Rollover

Rollover involves two types of data: non-student information and student information. Rollover will move certain data from the current school year into the next school year. The Rollover feature is designed to help each school begin their new school year with last year's baseline data and layouts so that the district and schools do not need to rebuild schedules and courses, reconfigure system preferences, and more.

Non-Student Data
Rolling Over Non-Student Data

The first step in completing rollover is to roll non-student data into the next school year, and then configuring that data to ensure student rollover will be successful.

Ensure the current school year is selected at the top-right corner of the screen.

1. In the Setup menu, click Rollover.

The data elements are organized into two categories, School-specific Data and District-wide Data. For school-specific data, you will select the schools whose data will be rolled. District-wide data such as the Course Catalog and Post-Secondary Programs should be rolled prior to rolling school-specific data elements such as Courses and Sections.

2. To roll district-wide data, under District-wide Data select the data elements to roll, or select the Select All check box to select all items in the list.

Be sure to deselect any school-specific data elements that you do not want to roll at this time.

District-Wide Data Elements Description
Address Catalog Includes the data from Setup > Address Catalog
Automatic Course Requests Includes the data from the District Requests tab in Scheduling > Automatic Course Requests
Course Catalog Includes the data from Scheduling > Course Catalog
Custom Student Groups Includes the data from Students > Student Groups
Course Completion Codes Includes the data from Scheduling > Course Completion Codes
Default System Preferences Includes the default system preferences from Setup > System Preferences > Default School Preferences, Default User Preferences, and Default District Preferences
Gradebook Templates Includes the data from Setup > Gradebook Templates
Question Standards Rolls over questions linked to standards in LMS. Question Standards should be rolled after Standards.
School Choice Programs Includes the data from Setup > School Choice Setup
School Choice Students Rolls students’ choice status into the next year
Standards There are two types of standards housed in Focus: local standards and imported K-12 or CTE FLDOE standards. Local standards are those created by the district. These standards are generally used for elementary report cards. K-12 or CTE FLDOE imported standards are year-specific. If the FLDOE makes a change to a standard for the upcoming school year, Focus will import these standards for the district on request. This is normally done over the summer once any changes are made available on CPALMS or FLDOE. If your district only houses local standards in the database, proceed with rolling over standards. If your district uses imported standards or a combination of local standards and imported standards, contact your Account Executive or Tier 1 representative to discuss the best option to move or import standards into the upcoming school year.

3. To roll school-specific data, first select the schools whose data will be rolled. If desired, select one or multiple School Type(s) to filter the list of schools in the School(s) pull-down.

For example, to roll data only for the district's high schools, select H - High. The School(s) pull-down will now only include the high schools.

4. In the School(s) pull-down, select the schools for which to roll data. The school you are currently logged into is automatically selected.

5. Select the school-specific data elements to roll, or select the Select All check box to select all items in the list.

School-Specific Data Elements Description
Attendance Codes
Includes the data from Attendance > Attendance Codes
Automatic Course Requests
Includes the data from the School Requests tab in Scheduling > Automatic Course Requests
Calendars
Includes the data from Setup > Attendance Calendar
Courses
Includes courses and course setup data from Scheduling > Courses & Sections
Eligibility Activity Codes
Includes the data from Eligibility > Setup Activities
Fees Includes data on the various fees set up and assigned to sections. Fees should be rolled after courses, sections, and post-secondary programs are rolled.
Grade Posting Averaging
Includes the data from Setup > Grade Posting Averaging
Marking Periods Includes the data from Setup > Marking Periods
Post-Secondary Gradebooks Includes data contained within teacher Gradebooks. Post-Secondary Gradebooks should not be rolled until the current school year has ended.
Post-Secondary Schedules Includes data contained in student schedules. Post-Secondary Schedules should not be rolled until the current school year has ended.
Report Card Comment Codes
Includes report card comments from Grades > Grading Scales & Comments
Report Card Grade Codes
Includes grading scales from Grades > Grading Scales & Comments
Scheduling Teams
Includes the data from Scheduling > Teams
School Periods Includes the data from Setup > Periods
Sections
Includes sections and section setup data from Scheduling > Courses & Sections

Note: Only active sections will roll over. Inactive sections will not roll over.
System Preferences
Includes the school preferences from Setup > System Preferences > School Preferences. When selected, Gradebook Configuration settings will roll over to the new school year. Note: All teacher Gradebook Configuration settings are syear specific, and will roll over, except when Gradebooks are configured separately for each section. For teachers who configure Gradebooks separately for each section, the district or school’s default Gradebook Configuration settings will be applied to any new course the teacher is scheduled for, and the teacher can update the configuration settings.
Tardy Thresholds Includes the data from Attendance > Attendance Setup > Tardy Thresholds
Waitlist Requests Includes the data from Scheduling > Waitlist

When a data element is grayed-out, this indicates this element was already rolled into the next school year. The number in parentheses indicates the number of items that were rolled. Data elements can be re-rolled. This will overwrite the data that has already been rolled into the new school year. This means any changes that have been made in the new school year will be overwritten.

