup>Community>Grades to update.

12. Promoting and Purging
You can Purge (Archive) Graduates, but you may want to wait
and ‘Purge’ them as Inactives during next year’s rollover.
Unless purged, Solana retains Graduates as Inactive and maintains 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 account status is simply changed to Active.
Only Purge Students Who Have Been Inactive For Over 4 Months is a great choice.
You won’t accidently archive someone who is mistakenly Inactive!

13. Promoting and Purging
You can now purge Adults, including Teachers and Employees, based on up 1 ½ years of Inactivity.

14. Account Balance options
Choose whether retain all or just positive balances.
Carry over all balances if you are not sure of your district policy.
You can adjust Negatives to zero at a future date but you cannot bring back deleted account balances.
Remember to Save your selections as you GO!

15. Application options
Input your initial application # for next year.
The Temp Status Expiration date is calculated based on your Central Office calendar and is not editable here.
To change the Temp Status Expiration date , review/update your Central Office calendar and/ or Start Date.

16. Application options
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 applications. 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.
Consult with your Free and Reduced administrator to determine your best choices.

17. School, Grade and CEP/Provision 2 options
Review the End Grade and Promote To values for each site and update as needed.

18. Review the CEP and P2 status each site.
School, Grade and CEP/Provision 2 options
Review the CEP and P2 status each site.
Pay close attention to the Base Year for P2.
If you are in the Base Year, your Eligibilities will roll to Temporary Status.
Browse to Admin>Schools, select the school,
then More Details, School Details
To update CEP and P2 information.

19. Preview before committing to Rollover
Click Preview to see proposed Liability and Eligibility changes of ALL schools,
or, for each school.
If the preview is not as expected, return to the Community tab, revise as needed, resave and Preview again.

20. Previewing before committing to Rollover
Once you agree with the Preview data,
click the triangle next to Save and then click Complete End of Year.

21. Previewing before committing to Rollover
Do your best to make sure no one, including office staff or managers, are logged in and be sure to let Solana close the rollover window!
Review the End of Year options.
Cancel to return to Community to edit changes or Complete End of Year.

22. Checking the Results
When the Rollover is complete, you will still have access to the Before and After Rollover data.

23. The Enrollment Report provides a breakdown per site.
Checking the Results
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.

24. Does my Solana data get archived?
Archiving last year’s data
Does my Solana data get archived?
* Solana retains Enrollment, Payment , Transaction and Application data for 5 years, automatically.
* You’ll be able to lookup previous year’s data through the reports you use daily in Solana.
* Inactive students and graduates, if you chose to purge them, are housed in the archived data set.
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.

25. Archiving last year’s data
To pull a list of students for archived years, choose from the dropdown list under Select a Saved View, and choose the School Year.

26. Archiving last year’s data
Using the Application List report you can review application data for previous years.

27. Archiving last 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.

28. Congratulations, You’re on a roll!
You have:
Updated your calendar and school options.
Rolled over the Free and Reduced eligibilities to Temporary status.
Verified that your students are in the right Site and Grade.

29. Thanks again for your time and effort. It’s appreciated!