first day of school checklist – student...

First Day of School Checklist – Student Records

Overview

Attendance Verify Attendance Configuration is set for the current year Verify Attendance Type and Reason Codes were cloned from the previous year and

that any additions or subtractions have been made Verify Calendars have been clone/created and all dates are correct for the current

year Verify Attendance Letter Setup is correct for the current year Verify Attendance Letter Thresholds and Letter Attendance Types are created for

current year Verify your Report Template range screens have been updated for the current year

Demographics Verify the Entry Code Defaults are set correctly for the start of school Verify the Advisor field is up-to-date for your students Verify the CY Homeroom field is up-to-date Run the Year Start Student Validation Report Verify your Report Template range screens have been updated for the current year

Food Service Verify the Food Service Start and End dates are updated Change Customer Default Cafeteria Change Customer Price Category Import Income Eligibility Guidelines Update Item Cost Changes Verify your Report Template range screens have been updated for the current year

GradebookSecondary Gradebook

Clone Category Codes and Groups Add any Additional Categories and add them to the entity umbrella category

group Clone Grade Mark Groups Make any adjustment to the Grade Mark Group Verify the Grade Level Grade Mark Group and/or Special Grade Mark Groups If using Special Codes, clone the Special Codes Make modifications to the Special Codes Clone the Semester/Final Default Formulas for the Secondary Gradebook Verify the Semester/Final Default Formulas for the new year Verify the Grade Mark Overrides Verify your Report Template range screens have been updated for the current

year

FIRST DAY OF SCHOOL CHECKLIST

Standards Gradebook Clone the Academic Areas for Standards Gradebook Make any Modifications to Academic Areas for the new school year Clone the Semester/Final Default Formulas for Standards Gradebook Verify the Semester/Final Default Formulas for Standards Gradebook Verify your Report Template range screens have been updated for the current

year

Secondary and Standards Gradebook Clone Comments Plus Modify Comments Plus Scheduling needs to be Complete Verify the dates in the system Check to make sure the Grade Buckets are assigned to the correct grading

periods Assign security access to any teachers new to the district If the District is allowing teachers to select categories make sure the teacher

verifies each gradebook’s categories and the score method Verify your Report Template range screens have been updated for the current

year

Grading Verify Grading Period Dates are correct for current year Verify Grade Marks have been cloned and are correct Verify Grade Comment codes are up-to-date Clone/Set up Report Cards Run Mass Audit for any Entity that uses GPA Verify Grad Year/Credits for incoming 9th Grad Year is entered on Regular Transcript

Template Verify your Report Template range screens have been updated for the current year

Health Records Modify the Age Effective Date Verify your next year Vaccination tables have been loaded Verify your Report Template range screens have been updated for the current year

Scheduling Verify Scheduling Entity Year setup is correct for the upcoming school year Verify Scheduling Configuration Options Verify Scheduling Codes are correct for the current year Run Year Start Course Validation Report Verify your Report Template range screens have been updated for the current year

Functionality described here may vary in availability depending upon your district/entity configuration.** Denotes Required Field to save screen. Page:2 of 48


Overview

The information in this guide is intended to assist you with your preparations for the first day of school.

In addition to the modules listed, please remember to check your Report Templates. Many of them are year-specific.



AttendanceVerify Attendance Configuration is set for the current year

Verify Attendance Type and Reason Codes were cloned from the previous year and that any additions or subtractions have been made

Verify Calendars have been clone/created and all dates are correct for the current year

Verify Attendance Letter Setup is correct for the current year

Verify Attendance Letter Thresholds and Letter Attendance Types are created

for current year

Verify Attendance Configuration is set for the current year

Go to Student Management > Office > Attendance > Setup > Configuration > Entity Year Configuration

Verify the number of terms and attendance periods is correct. This is entity specific so you will need to do this for all of you entities. For an explanation of all of the columns on this screen please reference the document below.

Note: The asterisk should be next to the school year you are currently in.



