End of year rollover checklist

It is recommended the following tasks be completed as part of the year rollover process. Please note, some schools may have additional items that need to be completed depending on the school's policy and processes.

Follow the steps in the guide to prepare for the new academic year.

⚠️ Before getting started: Do not roll students into the next school year in SEQTA before archiving reports. If this happens, a backup restore will need to be done to retrieve the reports.

Your complete rollover checklist

• Watch video tutorial: Completing your end of year rollover checklist
• Disable the sync
• Archive academic reports
• Print and save attendance and pastoral care reports
  • Printing attendance reports
• Complete the timetable rollout process (all schools)
• Create a new sync profile (if relevant)
• Set attendance alert reset date
• Revoke access to old SEQTA Engage accounts for parents
• Re-enable the MANAGE SYNC (new) profile – sync next

Video tutorial: Completing your end of year rollover checklist

Watch this video before beginning your rollover to help ensure important student records, reports and attendance data are preserved and available when needed.

It walks through each of the recommended tasks in rollover checklist.

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Disable the sync

If you are using The sync profile: MANAGE SYNC (NEW) for syncing data with and External Admin or Timetabling System, the Sync process will run regardless of an active timetable.

All schools using sync-next need to ensure that the sync is disabled until the roll over data has been completed in the external Admin system.

To understand to turn off the sync, see our guide on enabling or disabling a sync profile.

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Archive academic reports

Schools that use SEQTA for Academic Reporting will need to archive reports prior to students being rolled over into the next year level. This will ensure the reports are available in SEQTA should they need to be accessed or reprinted

Follow the steps in our article on Archiving academic reports.

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Print and save attendance and pastoral care reports

Each school has their own set of attendance reports that are used to report to the different governing bodies (i.e. Federal STATS Reports). These should be printed and saved in a safe location prior to the student year level roll over at which point the student demographics will change.

Reports that return a large amount of data are best run with only one or two year levels selected at a time - waiting for each to complete before starting the next one. If a report does not complete in 10 mins (excluding the Federal STATS report), try run the report again with less students selected or contact the SEQTA Service Desk with details. Your school may have reports required by your education authority or registration body that are not listed below, please print and save these reports that are specific to your circumstance.

✳ Useful attendance reports: 
- Attendance statistics reports
- Federal STATS report - How to correctly print a report: Run with no students selected, Semester 1 and Term 3 separately.   
- Federal stats report (with headings): Run with no students selected, for individual semesters and terms.   
- Student summary reports (i.e. Qualitative data)

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Printing attendance reports

To print an attendance report:

1. Go to Administration Workspace > Reporting.
2. Select the report from the list and select students.
3. Set any available filters (i.e. Date-Range).
4. Click 'Print' once the report is finished it will be available under the notification icon in the top right-hand side.
5. Select the notification to open the file, then rename and save the document.

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Complete the timetable rollout process (all schools)

It is recommended that the timetable setup process be completed at least two weeks before classes start. This allows sufficient time should changes be required or if there are any issues that need to be addressed.

Schools that use an external timetabling system an complete this process prior to the data being ready in the timetabling system.

To complete this task, refer to our Timetable setup guide.

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Create a new sync profile (if relevant)

Only required for schools with external Admin or timetabling systems, excluding AOS admin systems.

The Sync classic process will only run if there is a timetable period assigned with an end-date in the future (For Non Sync -Next schools). In most cases, this means that once the end date of the semester two timetable period has passed, the Sync will no longer run. Once the timetable setup process has been completed and the timetable added to the Sync profile, the process will run again.

To complete this task, follow the steps in this guide:

• Rolling out a timetable and setting up the nightly sync (externally managed timetables only)

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Set attendance alert reset date

Set the attendance alert to the start of the year. This will stop students from being flagged with Attendance alerts (blue dots) due to unresolved absences in the previous year.

The suitability of this option will depend on the school's policy and processes with regards to managing attendance.

To complete this task, follow the steps in this guide:

• Changing the attendance alert reset date

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Revoke access to old SEQTA Engage accounts for parents

This needs to be done after the Year 12 and other exiting students have had their records archived. Remind student to download and save their academic reports prior to them loosing access. Always Revoke Access to ALL Contacts under READY TO REVOKE ACCESS as their will accounts from contact code changes, and SEQTA Engage flag changes in there as well.

To complete this task, follow the steps in this guide:

• Revoking access to parent accounts

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Re-enable the MANAGE SYNC (new) profile – sync next

After the roll over process have been completed the Sync-Next profile needs to be re-enabled.

• Click on Manage Sync (New) under Timetable Management
• Slide the setting for SYNC ENABLED to the right
• Turn on the Admin data fields as required
• Click Save.

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