Managing the End of the Academic Year

Archiving Graduates' Student Profiles

These users should be bulk modified to ensure that you can determine which students are currently in Year 12/13 and which are transitioning to Year 12/13 in the year ahead.

1. Deactivate the Student UPS. This will prevent it from resetting the changes you make until the entire process has been completed.

2. We suggest you navigate to Admin > Lists > Year Levels and create a new year level for the ‘Exit’ year (eg - 2020).

3. We suggest you navigate to Admin > Lists > Roles and create a new role  such as ‘Alumni Student’ and have this role as a ‘Student’ role type. This ensures that these users will continue to receive notifications if you need to contact them via your Schoolbox interface. 

4. Navigate to Admin > Users > Bulk Modify, to change the student year level and role type. Within the ‘Year’ search field, type ‘12’ or '13' and select ‘Search’. Select all users and change their year to the ‘Exit’ year [as specified in point 2 above] and their role to ‘Alumni Student’. This ensures that you do not have 2 cohorts of students in ‘Year 12/13’ in Schoolbox when you rollover your Student Information System. 

Things to consider at this point:

• It is important to note that if you have just created a new role for the students, you will need to:
  • Customise the notifications for this role, to ensure that the users receive the information you are sharing.
  • Update the page permissions to allow access where required.
  • Create a dashboard and customise the menus so that students could still access relevant pages and information.
  • The students will retain their current group access that are predetermined by the UPS until it is turned back on for students and a live run is performed.

At this point we would also suggest keeping their accounts enabled so that they can still access the system to: 

• Allow students to retrieve/access anything from the system related to their ongoing studies or future career.
• Continue to be notified of relevant communications.
• Allow continued visibility of their grades page to support their transition to the next phase of their education.
• Maintain a record of their academic achievement and assessment data (where not using a SIS or other platform to store the data).
• Allow students to continue to have access to their ePortfolio and associated resources.

5. Make the required changes in your SIS so that your students are correctly allocated to their new year level. This will mean that they are automatically altered to their new year level within Schoolbox, after the UPS has run.

NOTE: Once the student ceases to be active in the SIS, the UPS will no longer be able to update their profile.

Modifying and reactivating the UPS

6. Perform a dry run of the UPS to ensure the changes made to your students are as expected. And make any necessary changes.

7. If the UPS causes the expected changes, move on to step 8. If the UPS causes unexpected changes review the data in the SIS and the UPS rules.

8. Reactivate the Student UPS to apply the changes that you have made within your SIS and Schoolbox.

9. At the completion of the academic year, disable the users in your SIS.

At a later date

Once your school no longer requires these users to have access to your instance, to access their information or receive communications via the instance, use the bulk modify tool to disable all users who have left the school. This may include:

• Your ‘Alumni’ students
• Non-year 12 students who are leaving the school prior to graduating (or Year 6 students who have completed their education at your school). 

We recommend that you allow these users to remain disabled for a period of 6-12 months, or as determined by your school policy, allowing all staff to have easy access to assessment and grades information. Then we suggest you delete the users. 

NOTE: Schoolbox only ‘soft’ deletes users and all of their data will remain intact within the system. Should you need to restore a user, you can contact our Support team to assist you.

As parents may have multiple students at the school we recommend a slightly different process for managing parent accounts.

1. After all modifications to users have been made in the SIS and the UPS has been run to update student accounts, change all parent accounts roles to 'Past Parents' via  Admin > Users > Bulk Modify. 

2. Run a live update of the UPS immediately, so that it returns active parents to the 'Parent' role. All parents with students no longer at the school will remain in the 'Past Parent' role.

3. Use the bulk modify tool again on all users in the 'Past Parent' role to deactivate the accounts so that they cannot login and will not receive notifications.

4. The 'Past Parents' can also then have their accounts deleted as necessary.

Performing a Rollover will look through all subfolders of the selected folder, and detach them from their enrolment (class) codes with which they are associated.

NOTE: This function is irreversible, so only do this if you are absolutely certain that you want to.

1. Ensure you have separated the classes into two clear categories:

• Class pages that will continue to be used in the current and/or next academic period.
• Class pages that will have their codes removed and archived.

2. Navigate to Administration > Rollover.

3. Select the top level of your classes folder that contains all of the classes that you want to rollover.

NOTE: Be careful not to include any other classes/folders as you cannot undo this action. 

4. Select 'Rollover'.

The rollover process will take the selected folder, and all its sub-folders, and remove the class codes. The class code will then appear in the folder’s name. For example: Year 10 English Lit [10ENGLI01].

Hiding class pages using this process will mean that students can see their timetable and class enrolments, but cannot access the page because of the class code. 

1. Navigate to Admin > Settings > LMS Policy

2. Toggle ‘Allow Involved Students to Access Pages Via Class Code Permissions’ to ‘OFF’.

NOTE: Students may still access pages through group permissions or role based access.

Hiding a student's timetable will prevent access to their timetable for all users and will prevent the students from seeing their involvement in anything originating from association with a class code.

1. Navigate to Admin > Users > Bulk Modify.

2. Select the ‘Student’ role type and/or add a ‘Year Level’ to the field.

3. Select all the students with that Year Level.

4. Alter the ‘Hide Timetable’ drop-down to ‘Enabled’.

NOTE: Users with write access can still see the student's association with the class via the Class List.