Entity Year Setup Attendance

Verify Attendance Type and Reason Codes were cloned from the previous year and that any additions or subtractions have been made

Go to Student Management > Office > Attendance > Setup > Codes > Absence Type and Student Management > Office > Attendance > Setup > Codes > Absence Reasons.

Absence type and absence reason codes are typically cloned over during the year end process. If they weren’t cloned over, you can clone them from last year by following the steps below:

1. Go to Student Management > Office > Attendance > Setup > Configuration > Codes > Absence type codes.

2. Select filter options in the upper-right corner. Set it to the current school year.

3. Select Clone.4. On the top of the screen select school year to copy from and school year to copy to.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/754471_Entity_Year_Setup_Attendance.pdf


5. Select the codes you wish to clone.6. Select Clone.

Verify Calendars have been clone/created and all dates are correct for the current year

Go to Student Management > Office > Attendance > Setup > Codes > Calendar Codes.

Calendars are typically cloned over in the year end process. Your calendar will likely need some alterations made to dates and term start and end dates.

1. Go to Student Management > Office > Attendance > Setup > Codes > Calendar Code.

2. Expand the calendar.3. Expand the year.4. Expand Calendar Terms and adjust the dates in there.

You will also want to verify that calendar days have been created in your calendar.

1. Go to Student Management >Office > Attendance > Setup > Codes > Calendar codes.

2. Expand the calendar.3. Expand the year.4. Expand Calendar Days

** If there are no calendar days in there you’ll need to click on Utilities > Generate Calendar Days.

1. Select the start and end date for the calendar.2. Give each day, Monday – Friday a “count as value.”3. Attach a bell schedule to each day (optional).4. Enter minutes for each day (optional, some states require this).5. Run.



You will also want to remove all of your vacation days from your calendar (Thanksgiving, Winter Break, Spring Break, etc.)

1. Go to Student Management > Office > Attendance > Setup > Codes > Calendar Codes.

2. Expand the calendar.3. Expand the year.4. Expand Calendar Days.5. Click View all days and events.6. Edit days you won’t be in school and make them count as 0.00 days.

Verify all dates are correct so teachers will be able to take attendance on the first day of school.



Go to Student management > Office > Attendance > Setup > Utilities > Change Subsystem Control Dates.

In here you’ll be able to change all of the dates in your system. These include Calendar dates, Course Length Set dates, Grading Period dates, and Term Definitions.

Be sure to expand each Course Length Set and adjust any incorrect dates.

Verify Attendance Letter Setup is correct for the current year

Go to Student Management > Office > Attendance > Setup > Configuration > Attendance Letter Setup.

Select the type of letters you wish to use in your calendar year.



Verify Attendance Letter Thresholds and Letter Attendance Types are created for current year

Go to Student Management > Office > Attendance > Attendance Letters > Setup > Codes > Threshold and Student Management > Office > Attendance >Attendance Letters > Setup > Codes > Letter Attendance Type.

Threshold

Letter Attendance Type

Verify that dates in Attendance Letters are correct.

If you are running scheduled letters, go to Student Management > Office > Attendance > Attendance Letters > Scheduled Letters > Update Params.

If you are running letters manually go to Student Management > Office > Attendance > Attendance Letters > Update templates.

There is one date that needs to be manually adjusted prior to running attendance letters. Please verify the date on the high end of the range next to starting attendance date is correct. See picture below.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_AT_AL_PS_CO_LT_1015775_100_T.htm

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_AT_AL_PS_CO_TH_1015780_100_T.htm


DemographicsVerify the Entry Code Defaults are set correctly for the start of school

Verify the Advisor field is up-to-date for your students

Verify the CY Homeroom field is up-to-date

Run the Year Start Student Validation Report

Verify the Entry Code Defaults are set correctly for the start of school

Go to Students > Setup > Configuration > Default Parameters for Entry into Entity.

Verify that your entry default settings are correct and up-to-date.

Entry Date: Determines what date is used for the student’s entry date into the Entity. Note the different options available if you click on the drop-down menu. While we typically recommend using the “Current Date” option, you may use any of the other available options.