Calendars, Courses, Grade Posting Averaging, Marking Periods, Report Card Grade Codes, and School Periods must be rolled at the same time or before rolling Sections. This is necessary to ensure that sections are properly configured for the upcoming school year. Scheduling Teams should also be rolled before Sections, if used.

Non-student data elements related to scheduling should not be re-rolled once work has started in the upcoming school year. Sections can be re-rolled if the school is still at the requests stage of the scheduling process. Courses should not be re-rolled after requests have been entered, and sections should not be re-rolled after students have been scheduled.

6. Once data elements have been selected, click Roll selected data from (current school year) to (next school year) at the bottom of the screen.

The "Roll selected data from (current school year) to (next school year)" button will be disabled if there are issues with the data elements you are attempting to roll. A message will display at the top of the screen highlighted in red indicating the issues that must be resolved before you can roll.

A green check mark and confirmation message is displayed once the roll is complete.

Reviewing and Updating Non-Student Data Following Rollover

After rolling non-student data, there are several areas in Focus that will need to be updated in the new school year: Calendars, Marking Periods, Periods, Grade Levels, and System Preferences. For Periods and Grade Levels, no updates need to be made in the new school year unless there will be changes. If the dates for the school year have not been officially approved, approximate dates can be set in Calendars and Marking Periods. Be sure to update these dates once they have been approved by the district.

The updates to non-student data can be done in one district school, and then copied to other district schools using the Copy School screen. For example, the updates can be made in one elementary school, and then copied to the other district elementary schools.

Calendars

1. Select the upcoming school year at the top-right corner of the screen.

2. In the Setup menu, click Calendars.

3. At the top-left corner of the screen, select the calendar to update from the pull-down.

4. Update the calendar dates using the Populate this calendar feature.

5. If the school is using a rotation schedule, update the rotation days on the calendar using the Populate this calendar feature. Rotation days can also be manually updated.

Marking Periods

1. In the Setup menu, click Marking Periods.

2. Update the Begins and Ends dates for each marking period. Before the school year begins, the grade posting window, standards grade posting window, and grade 12 grade posting window should be updated.

Periods

1. In the Setup menu, click Periods.

2. Verify that periods are configured correctly, and update the start times, end times, and length as needed. Verify that each period is correctly marked for Used for Attendance and Required for Scheduling.

Grade Levels

1. In the Setup menu, click Grade Levels.

2. Verify that grade levels are set up correctly, and that the grade level with a sort order of 1 is the grade level students will roll into when transitioning into this school from another (such as elementary school to middle school).

System Preferences

1. In the Setup menu, click System Preferences.

2. Review the School Preferences and update any preferences as needed.

Do not change the "Default school year" until rollover is complete and the current school year is over.

Using Copy School in the New Year

Once all the configuration options have been finalized for a school in the upcoming school year, the Copy School feature can be used to update other schools that should receive this information.

Ensure you are logged into the school that has the updated information, and that the new school year is selected at the top-right corner of the screen.

If the school you are copying calendar dates from and the schools you are copying calendar dates to have different rotation schedules, the rotation days from the calendar you are copying from will override the rotation days on the calendars of the schools being copied to.

For example, school A has a calendar with a 4 day rotation, and the calendar dates are being copied to schools B-Z. School B has a 6 day rotation. After copying the calendar dates, school B's calendar now only has rotation days A-D, and days E and F have been removed from the calendar.

1. In the Setup menu, click Copy School.

2. Select Copy to an Existing School.

3. Select the schools that will receive this information.

4. Select the information that will be copied. In most instances, Marking Period Dates and Calendar Dates are copied following rollover.  

If the master schedule was rolled into the next school year for the schools, selecting to copy Calendars and Marking Periods will break the links between the sections and the calendars and marking periods and will create issues with the master schedule. Only copy Calendar Dates and Marking Period Dates.

When Calendar Dates is selected, the calendar pull-down becomes available for selection, containing all of the schools calendars.

5. Select the calendar to copy the dates from. If no calendar is selected, all of the school's calendar dates will be copied.

It is important that the naming convention for calendars is consistent throughout all of the schools. Calendar dates from the calendar named "Default" will only copy to the calendar named "Default" at the selected schools.

6. Click OK at the bottom of the screen.

A green check mark and confirmation message is displayed.

Students

Before beginning the process of rolling the district's students to the next year, it is important to have an overall plan for the district.

