Preparing for the next school year

Learn how to clear out unneeded data ready for the next school year.

WE STRONGLY SUGGEST YOU FOLLOW THE SEQUENCE BELOW

End of year purge routine - explained

This is fully explained on the page itself. It is repeated here.

You must not attempt to run this routine until after completion of the most recent academic year. That is, when all the students are out for the summer, and you are no longer scanning for infractions. You MUST do this before you resume after the summer break, and BEFORE you upload a fresh set of student data.

The purge routine will do the following:

1. Validate the end of the academic year
2. Print reports (which you will find on your desktop):
a. Detentions Unserved – Summary
b. Statistics Report
3. Backup your complete current Database
4. Delete all records of student Infractions and Detentions
5. Delete all Student Records
6. Delete all Student Pictures
7. Send you a completion E-mail

Once this routine is completed you will be able to change your Bell Schedules, and Interventions, and table of Consequences.

Now you may click the blue START NOW button

The main purge routine - navigation

  1. Go to Settings
  2. Click on End of Year in the submenu bar

Validate the end of year date

After you press the START NOW button the page will be replaced with this - above.

  1. The greyed out list on the left will show you the process as it runs, step by step. It goes very fast.
  2. The system needs to know the last date when you had students in the school before the summer break. Select that date. Process will not run if school is not yet out.
  3. Click Next to run the purge

IF THE AUTOMATIC PROCESS HITS A SNAG, PLEASE MAKE A SCREEN COPY OF ERROR MESSAGES AND CONTACT SUPPORT AT SOFTWARE 4 SCHOOLS

Reversing the Purge

Everytning should be perfect first time. But in the event you made a mistake you may reverse the process just once.

  1. NOTICE THE RED BUTTON TO THE RIGHT OF THE MENU BAR.

(Please don't do this more than once until you are sure all your data is back.)

Clean up User Accounts

Deactivate all users who should no longer have access to the system: Students, teachers or administrators who have left, etc.

Go to Settings/User Accounts

  1. On the left, place a check mark against all the users who should be deactivated
  2. Click the red Deactivate button

If you make a mistake, click the View Inactive Users button and reverse the procedure.

Update your Bell Schedule

If you are making changes to your bell schedules you will want to make your changes here.

Go to Settings/Bell Schedules

  1. Remember to check ALL your schedules
  2. You can modify the list of schedules from the Schedules tabbed page

3, 4, 5. You have all these editing tools available to you. Add, Delete, Edit.

More information on Bell Schedules

Update your Intervention tables

In our experience many schools did not set up the interventions table very well. This meant that the system did not work to best effect.

So now is the time to fix that. And after a full year you may find you need to adjust these tables to reflect new intervention procedures.
If you need help, please call Support.

Go to Settings/Interventions.

  1. Scan Types. Remember to check ALL the different Scan Types. Each one has its own table of consequences.

2,3. You have these editing tools at your disposal. Add, Delete, Edit.

Full information on Interventions and Scan Types here.

Update Account Status

Make sure your account is not going to expire just when you need it!

Go to Settings/My Account.
Notice your expiration date.
You may renew your account with a Purchase Order (PO), check, or Credit Card right from this page.

  1. You can also update the details of your main contact person when you renew. If you need to update these details before the final 30 days, please contact our office or (better) send an email with the details to support@software4schools.com. Make sure to include the name of the original contact person. Our contact details are on the page.

Remember to click Submit.

Upload students

Now your application is cleared out and reference data is reset it's time to get ready for the new school year.

  1. You will need to get the latest list of students, which will include Student ID, First Name, Last Name, Grade, Language.
  2. If you need to add the Extra Fields, you may need technical help with your Student Information System (SIS) to join the student data to the master schedule data. These extra fields enable the more advanced features of the system.

Pay careful attention to matching the student information as shown on the upload page. Check your upload on the main student display to ensure it's all correct.

This is all explained fully here.

Upload pictures

To upload pictures, go the the next page tab titled Upload Pictures.
Usually you school photographer will be able to provide you with a file of student pictures. As long as the name of each image exactly matches the Student ID our system will match up images with students whenever required.

  1. Click the +File button to begin the upload. You will be selecting a folder containing the images.

The process can take some time. We recommend you not upload more than about 500 pictures at a time.

AND NOW - YOU SHOULD BE READY TO GO!

Thank you for choosing Discipline 4 Schools.

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