Entry Code: The Entry Code that should be assigned to the majority of entry records for existing students. This code may be used to designate specific information about the student’s entrance into the District or Entity.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/2049866_Student_Configuration_Guide.pdf#nameddest=DefaultParamsforEntryintoEntity


Comment: Any additional comment to be attached to the student’s entry record. Note any comment entered here will display on all Entry records.

School: School in which the majority of students are enrolled. Calendar Code: Calendar to which the majority of students are assigned. Student Type: Assigns a code and description to students when enrolled. It can be

used to break students into different groups for reporting purposes. Student Type is a parameter field on many reports and helps you report only specific student types. Commonly used codes are R for Regular and S for Special Education.

Resident District: District in which the majority of existing students for whom you expect to add entry/withdrawal records currently live and are reported for federal funding.

Entry Record Default Options: Selecting one of the items in this section indicates you would like the default value for the field to come from the student’s previous entry record. To get these default values, the system first looks for the last entry record in the entity the entry record is being added to. If no entry record is found for the student in that entity, the defaults come from the student’s last entry record, no matter which entity it is in. The exceptions to this are School and Calendar, which must come from an entry record in the entity that the entry record is being added to. If no prior entry record is found, the program uses the default values entered in the default fields.

Verify the Advisor field is up-to-date for your students

Go to Student Management > Students > Student Profile > Entity > Entity Info.

Advisors can change from year to year, make sure the Advisor assignments are correct and up-to-date.

If you need to make changes to your Advisors there is several ways to do this:

You can edit the Entity Maintenance screen and adjust the Advisor for an individual student. (Student Profile > Entity Tab > Entity Info).

Mass Assign Advisor using the Student Mass Change Utility (Students > Setup > Utilities).

Mass Assign Student Advisor by Course or Class Period (Students > Setup > Utilities) Note for this utility to work, you must have Current Year Schedules assigned to students prior to running this utility.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_ST_PS_UT_SA_943193_100_T.htm

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_ST_PS_UT_MC_943186_100_T.pdf

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_ST_TB_EN_TB_EN_981728_100_T.htm


Verify the CY Homeroom field is up-to-date

Go to Student Management > Students > Student Profile > Entity > Entity Info.

Homeroom codes do not automatically update based on the student’s schedule. The homeroom code assigned last year will remain until it is either removed or updated.

If you need to make changes to your CY Homeroom Code there are several ways to do this.

You can edit the Entity Maintenance screen and adjust the CY Homeroom code for an individual student. (Student Profile > Entity Tab > Entity Info).

Mass assign CY Homeroom using the Student Mass Change Utility (Students > Setup > Utilities).

Mass Assign Student Homeroom Utility (Students > Setup > Utilities) * Note in order to use this utility it is required that students are assigned their CY Schedule first.

Homeroom Quick Entry Utility (Students > Office > Current Scheduling > Setup> Utilities).

Run the Year Start Student Validation Report

Go to Student Management > Office > Year End Utilities.

This report will assist you making sure your current year students have the correct default entity, enrollment date, not flagged as graduated, and their scheduling transactions dates do not begin after the first day of school.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/2055114_YearEndGuide.pdf#nameddest=PostYearEndProcessingChecklstYSSVRpSec

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CS_PS_UT_QE_1003463_100_T.htm

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_ST_PS_UT_SH_943194_100_T.htm

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_ST_PS_UT_MC_943186_100_T.pdf


Food Service (This is pending the Food Service Year End process has been completed.)

Verify the Food Service Start and End dates are updated

Change Customer Default Cafeteria

Change Customer Price Category

Import Income Eligibility Guidelines

Update Item Cost Changes

Verify the Food Service Start and End dates are updated

Go to Student Management > Food Service > Product Setup > Configuration > Food Service Configuration.

Make sure your Start Date is a date prior to any activity or processing being done in the Food Service module for the upcoming school year. Often, this is 7/1/XXXX.