  • Are students going to be manually rolled or be rolled with a scheduled job?
  • Is the Set Next School scheduled job going to be used, and if so, is the Address Catalog loaded?
  • Does the district have School Choice or specific Educational Choice considerations?
  • Does your district share a database with a CTE school, and if so, how will grade 30 and 31 be handled?

There are three main options that can be used for student rollover:

  • Manually rolling students - With the manual rollover process, the district will roll students through the Rollover screen. The Rollover scheduled job will not be used, nor the Set Next School scheduled job.
  • Rolling students automatically - The district will use the Rollover scheduled job, but not the Set Next School scheduled job.
  • Rolling students automatically using the Address Catalog - The district will use the Set Next School scheduled job, based on the Address Catalog, with the Rollover scheduled job.
Setting the Rolling/Retention Options and Next Grade on an Individual Student

Before rolling students into the next school year, the Rolling/Retention Options and Next Grade should be set for each student. This must be done in the current school year. This can be done in each student record individually, or en masse using Mass Assign Student Info or Runquery. Districts rolling students automatically using the Address Catalog can set the Rolling/Retentions Options through the Set Next School scheduled job. Students without the Rolling/Retention Options set will not roll into the next school year. Any new students enrolled in the current year will need to have their Rolling/Retention Options set.

Best practices for retained students: Since rollover is done far before the end of the school year, most schools will not yet know which students will be retained. Students who are questionable should be treated as though they are being promoted to the next grade level. If the student ends up being promoted, no action needs to be taken.

If your district is manually rolling students, students who will be retained will need their enrollment grade level updated in the next school year. If this will change the student's school in the next school year or if the student is a senior, a process should be established at the district to determine if the district office or schools are responsible for making data changes.

If using the Rollover scheduled job, the student's Rolling/Retention Options can be changed to "Retain." The next time the Rollover scheduled job is run, the student's enrollment record will be updated appropriately.

1. In the Students menu, click Student Info.

2. On the Search Screen, enter search criteria to locate the student and click Search.

3. In the search results, click the appropriate student.

4. Click Enrollment at the top of the student's record.

5. Click View next to the student's current enrollment record.

6. In the Rolling/Retention Options pull-down, select the appropriate value for the student.

Next Grade at Current School will be assigned to most students. This option is assigned for students that will receive a typical grade promotion at the end of the year without changing schools. Retain is used for students that have failed and will remain in the same grade level for the upcoming school year. Do Not Enroll After This School Year is used when the student is graduating, leaving the district at the end of the year, or for Grade 30/31 students. If a student is transferring to another school in the upcoming year, the school can be selected.

7. In the Next Grade pull-down, select the appropriate option.

For students that are being promoted, select Automatic. The students will progress through the grade levels set up for the school. If the student is moving to a new school (such as middle school to high school), selecting Automatic will tell the system to look for the grade level assigned a sort order of 1 in Setup > Grade Levels at the new school. If needed, you can select a specific grade level for the student.

8. Click Save.

Mass Assigning Rolling/Retention Options for a Group of Students

Instead of individually setting the Rolling/Retention Options for students, Mass Assign Student Info can be used to mass assign the option to a group of students. Runquery can also be used to mass assign the Rolling/Retention Options.

1. In the Students menu, click Mass Assign Student Info.

2. On the Search Screen, enter search criteria to locate the group of students. For example, More Search Options can be used to search for students in a specific grade level. When finished, click Search.

3. Click the Enrollment category to view the Enrollment fields.

4. Select the Rolling/Retention Options to assign to the group of students.

5. Scroll down to the list of students.

6. Select the check box next to each student that will be assigned this option, or select the check box in the column header to select all students in the list. The students not receiving this option can be deselected as needed.

7. Click Save at the top of the screen.

A green check mark and confirmation message is displayed.

EduChoice/Pre-Rollover Processes

If your district has an existing unique pre-rollover job or uses School Choice/EduChoice, it is important to review these processes prior to rolling the students into the next year. If updates need to be made to accommodate district policy changes, make and validate these changes prior to rolling students.

If the district uses the Set Next School scheduled job, in order to override the job a valid Next Year EduChoice needs to be selected on the student's current year enrollment record. This process is optional, and the field only needs to be set if the Set Next School process should be ignored for a student.

The EduChoice Duration also should be selected to indicate the length of time a student can continue to be enrolled in the out of zone school. Select the grade level that corresponds to the last year a student can be enrolled at that school.

If the student is attending a school other than the school they are currently enrolled in, select the school in the Rolling/Retention Options and select the Next Grade for the student.

CTE considerations: If your district shares a database with a technical adult school/CTE, please coordinate with the school to determine their needs in regards to rolling grade 30 and 31 students. Most districts will mass update all grade 30 and 31 students with the Rolling/Retention Option "Do Not Enroll After this School Year." If using the Rollover scheduled job, the school can mark returning students as "Retained" to have their enrollment regenerated in the new school year, or can manually re-enroll those students based upon the school's enrollment policy.

