Some tasks can be completed at either end of year, beginning of year, or both, so please check at your school to confirm if the task was performed at the end of the previous year.
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 using the previous year's data. This is mostly in terms of Attendance/Census reports, Academic reports and any other data required specifically for your jurisdiction.
These reports need to be run and saved before you start with the Start of Year Process/Check-List
This is because student metadata (year group, roll class, roll teacher, etc) is live data. Once rollover has completed any reports that are published will use the new year's metadata for the students.
The tasks below must be completed after student roll over and you have gone through the End of Year Rollover Check-List.
| Description | Internally created or External sync |
PREPARATION FOR SEQTA SET-UP IN YOUR SCHOOL'S ADMINISTRATION DATABASE: | |
| Adding New Staff to SEQTA | Int Ext |
| Student rollover has been completed and class lists printed (if required) | Int Ext |
| If your school uses an external timetabling software (eg: EdVal, Timetabler etc), a new sync profile must be set up before the timetable will be rolled out and synced into SEQTA It is suggested that your timetable and the relevant Sync Profile, be setup at least 2 weeks prior to the return of staff, so that any issues can be attended to. | Ext |
SEQTA TIMETABLE ADMINISTRATION: | |
| Setup Non-Teaching days, Holidays and Term dates in the Manage Days page in the Timetable management workspace | Int Ext |
| Externally managed timetables (created using a specific timetabling application). See Timetable Setup Guide, under the sub-heading Externally Managed Timetable Setup | Ext |
| Setting up a new Sync Profile for data sync | Ext |
| Setting up a new Sync Profile for timetable sync | Ext |
| Enable the MANAGE SYNC (NEW) Profile | Ext |
| Enable the MANAGE SYNC Profile | Ext |
| For Internally created timetables (ie: timetables manually created in SEQTA), there are a number of steps that need to be completed. For an overview please refer to the following manual: Non-synced databases and timetabling | Int |
| Internally managed timetables. See Timetable Setup Guide, under the sub-heading Internally Managed Timetable Setup | Int |
| For Internally created timetables: Create Class Roll groups | Int |
| For Internally created timetables: Assign teachers to Roll classes | Int |
| For Internally created timetables: Enroll Students into their correct Roll group and/or classes completed in SEQTA | Int |
| For Internally created timetables: Create new subjects as required. Set subject priority, and any extra Settings or Attributes related to your jurisdiction | Int |
| For both internally and externally created timetables, please review or Change the Group Number of past timetable periods | Int Ext |
SEQTA ADMINISTRATION: | |
| Set the Attendance Alert reset date | Int Ext |
| Assigning Staff Permissions | Int Ext |
| Removing left Staff from SEQTA | Int Ext |
| Create Student Groups | Int Ext |
| SEQTA Engage - Manage Guardian Accounts: Revoke Engage accounts for families who have left the school at the end of the Academic year | Int Ext |
| SEQTA Learn - Availability of Information and Impact of Revoking Account Access for Students | Int Ext |
| Remove unused Correspondence templates | Int Ext |
| Academic Reporting signatures: Ensure you have all staff signatures and other resources are ready for the first round of reports, or a process is in place for capturing those assets early in the New Year. | Int Ext |
| Programme Setup | Int Ext |
| Remove past timetable periods from the Marks book display if no longer needed. | Int Ext |
| Preparing for academic reporting | Int Ext |
| 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 a Support request via the Help portal to have new Syllabus added. | Int Ext |
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