Make sure your End Date is a date after any activity or processing will be done in the Food Service module for the upcoming year.This will include the FS Year End process. You will be unable to access any areas of Food Service beyond this date. Often, this is 6/30/XXXX.



Change Customer Default Cafeteria

Go to Student Management > Food Service > Year End > Year End Utilities > Change Customer Default Cafeteria. (Must be in entity 000 and have all FS Alerts cleared to access the Year End area.)

This utility is run after the Food Service Year End process is completed, after the Student Management Year End process is completed, but before the start of school begins.

The intent is to update the students Default Cafeteria to match the students Default Entity. The students who’ve moved from one entity to another are the focus, but this process will also clean up an erroneous records as well.




Go to Student Management > Food Service > Year End > Year End Utilities > Change Customer Price Category. (Must be in entity 000 and have all FS Alerts cleared to access the Year End area.)


This utility is run after the Food Service Year End process is completed, after the Student Management Year End process is completed, but before the start of school begins.

The intent is to update the students Price Category to those students who are moving to a new level. (Example: Elementary students who are moving to a secondary school, where secondary students pay a higher price for Breakfast/Lunch).


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_FS_YE_YE_UT_CA_1380316_100_T.htm


Import Income Eligibility Guidelines

Go to Student Management > Food Service > Product Setup > Codes > Income Eligibility Guidelines.

This process can be run “After” the Student Management Year End process has been completed for the 000 entity, or if the New Entity Year has been created.

This process will import the Income Eligibility Guidelines set by the USDA for the upcoming year, in order to accurately determine is a family is Free or Reduced based on income.



Update Item Cost Changes

Got to Student Management > Food Service > Purchases >Item Master. (Must have all FS Alerts cleared to make price changes.)

Prices can be changed any time prior to the new school beginning. To change the price of an item, you are actually adding a new price on an each Item Detail Record of an Item, along with a new effective date. This will then record the past history of how much the item was previously, and when it was changed, and finally the new price.

Item Price changes can be done any time during the school year as well. The “effective date” is critical during mid-year.

1. Highlight the item in question, and expand to display the Item Detail Records.

2. Expand the Item Detail Record, and expand the Pricing, to display the past Item Change History.



3. Click Add a Price.4. Enter in the Effective Date, 1st Price, and 2nd Price (if applicable).5. Click Run.

Note: Each Item Detail Record must be changed individually.



GradebookSecondary Gradebook

Standards Gradebook

Secondary and Standards Gradebook

Secondary Gradebook

Clone Category Codes and Groups

Add any Additional Categories and add them to the entity umbrella category

group

Clone Grade Mark Groups

Make any adjustment to the Grade Mark Group

Verify the Grade Level Grade Mark Group and/or Special Grade Mark Groups

If using Special Codes, clone the Special Codes

Make modifications to the Special Codes

Clone the Semester/Final Default Formulas for the Secondary Gradebook

Verify the Semester/Final Default Formulas for the new year

Verify the Grade Mark Overrides

Clone Category Codes and Groups

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Utilities > Clone Category Groups for New Year.



Clone Category Groups for New Year


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_EA_GB_SE_PS_UT_CY_946214_100_T.htm


Add any Additional Categories and add them to the entity umbrella category group by clicking on the expand arrow on the left and clicking Add/Edit Categories

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Codes > Category Codes and Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Configuration > Category Groups.

Category Groups

Clone Grade Mark Groups

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Utilities > Clone Grade Mark Groups for New Year.

Clone Grade Mark Groups for New Year


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/PS_SM_EP_GB_SE_UT_GY_674381_110_220_310_T.htm

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Training/Gradebook/Secondary%20Gradebook%20Configuration%20Guide.pdf#nameddest=CategoryGroups


Make any adjustment to the Grade Mark Group by clicking on the expand arrow on the left then clicking add edit grade marks

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Configuration > Grade Mark Groups.

Grade Mark Groups

Verify the Grade Level Grade Mark Group and/or Special Grade Mark Groups, if you are using these options

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Configuration > Grade Level Grade Mark Groups and/or Student Management > Educator Access Plus > Secondary > Setup > Configuration > Special Grade Mark Groups.

