Summer Rollover FAQ

It is strongly suggested for users to refer to  our Pre-Rollover Checklist, and our Post-Rollover Checklist for more info.

Additionally, posted webinars can be found in our Video Library here.

And you can sign up for upcoming live webinars via Info>Genesis Training in your Genesis instance.

Below are some common questions.

TABLE OF CONTENTS

• Question: How do I setup a date/time to perform the rollover with Genesis representative?
• Question: Does scheduling need to be completed prior to the rollover?
• Question: I've now rolled over. How do I remove the yellow banner that still reads "You are now working in 20XX-XX school year"?
• Question: I've now rolled over. Users are telling me they are still locked out and receive a "maintenance" message when logging. How do I fix this?
• Question: Does (this field) roll over?
• Question: If we utilize the Summer School feature within Genesis, do we need to wait for it to conclude before performing the Summer Rollover?
• Question: How does the summer rollover task affect kids in the Open Registration tab?
• Question: How do I assign:
• Question: We performed the rollover.  There are no course codes or sections in the new year. What happened?

Question: How do I setup a date/time to perform the rollover with Genesis representative?

Answer: Every school district must enter a help desk support ticket for this. Provide some possible dates and a Genesis rep will get back to you with the availability on the Summer Rollover calendar.

Question: Does scheduling need to be completed prior to the rollover?

Answer: No. Scheduling is independent of summer rollover.

If you have not locked in a schedule prior to performing the rollover with us, and you are a school that uses the Student Scheduler/requests to schedule students, you would just need to roll the school year back, and continue working from the Next Year Scheduling tabs.

Then, once you've locked a schedule in and have given students schedules, you can work out of the current year and make manual tweaks from there.

Question: I've now rolled over. How do I remove the yellow banner that still reads "You are now working in 20XX-XX school year"?

Answer: This is updated/removed on the Setup>Districts>System Messages tab.

Question: I've now rolled over. Users are telling me they are still locked out and receive a "maintenance" message when logging. How do I fix this?

Answer:  When you are ready to allow all non-sysadmin users to log back in after the rollover task is completed, take your Genesis instance out of maintenance mode via Setup>Security>Policy by unchecking "Enable Maintenance Mode" and saving the screen.

Question: Does (this field) roll over?

Answer: Check out our Promote and Transfer article, which goes over a few fields.

Question: If we utilize the Summer School feature within Genesis, do we need to wait for it to conclude before performing the Summer Rollover?

Answer: No, you do not. This logic was modified a few years back. You may review the "Summer School and Summer Rollover" section of this article for some more info.

A big caveat to doing this is that Summer school must still be run in the current school year. So, you can perform the rollover before Summer School concludes - but post-rollover, your users will just need to switch the School Year field up top to the previous school year to continue working with it etc.

Question: How does the summer rollover task affect kids in the Open Registration tab?

Answer: It would not affect the students found via Registration>Open Reg>Search Open Registration. You can continue to register them, as needed, after you've rolled into the new school year.  You would just need to be aware of which button you use to register the students since you have a "Pre-reg" button and a "New Student" button etc.

Question: How do I assign:

• Student Next Year Assignments (Next School and Next Grade) prior to the summer rollover? - Student Data>Next School and Grade>Mass Assignments
• Student Homeroom Assignments for the new school year? - Admin>Assignments>HR Assignments and/or individually via Student Data>Modify Student>Demographics Required
• Grading collections to my sections in the new year? Grading>Setup>Setup Guide using the wizard on that screen and/or via Scheduling>Sections.
• Counselors for the new year? - Admin>Assignments>Assign Counselors

Question: We performed the rollover.  There are no course codes or sections in the new year. What happened?

Scheduling is independent of summer rollover.  The curriculum and course sections do not necessarily "roll over" within the Summer Rollover task itself.  There are specific processes that you can choose to run per school via Next Year Scheduling>Process Control etc. Every district does scheduling a little bit different so there is not one standard answer.

The short answer is that there are specific tasks on the Next Year Scheduling>Process Control tab to copy over curriculum and sections - you would just have to switch the school year up top back to the previous school year to run this:

The longer answer would depend on how your school does scheduling year to year. If you just use the Elem HR Sync tool, for example, or if you manually schedule students, you may just need to copy the curriculum and sections over on the Process Control tab (highlighted above) and then use the Elem Sync or make your schedule adjustments.

Or if you are a school that uses the Student Scheduler/requests to schedule students and you have not locked in a schedule prior to performing the rollover with us, you would just need to roll the school year back, and continue working from the Next Year Scheduling tabs. Then, once you've locked a schedule in and have given students schedules, you can work out of the current year and make manual tweaks from there.

Or if you are using the Master Class Builder to completely create new courses and sections, you would not copy the previous school's data forward because you would be building it anew.  Copying over the previous year's courses and sections with the Process Control task mentioned above, in this instance, may overwrite your new curriculum created via the builder etc.

If you have questions on this, reach out to the help desk.