Elementary and Middle Schools
Preparing of End Year Rollover (EOYR)
There are several valuable resources available when preparing for the End of Year Rollover (EOYR).
Pre-Transition Health Checks
PDF: EOYR Checklist (Note: Please disregard the last item on the checklist that refers to exiting students leaving the district Student Services.)
Pre-Transition field set:
Path: School view > Student top tab > Pre-Transition field set
You can sort by the different columns and review the data, making changes as required. Pay particular attention to the Retain Grade, Withdraw at EOYR and To Be Graduated columns to the far right side of this page. Please note that only one of these settings may be used. Please see information about the Validation of Withdraw Field and Next School Field. View the student movement scenarios in the End of Year Rollover Reference guide to check groups of students and determine if the settings assigned to them will have the desired result after EOYR. For example, a student moving out of province or to a school not using MyEducation BC should have the next school field blank and the “Withdraw at EOYR” checkbox selected. Avoid setting the next school as “Ooc – Other Schools”, as this is not an active school.
Use these EOYR filters to identify data that needs to be corrected:
- EOYR – Future YOG flagged to graduate
- EOYR – Multiple flags set
Use these EOYR filters to confirm data. Records in these filters do not necessarily require correction. Review the data to confirm it is correct:
- EOYR – Prior YOG still Active
- EOYR – Students becoming Active No Primary
Mass Update vs Modify List
Mass Update is a very convenient way to update several records at a time, however, it does need to be used with an abundance of caution. Modify List is another way to update records, using caution to select the records to be modified. Please see more information about using Mass Update vs Modify List.
This is an opportune time to end date all programs except the current Student Services 1701 Designation Program. Do not end date the Student Services 1701 Designation Program. The designation record alerts the receiving school that a support plan may be needed. Please review the information about Mass Update vs Modify List before proceeding with any method of end dating programs. Always use Mass Update with an abundance of caution and check your list of records several times before proceeding. After you have reviewed and confirmed your list of records, take an extract and save it to a .csv file. Once you are completely certain you have selected the correct records for mass updating, and you have extracted the records as a backup, you can then proceed.