Special Grade Mark Groups

If using Special Codes, clone the Special Codes

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Utilities > Clone Special Codes for New Year.

Clone Special Codes for New Year


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_EA_GB_SE_PS_UT_SY_946232_100_T.htm

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Training/Gradebook/Secondary%20Gradebook%20Configuration%20Guide.pdf#nameddest=SpecialGradeMarkGroups

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Training/Gradebook/Secondary%20Gradebook%20Configuration%20Guide.pdf#nameddest=GradeMarkGroups


Make modifications to the Special Codes

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Codes > Special Codes.

For the new year you can delete any codes that you do not want to use this year.

Special Codes

Clone the Semester/Final Default Formulas for the Secondary Gradebook

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Utilities > Clone Semester/Final Default Formulas for New Year.

Clone Semester/Final Default Formula for New Year


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/PS_SM_EP_GB_SE_UT_CS_674381_110_220_315_T.htm

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_EA_GB_SE_PS_CO_SC_946179_100_T.htm


Verify the Semester/Final Default Formulas for the new year

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Configuration > Semester/Final Default Formula.

Verify the Semester/Final Default Formulas for the new year by looking at the Setup column and making sure it is set up and then you can click the expand arrow to see how the formula is going to calculate. If it is not set up, highlight the correct Course Length and click edit. There are 2 options Cumulative Assignment Scores for All Terms and Weighted Exam. This will total all the students’ assignment scores divided by the total number of possible points from all the terms. The second option is Weighted Term Grades & Weighted Exams which will let you enter how much each term is worth.

Grade Calculation District Setup


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Training/Gradebook/Secondary%20Gradebook%20Configuration%20Guide.pdf#nameddest=GradeCalculationDistrictSetup


Verify the Grade Mark Overrides

Go to Student Management > Educator Access Plus > Gradebook > Secondary > Setup > Codes > Grade Mark Overrides.

Grade Mark Overrides


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_EA_GB_SE_PS_CO_GO_946153_100_T.htm


Standards Gradebook

Clone the Academic Areas for Standards Gradebook

Make any Modifications to Academic Areas for the new school year

Clone the Semester/Final Default Formulas for Standards Gradebook

Verify the Semester/Final Default Formulas for Standards Gradebook

Clone the Academic Areas for Standards Gradebook

Go to Student Management > Educator Access Plus > Gradebook > Standards > Setup > Utilities > Clone Academic Areas for New Year.

Set the Copy Academic Areas from Year to Year and select the boxes Copy Assigned Grade Marks and Assign To new year’s courses. The boxes will automatically be checked for the academic areas that have not been cloned yet.

Clone Academic Areas for New Year


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_EA_GB_ST_PS_UT_AS_946754_100_T.htm


Make any Modifications to Academic Areas for the new school year

Go to Student Management > Educator Access Plus > Gradebook > Standards > Academic Areas.

Academic Area Setup

Clone the Semester/Final Default Formulas for Standards Gradebook

Go to Student Management > Educator Access Plus > Gradebook > Standards > Setup > Utilities > Clone Semester/Final Default Formula for New Year.

Verify the Semester/Final Default Formulas for Standards Gradebook

Go to Student Management > Educator Access Plus > Gradebook > Standards > Setup > Configuration > Semester/Final Default Formula.

Grade Calculation District Setup


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/Training/Gradebook/Standards%20Gradebook%20Configuration%20Guide.pdf#nameddest=Grade_Calculation_District_Setup

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_EA_GB_ST_AA_511598_100_T.htm


Secondary and Standards Gradebook

If is using Comments Plus, clone Comments Plus

Make modification to Comment Plus

Scheduling needs to be Complete

Verify the dates in the system

Check to make sure the Grade Buckets are assigned to the correct grading

periods

Assign security access to any teachers new to the district

If the District is allowing teachers to select categories make sure the teacher verifies each gradebook’s categories and the score method

If is using Comments Plus, clone Comments Plus

Go to Student Management > Educator Access Plus > Setup > Utilities > Clone Comments Plus for New Year.

