Overview:
New Year Rollover is a process to configure the next school year in Synergy. IT (Call Center) is responsible, with help from OTL and school registrars. Below are instructions for registrar tasks, with the approximate dates.
Mass Assign Students (December):
Students will be assigned a 'Next School' and 'Next Grade' for the next school year based on their current grade and address/grid code. The district registrar will provide schools their active student's assignments in mid-December and Registrars will need to adjust students who will not follow that expected enrollment next year.
IT mass assigns values for students that will determine their next year enrollment. The values “Next Grade Level” and “Next School” on the Student Screen>Other Info Tab need to be reviewed; if changes are necessary registrars need to adjust. These specific situations below must be addressed by Christmas Break so we can proceed with the rollover process:
- students who will be retained
- student with 99999 Grid Code, viewable on the Demographics tab
- Current PK students that will be remaining in PK for 2025
- 5th or 8th grade students who might be a boundary exempt situation or who have already decided where they will be going.
- Any new enrollments after this point will force you to include the “Next Grade Level” and “Next School” when accepting enrollment. See the New/Incoming Student section below.
- Any students withdrawing after this point will also require an additional Next Year Enrollment Action during inactivation. See the Inactivating/Withdrawing a Student section below.
New/Incoming Student (January-May):
After the initial new year rollover process is completed in January, maintenance will be required to maintain accurate next year enrollment records for incoming students. This will provide guidance on the process.
When accepting a registration you should be prompted to enroll the student in Next Year as well.
Once the pending registration has been processed and the student is enrolled at your site, the Next Grade Level and Next School fields will need to be selected on the Student screen>Other Info tab. IT will run a process that updates the next year/school of enrollment based on what is entered in these fields. If no school is selected the next year enrollment will be deleted
Inactivating/Withdrawing a Student (January-May):
After the initial new year rollover process has been completed in January, maintenance will be required to maintain accurate next year enrollment records for students withdrawing from a school.
Inactivating/Withdrawing a Student When a student is inactivated, if they have an enrollment in the future school year then the Next Year Enrollment Action that should be chosen is Delete Enrollment.
Note: For students that have a locker assignment in the future school year you will need to remove the locker assignment when they transfer or withdraw. The locker assignment is found on the Student screen> Other Info tab. Removing this will allow the enrollment in the future school year to be updated. 