Programs Rollover Processing

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The programs rollover process updates program information for students for the start of the new year. Your district may set up some programs to be left open from year-to-year until a program value is changed, and other programs may be closed at the end of each school year.

For information on running this rollover, refer to the Registration Rollover Page.

We recommend that you use the Program Setup Page to check the definition for each field before you run the rollover. To display field definition details, click Edit on a program field row. The Year End section of each field row determines what happens during rollover. It determines whether the program will be closed, closed and re-opened, only closed if data has changed, or left open. For records that are re-opened, it also determines the entry date for the new record.

Verify that records will be processed correctly at the end of the year. Note that program fields created by PowerSchool may be defined to lock year end selections. In that case, you cannot change the Program Setup selections in the Year End section.

Note that depending on how your district wants to open and close program records, you may want to use other eSchoolPlus utilities to manage program tracking changes for students. Refer to the following sections: Registration Assignment Page, the Registration Mass Update Page, the Generate Programs Page, and Programs Terminology.

Base Processing

The Programs Rollover Processing page deletes all program information for students who were deleted during registration rollover.

The Year End section for each program field row on the Program Setup page determines how program information is updated for students who have open vectors.

• For students who were pre-registered in the current year, the Year End section of each program field row determines if the Start Date will be set to the Student Entry Date or remain unchanged. If the Start Date is set to the Student Entry Date, the rollover can update the program record to have the same value as the source field.
• For students who were not pre-registered in the current year, the processing for a program is based on how your district has selected options for the Year End Values section of the Program Field Setup. The following sections include detailed information about the processing of program information.

Updating Regular Year Vectors

Programs may have different requirements for how fields are closed. For example, some programs may only need to be closed when the value for a student changes, while other programs may need to be closed and re-opened every year. As the requirements can be different for every field, the Program Setup page allows your district to define how each program field should be processed by the rollover.

For students with an Active status who are not pre-registered in the current year, the program field can be set up to have the year end rollover to:

• Always close current vector and create a new vector for the next school year with the value in the source field.
• Close most recent vector.
• No processing will be done so the current vector remains open.
• Only close current vector and create a new vector if the value was changed during Registration Rollover. If the source value did not change, the current record is left open. If the value did change, the current year vector is closed and a new record is opened for the next school year with the new value.
  For students with an Inactive or Graduated status, the program field may be set up to have the year end rollover:
• Always close current vector and create a new vector for the next school year with the value in the source field.
• Close any existing program vectors.
• No processing will be done, so the current record remains open.

For details on these settings, refer to Year End Section.

Updating Summer School Vectors

When you run the Programs Rollover in the summer school environment, open summer school program records are always closed. The options selected on the Program Setup page do not affect the processing.

How Rollover Determines the End Date to Use to Close Records

For program fields that are not linked to another program, the most recent withdrawal date from the closed entry/withdrawal record(s) for the current school year is used as the end date. If the program field is linked to a parent field, the most recent end date for the parent field for the current school year is used as the end date.

How Rollover Determines the Start Date for New Vectors

The start date to use can be defined in the Year End section when editing a Program Setup page's program field row. The field may be set up to:

• Create vector according to entry/withdrawal. This option selects the entry date from Entry/Withdrawal or uses the start date for a parent field if a program field is linked to another program. For example, for a field that is not linked, the entry date from a student's current Entry/Withdrawal record for the new year would be used as the start date for a new program record. If the field is linked, the start date from the parent field would be used as the start date for a new program record.
• Create vector for next calendar day. This option uses the next calendar day after the End Date. For example, if the current year record was closed with 6/11/2017, the new year record would have a start date of 6/12/2017. The calendar date is not validated by the calendars defined within the eSchoolPlus System.

How Rollover Updates a Source Field When a Program Record is Closed

When a current year program field that is linked to a source field is closed and not re-opened, the source field may also be updated. The value used to update the source field is determined by the type of field.

Note that when a summer school program record is closed the source field is not updated.

Recommendation for Program Fields that Require Next Year Records for All Active Students

Some districts have programs where a source field is updated as part of the Registration Rollover, and all active students are required to have an open program record for the start of the new year. Program Rollover does not automatically create records for students based on the value in a source field. The program only processes students who have an open program record. For example, it will not create a program record for the student's primary homeroom value, unless the student had an open record for the current year.

1. Prior to running the rollovers, make sure that students who need to have a record for the next school year have an open record for the current school year. Pre-registered students should also have an open record.
2. Set up Registration Rollover Criteria page to update the value for students. For example, if you program track primary homeroom, set up the criteria to update the primary homeroom value to the next year primary homeroom.
3. On the Program Setup page, make the following selections in the Year End section for each Fields panel row:
   For Pre-Registered Students, select Start Date will be the same as Student Entry Date and Value synced with Source.
   For Active Students, select Always close current vector and create a new vector.