Clone Comments Plus for New Year


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/PS_SM_EP_UT_CC_674440_100_T.htm


Make modification to Comment Plus

Go to Student Management > Educator Access Plus > Configuration > Comments Plus.

Comments Plus

If using regular Grade Comment codes they have to be cloned as well in Student Management > Office > Grading > Setup > Utilities > Clone Grade Marks/Grade Comments Year to Year.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/PS_SM_EP_TA_CF_CP_535615_100_220_T.htm


Verify Grade Comment Codes in EA+ > Secondary > Setup > Codes > Grade Comment Codes.

Grade Comment Codes

Scheduling needs to be Complete

Verify the dates in the system

All dates can be verified using the Change Subsystem Control. You need to make sure the Grade Input Start and End Dates are correct.

Go to Student Management > Office > Attendance > Setup > Utilities > Change Subsystem Control Dates.


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From here you can set the Term Definitions, Course Length Sets, Grade Periods and Calendar Dates from one location. You can click Edit next the Field that you want to edit. In the Course Length Sets you will have to click on each Course Length to edit the specific dates for the Course Length.

Change Subsystem Control Dates Utility

Check to make sure the Grade Buckets are assigned to the correct grading periods

Go to Student Management > Office > Grading > Setup > Configuration > Grading Setup.


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Grading Setup

Assign security access to any teachers new to the district

If the District is allowing teachers to select categories make sure the teacher verifies each gradebook’s categories and the score method under the Categories Tab in the Gradebook

The teachers will need to validate their Category Score Method if they want to use Total Points or Weighted Category Percentages. They have to Add/Edit the correct Categories


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_GR_PS_CF_GS_1477093_100_T.htm


that they want to use for their Assignments. Then if they have multiple Gradebooks that will use the same score method and categories they can use the option to Use these Categories for My Other Classes.

Categories Tab

Add/Edit Categories

Use These Categories for My Other Classes

Change Score Method


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/Secondary_Gradebook_Teacher_Guide.pdf#nameddest=ChangeScoreMethod

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/Secondary_Gradebook_Teacher_Guide.pdf#nameddest=UseTheseCategoriesForMyOtherClasses

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/Secondary_Gradebook_Teacher_Guide.pdf#nameddest=AddEditCategories

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/Secondary_Gradebook_Teacher_Guide.pdf#nameddest=CategoriesTab


GradingVerify Grading Period Dates are correct for current year

Verify Grade Marks have been cloned and are correct

Verify Grade Comment codes are up-to-date

Clone/Set up Report Cards

Run Mass Audit for any Entity that uses GPA

Verify Grad Year/Credits for incoming 9 th Grad Year is entered on Regular Transcript Template

Verify Grading Period Dates are correct for current year

Go to Student Management > Office > Grading > Setup > Configuration > Grading Setup > Grading > Grading Periods.

When establishing the Grading Periods Start and End Dates, verify the dates reflect similar dates to your school calendar.

Verify that no grading periods have the same End Date. It is suggested that the “Grade Input Start Date” that is entered is a date towards

the end of grading period, so grades do not start posting to the office side until report card time.

The “Grade Input End Date” can be pushed out days after the end of grading period to accommodate teachers being able to enter in last minute grades before the grades post from the gradebook.

Verify Grade Marks have been cloned and are correct

Go to Student Management > Office > Grading > Setup > Configuration > Grading Setup > Grade Marks.



Verify that the grade marks that are cloned over are in the correct order for the use of Grade Mark Groups in the Gradebooks.

Remove any unneeded grade marks to prevent use of the grade mark by an end user in the office.

Verify Grade Comment codes are up-to-date

Go to Student Management > Office > Grading > Setup > Codes > Grade Comment Codes.

If the Grade Comment Codes were not cloned over from last year during the year end process, use the utility “Clone Grade Comments from Year to Year” located under Student Management > Office > Grading > Setup > Utilities > Grading Code Clones > Clone Grade Comments from Year to Year.

