TABLE OF CONTENTS

• End of Year Check-List
  • BEFORE STUDENT ROLLOVER:
  • CREATE THE UPCOMING TIMETABLE AND CALENDAR:
  • COMPLETE THE FOLLOWING IF YOU HAVE AN INTERNALLY MANAGED TIMETABLE AND STUDENTS HAVE BEEN ROLLED OVER IN YOUR ADMIN SYSTEM:
  • PREPARATION FOR SEQTA SET-UP IN THE SCHOOL'S ADMINISTRATION DATABASE:
  • OTHER STEPS:

This checklist may help when completing the end of year processes. It is important to seek direction from your governing body or systemic board office to determine what reports and information the school needs to produce in the coming year. This is mostly in terms of Attendance/Census reports, Academic reports and any other data required specifically for your jurisdiction.

The tasks below must be completed before you rollover students and families from one year to another within your schools administration system (eg: Synergetic, PC School, AoS, CESiS, MAZE, etc) which then will sync accordingly into SEQTA.

If your school is syncing data from an external data source and you are using the MANAGE SYNC (NEW) profile, you will still have an active sync running. Please disable the sync before rolling over the students in your admin system. See step 1 below.

If your school is syncing data from an external data source and you are using the MANAGE SYNC profile with an active or future timetable, your sync will still be active. Please disable the sync profile before rolling over the students in your admin system. See step 2 below.

Please be aware that if any of the steps mentioned in this article are missed and a rollback of student demographics is required, this service will incur a fee.

End of Year Check-List

BEFORE STUDENT ROLLOVER:

Step 1: Disable Manage Sync (New)         OR 
Step 2: Disable a sync profile

Archiving Academic Reports
Print and Save Attendance and Pastoral care Reports

*It is assumed that these have been run on a regular basis as per our recommended best practice.

CREATE THE UPCOMING TIMETABLE AND CALENDAR:

NOTE: This can be done prior to student roll over

• Timetable Setup Guide Externally Managed Timetable Setup (for Timetables managed via Timetabling System) 
• Timetable Setup Guide Internally Managed Timetable Setup (for Timetables managed within SEQTA)
  

NOTE: Previous timetable structures can be cloned, or new ones created.

• If changes to the structure are required and you need assistance, please contact the SEQTA Support team via the Help portal.
  
  
• Set up the non-teaching days, terms, day swaps, and exceptional days.

If period code numbers are changed, attendance SMS alerts may not work as expected. Please log a ticket to get this setting updated by our Support team.

• Clone a Sync UI input for a new timetable period (exported timetable files uploaded into Sync UI)
  
  
• Set up term alias for Timetable Rollout (dependant on the timetable and sync setup).
  
  
• Enable the sync for a new timetable period (externally managed timetables)
  
  
• Set the Timetable visibility for Parents, Guardians and Students once you are ready to release class information to students and parents.

We also suggest that student to student Direqt Messaging be disabled in Application Settings until you are ready to release class information.

COMPLETE THE FOLLOWING IF YOU HAVE AN INTERNALLY MANAGED TIMETABLE AND STUDENTS HAVE BEEN ROLLED OVER IN YOUR ADMIN SYSTEM:

• Create New Subjects as required. Set subject priority, Unit code, Course code and extra Attributes 
  
• Create Roll Classes (Internal; External and Calendar Classes) Ensure that teachers have been allocated to each roll class.

PREPARATION FOR SEQTA SET-UP IN THE SCHOOL'S ADMINISTRATION DATABASE:

• Set up new staff accounts
• Assign Staff Permissions
• Manage Permission Groups
• Remove left staff

Internal Student Rollover has been completed and print Class Lists (if required)

• Enroll students in Timetabled Classes - Directly in SEQTA
• Enroll students in Timetabled classes - External Timetable system The students will be placed in classes when the sync next runs, and Synchronise student data is selected.

Enabling or Disabling a Sync Profile

Enabling or Disabling a Sync-Next Profile

Students have been checked in SEQTA and are now showing in their upcoming year groups after being rolled over from your school’s Student Admin system.

Note: Automatic sync will only run at night.

OTHER STEPS:

• Academic Reporting Signatures: Ensure you have Staff signatures and other resources ready for the first round of reports, or a process in place for capturing those assets early in the new year.
  
  
• Correspondence: Review all Correspondence Templates and Presets and delete unnecessary or invalid entries.
  
  
• Syllabus: Review all Syllabus entries to ensure they are up-to-date, or if missing, check the Syllabus Management page and the Syllabus Warehouse article for available downloads. If not available, submit a case via the Help Portal to have new Syllabus added.

Change the Attendance Alert reset date

• Learn/Engage: Revoke Student and Guardian User Account Management for SEQTA Learn and SEQTA Engage for students/families who have left the school at the end of the academic year.