Rolling Students

After setting the enrollment options for students, students can then be rolled into the upcoming school year. Students are "pulled" into the next grade level or to their new school. Students are not "pushed." For example, when rolling over a middle school, grade 5 students are pulled into the middle school rather than grade 8 students being pushed into the high school.

To roll Second School enrollments, ensure the system preference "Rollover Second School Enrollment Records" is enabled in Setup > System Preferences > Enrollment tab.

Manually Rolling Students

The Rollover screen is used to manually roll students.

Ensure the current school year is selected at the top-right corner of the screen.

1. In the Setup menu, click Rollover.

2. Select the schools to roll over in the School(s) pull-down. Typically, all students in the district are rolled at once, therefore all the district schools should be selected.

3. Select Students.

4. Select the Student Enrollment Start Date and Student Enrollment Code.

In Florida, the Student Enrollment Code is typically set to E01, indicating the student was in the district the previous year.

5. Click Roll selected data from (current school year) to (next school year).

A green check mark and confirmation message is displayed.

Using the Rollover Scheduled Job

The most effective means of rolling students is to use the Rollover scheduled job for recurring student data rollover. Since enrollment information is continually changing, schools may want to continue the rollover process throughout the end of the school year. The Rollover scheduled job will update student data as configured by the district. Students without Rolling/Retention Options set will not be rolled. Any new students enrolled in the current school year will need to have their Rolling/Retentions Options set. This can be done manually or through the Set Next School scheduled job.

Ensure the current school year is selected at the top-right corner of the screen.

1. In the Setup menu, click Scheduled Jobs.

2. At the top-right corner of the screen, select Rollover from the pull-down and click Create Job.

3. Select the Run Time.

It is recommended to select a run time where this scheduled job will not overlap with other scheduled jobs and a time that is outside of the school day as to not interrupt database response time.

4. Select the Weekdays the job should run.

5. Enter a Priority.

The higher the number, the higher the priority when running the job if the job overlaps with other scheduled jobs. Regardless of the priority, Focus recommends avoiding scheduling overlapping jobs.

6. Enter an End Date, if applicable.

For Rollover, this is typically set to around July 1, or the date that the default year is changed to the new school year.

7. Enter an E-mail address to receive an email each time the job is run to review whether the job was successful or if errors were encountered.

8. Enter the Enrollment date.

This must be defined or the current date will be used each time the job is run. This will cause issues in the new school year, as the date will be considered invalid. Typically the enrollment date corresponds to the first day of school for students.

9. Enter the Enrollment code.

This must be defined.

10. Click Save.

The Rollover job is added to the list of jobs in the Jobs tab, and will run according to the schedule set.

Using the Set Next School Scheduled Job

The Set Next School scheduled job is used in conjunction with the Address Catalog. This will automatically enroll elementary students into their zoned middle school and middle school students into their zoned high schools. The Set Next School scheduled job must be scheduled to run before the Rollover scheduled job. If the district has a unique scheduled job for pre-rollover updates/EduChoice/School Choice, the job must be scheduled to run before the Set Next School scheduled job. The district must use the Address Catalog in order to use the Set Next School scheduled job.

Ensure the system preference "Use the Address Catalog for address validation" is enabled in Setup > System Preferences > Enrollment tab, and ensure the Address Catalog has been loaded and is accurate.

It is recommended that districts review the Invalid Address Report in the Students menu before running the Set Next School scheduled job. Fix any invalid student addresses. If a student's address is left invalid, the student will still roll in the Rollover job according to the existing Rolling/Retention Options on the enrollment record.

1. In the Setup menu, click Scheduled Jobs.

2. At the top-right corner of the screen, select Set Next School from the pull-down and click Create Job.

3. Select the Run Time.

It is recommended to select a run time where this scheduled job will not overlap with other scheduled jobs and a time that is outside of the school day as to not interrupt database response time.

4. Select the Weekdays the job should run.

5. Enter a Priority.

The higher the number, the higher the priority when running the job if the job overlaps with other scheduled jobs. Regardless of the priority, Focus recommends avoiding scheduling overlapping jobs.

6. Enter an End Date, if applicable.

7. Enter an E-mail address to receive an email each time the job is run to review whether the job was successful or if errors were encountered.

8. Select the Gradelevels the job will run for.

Selecting the grade levels allows for some flexibility when running Set Next School if you do not want to move students who are currently enrolled in an out of zone school. For example, you may only want to use the Address Catalog to determine the middle and high school students being promoted to a new school, but not affect out of zone students.

9. Select Force update to set the Next School field on students who already have a next school set.

10. Click Save.

The Set Next School job is added to the list of jobs in the Jobs tab, and will run according to the schedule set.