Clone/Set up Report Cards

Go to Student Management > Office > Grading > Report Card Setup > Configuration.



If your school is using the District Report Cards, the configuration layout will need to be cloned over for next year use. Select your type of Report Card Layout and use the “Clone to New Year” button to clone it into the next year. The process has the capability to clone the attached templates that are linked to it.

The Standard Custom Report Card Layout is year specific and will need to be cloned over into the next year. Objects in the Standards Report Card Layout will need to be updated to the new year values.



Verify Grad Year/Credits for incoming 9 th Grad Year is entered on Regular Transcript Template

Go to Student Management > Office > Grading > Transcripts > Reports > Transcripts.

If using the Regular Transcript, verify the school transcript template has the new incoming 9th grade Grad Year added to the “Grad Year and Credits” section.



Health RecordsModify the Age Effective Date

Verify your next year Vaccination tables have been loaded

Modify the Age Effective Date

If you use the first day of school as your Age Effective Date each year for Vaccination compliance, update that for the new school year under Student Management > Office > Health Records > Vaccinations > Setup > Configuration > Vaccination Configuration. (If you use the option to process compliance based on the student’s current age with the Use Today’s Date option, you do not need to update anything further.)

Also verify that you have the correct grad year displaying for your kindergartners in the Kindergarten Equivalents area.



Verify your next year Vaccination tables have been loaded

Go to Student Management > Office > Health Records > Vaccinations > Setup > Codes > Vaccinations Compliance Groups.

Use the Filter Options button to check the appropriate school year and if no groups are displaying, run the Import State Vaccinations utility under Student Management > Office > Health Records > Vaccinations > Setup > Utilities.



SchedulingVerify Scheduling Entity Year setup is correct for the upcoming school year

Verify Scheduling Configuration Options

Verify Scheduling Codes are correct for the current year

Run Year Start Course Validation Report

Verify Scheduling Entity Year setup is correct for the upcoming school year

Go to Student Management > Office > Current Scheduling > Setup > Configuration > Scheduling Entity Year Setup.

Review entity configuration settings are correct and up to date. Note if you’re continuing with the same setup as last year, it doesn’t hurt to quickly review these settings and verify nothing has changed.

Day type: Specifies if your Entity operates on a normal weekday schedule or an alternating/rotating day schedule. If your Entity operates on a normal weekday schedule, (MTWRF), select Weekdays in the Day Type box. If your Entity operates on a day rotation (Day 1, Day 2, Day 3, etc.), select Day Rotation in the Day Type box. If you select Day Rotation, the Days in Rotation box is enabled. *Note if switching Day Type, additional setup is required.

Days in Rotation: Specifies the number of days in your rotating/alternating day schedule (not to exceed 10 days maximum).



Day Label: Specifies the label for the Day Type of Weekdays (MTWRF) or Day Rotation (1, 2, etc.). This label appears whenever Meet information displays to identify the days in your Entity’s schedule.

Maximum Semester/Term/Period Values: Specifies how the school year is set up. Enter the maximum number of semesters, terms and periods to use for current scheduling. In most cases the values that appear in the Scheduling and Display boxes are the same.

Track Student Schedule Changes: Specifies if a transaction record should be created for each Add, Drop, and Section Change for all transactions for Current (mandatory) or Future Scheduling (optional). Typically, you wouldn’t select this option for Future Year because there are so many changes made during Future Scheduling that these transaction records are not useful.

Allow Selective Tracking of Schedule Changes: Activates a prompt that asks the user whether an individual student’s transaction record should be created. The verification prompt appears in Future Scheduling Entry by Student after you select a course and add it to the student’s schedule.

The Allow Selective Tracking of Schedule Changes: (Future Year) check box is only available when you select the Track Student Schedule Changes (Future Year) check box. Selective tracking is unavailable for Current Year.

Entity Grade Range: Specifies the default Entity Grade Ranges values that automatically appear in the Grade Range boxes when you add a new course to the Course Master (Student Management > Office > Current Scheduling > Build Course Master > Course Master).

