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.

There are more specific check-lists for the following schools:

• End of year Rollover Check-List CEWA (Catholic Education Western Australia)
• End of Year Check-List - CESA (Catholic Education South Australia)
• End of Year Roll over Check-List DOE WA (Department of Education WA)

The tasks below must be completed before your rollover of students and families from one year to another within your school's administration system (eg: Synergetic, PC School, AoS, CESiS, MAZE, etc). Once the data has rolled over then it 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:

• Disable a MANAGE SYNC NEXT Profile  Step 1        OR 
• Disable a MANAGE SYNC Profile   Step 2 
• Archive Academic Reports 
• Print and Save Attendance and Pastoral care Reports 

*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

Create or Clone the Timetable Structure

• see under the heading Externally Managed Timetable Setup for Timetables managed via an external Timetabling System
• see under the heading Internally Managed Timetable Setup for Timetables managed within SEQTA). Please also refer to the relevant sections of the following manual: Non-synced databases and timetabling

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. 

NOTE: do not set the Timetable Visibility for parents and students until you are ready to release class information to students and parents. (We suggest that student to student Direqt Messaging be disabled in Application Settings until you are ready to release class information). 

• 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 (dependent on he timetable and sync setup). 
• Enable the Sync for a new timetable period (externally managed timetables) 
• Update Timetable Visibility when ready to release info to students and parents.

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. See also the details in the following manual: Non-synced databases and timetabling 
• Create Roll Classes (Internal; External and Calendar Classes) Ensure that teachers have been allocated to each roll class. See also the details in the following manual: Non-synced databases and timetabling 

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

• Setting Up New Staff Accounts
• Assign Staff Permissions
• Manage Permission Groups
• Managing Accounts for Staff who Have Left

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

• Enroll Students into Timetabled Classes directly in SEQTA
  
• Enrolling and Un-Enrolling Students from Timetabled Classes (Non-Synced, Roll Classes)

Enable the MANAGE SYNC Profile 

Enable the MANAGE 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  for available downloads. If syllabus needs updating please submit a ticket via the Help portal to have new Syllabus added. 
• Change the Attendance Alert reset date 
• Learn/Engage: Revoke the User Accounts for Learn and Engage for students/families who have left the school at the end of the academic year.

NOTE: Your school may wish to delay this step to allow parents and students more time to access their academic reports.