End of year Rollover Check-List CEWA (Catholic Education Western Australia)

Modified on Mon, 30 Mar at 5:11 AM

TABLE OF CONTENTS

End of Year Check-List

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 of 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.

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.

Use the boxes on the right- hand side, to mark off items as they are complete. Each point in the table below is explained in further detail when clicking on the provided links:

End of Year Check-List

BEFORE STUDENT ROLLOVER:

*It is assumed that it's 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 (see under the heading Externally Managed Timetable Setup for Timetables managed via Timetabling System)
Timetable Setup Guide (see under the heading 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 Service Desk.

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.
Set the Timetable visibility for Students and Guardians once you are ready to release class information to students and parents.
Set the Timetable visibility for Students and Guardians 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:

Internal Student roll over has been completed and Class Lists printed (if required)

Enroll Students into Timetabled Classes (Directly in SEQTA)

Re-Enable the AoS Sync 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. If you require to view this data earlier, you can Run a manual sync

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 for available downloads. If not available, submit Service Desk ticket to have new Syllabus added.
Change the Attendance Alert reset date
Learn/Engage: Revoke User Accounts for Learn and Engage for students/families who have left the school at the end of the academic year.