Verify Scheduling Configuration Options (Applicable only if different from previous year)

Go to Student Management > Office > Current Scheduling > Setup > Configuration > Scheduling Configuration Options

Review Scheduling Configuration options are correct and up-to-date.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CS_PS_CF_SC_923497_100_T.htm


Automatically Add Students to the Activities that are linked to a Course: Allows you to link an activity to a Course by placing an Activity Code into the Activity Link box on the course in the Course Master (Student Management > Office > Current Scheduling > Build Course Master > Course Master). If you select the Automatically Add Student to the Activities that are linked to a Course check box when you enroll a student into a Section, the student is automatically added to the linked activity.

Require Courses to be Assigned to a Curriculum Master: Prevents you from entering a new course into the Course Master without assigning a Curriculum Master to it.

Assign Default Building/Room from Teacher’s Staff Entity Record: Automatically adds the building and room information associated with a teacher when you add the teacher to a Meet record. For this to work a teacher must be assigned to a building and room in the Staff Profile (Student Management > Staff > Staff).

Require Level 5 Access to Update: Require a security level 5 access to change any of the values for the following fields on the Course Master or Section: Course Master: Earned Credits, GPA Sets and GPA Credits, Curriculum, Course Key, Short Description, Long Description. Section: Maximum Students (Current Year), Maximum Students (Future Year).

Allow Assignment of Non-Staff Personnel from any Entity as Teachers: Allows you to assign any staff member from another entity as a teacher to a Meeting Pattern.

Enable Batch Processing of Future Scheduling Transactions: Activates a daily batch process for scheduling transaction records with future dates. For example: A transaction record exists for a course that will be dropped from a student’s schedule next Monday. The course is dropped next Monday when the transaction is processed.



Allow “Weekday by Term” View in Scheduling by Student: Gives you the Switch to Weekday by Term View link in Scheduling by Student (Student Management > Office > Current Scheduling > Student Schedule Generation > Scheduling by Student) when viewing a student’s schedule.

Automatically Create Class Meet Records in Cross Entity Away Courses: This option will automatically create the meeting patterns in the away course if you are using Cross Entity Course Enrollment.

Show Room Usage on Scheduling screens: Allows users to see the number of seats available when scheduling students into a classroom in which multiple courses meet at the same time.

Show Number of Sections and Percentages in Control Set Distribution: This option will allow you to adjust the percentage of distribution for Control sets. (Course Master > Edit Course screen > Control Sets Possible) Note this field is used for the Advanced Master Builder.

Allow option on CECE Home Course to Limit Enrollment of CECE Away Sections: This option allows you to limit the enrollment of Cross Entity Course Enrollment away sections.

Verify Scheduling Codes are correct for the current year

Go to Student Management > Office > Current Scheduling > Build Course Master > Setup > Codes.

Verify Codes are present and up-to-date.

Verify Scheduling Period Times are correct. These are the times that will display on the Student Locator as well as the Student Schedules (Student Management > Office > Current Scheduling > Build Course Master > Setup > Codes > Scheduling Period Time Codes).

Ensure the Start and End times are accurate for each period. If the correct number of periods is not reflected in this Code Table you can click on the Add button to create additional periods if needed.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CS_BC_PS_CO_SP_923233_100_T.htm


Verify Scheduling Groups are created for current year. Scheduling Groups allow you to create requests or student schedules. These can be a huge time saver for scheduling individual students as they join your district mid-year (Student Management > Office > Current Scheduling > Build Course Master > Setup > Codes > Scheduling Group Codes).


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/WS_OF_CS_BC_PS_CO_SG_923219_100_T.htm


Run Year Start Course Validation Report

Go to Student Management > Office > Year End Utilities.

Year Start Course Validation Report

This report will ensure that all courses, class sections, calendars, etc. in the current entity are properly set up and ready take attendance.


http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/2055114_YearEndGuide.pdf#nameddest=PostYearEndProcessingChecklistSect

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