TABLE OF CONTENTS

• 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
• 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 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.

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 1 below.

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:

The tasks below must be completed after student roll over and you have gone through the End of Year Roll over Check-List DOE WA

BEFORE STUDENT ROLLOVER:

Disable Manage Sync Profile

Archive Academic Reports

Print and Save Attendance and Pastoral care Reports

DOEWA attendance data exports from the enterprise admin system

SEQTA Attendance exports are imported into the enterprise admin system on a continual basis and therefore printing and saving attendance reports is a recommendation only

Printing and Saving Pastoral care reports is a school-based decision option. An end of year Suspension and Withdrawal pastoral care reports can be useful.

CREATE THE UPCOMING TIMETABLE AND CALENDAR:

NOTE: This can be done prior to student roll over

• Create or Clone Timetable Structure Externally (Externally Managed Timetable Setup for Timetables managed via Timetabling System) 
• Apply the SyncUI Protocol - Integris (Classic)/ SIS schools using SYNCUI > Run the SIS Export Utility tool for the current year

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

NOTE: Commonly used by those school sites where timetables are managed outside of the enterprise admin system: Primary schools/Remote Community Schools and Education Support Centres

• Create or clone your timetable structure (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. 

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

Cloning 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 the timetable and sync setup). 

Enable the sync for a new Timetable period (externally managed timetables) 

Set the Timetable Visibility, for Students and Parents/Guardians, in SEQTA Learn and SEQTA Engage 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 their Departmental E number into the Username field in SEQTA. Leave Password field blank
• Assign Staff Permissions
• Manage Permission Groups
• Remove Left Staff  - use User Management Page to remove usernames in bulk. Renders these staff as inactive in SEQTA; doesn’t remove them from the system

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

• Enroll Students into Timetabled Classes - Directly in SEQTA
• Enroll Students into Timetabled Classes - External Timetable System

Students have been checked in SEQTA (SIP) 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. 

Academic Reports Bulk Import Upload - Adding Reports for Parents to view under the Academic Reports in SEQTA Engage, is managed via the Academic Reports’ Bulk Import Upload. If SEQTA Learn and Engage (student and parent portals) are deployed, RTP Academic Reports can be made visible in these portals.

• Importing Academic Reports from an external system, to be visible in SEQTA Engage for Parents.
  
  

Upload Student Photos via SyncUI - Instructions can be found here.

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: Revok User Account for SEQTA Learn and SEQTA Engage for students/families who have left the school at the end of the academic year. 

SIS Attendance report: Resolving the SIS Attendance Report import warning requires preparation in SIS/Integris of the SIS Attendance Report procedure