New School Year Migration

Welcome back! To prepare your site for the upcoming new school year, you will need to perform Kickboard's School Year Migration process to promote your students and archive last year's data.

Please note, you should NOT begin the School Year Migration process until all schools on your Kickboard website are completely finished entering data for the current school year.

NOTE

You may have already been prompted on your Kickboard home screen to start your School Year Migration.  Don’t worry!  This just appears as a warning that your current school year will be ending in 30 days.  You can complete your migration at any time, even after the current school year end date has passed.

If you would like to change the end date of your current school year you can navigate to Settings > Site and School Settings > School Years, select the edit pencil for the current school year and adjust as needed.  

 

If you would prefer to watch a video walking you through the steps outlined below, click here.

To begin, navigate to Settings > Site and School Settings > School Years. 

 

Then click Start New School Year Migration.

 

You'll be guided through the eight steps you see below. The whole process takes just a few minutes!

 

Here are some important things you need to know about each step:

Step One: Create School Year

  • The School Year dates apply to all schools on your Kickboard website. If there are multiple schools on your installation, they will share the same school year start and end dates in Kickboard. 
  • There shouldn't be any gaps between the previous School Year and the new School Year. You won't be able to start editing or configuring the site until the school year start date, so it's usually best to just leave it as the default. The start date will default to the day after your previous school year ends and the end date will default to one full year after that. 

 

Step Two: Verify Marking Periods

  • The start date of your first Marking Period and the end date of your last Marking Period should match the School Year start and end dates. 
  • There should not be any gaps between each Marking Period. Any data entered before or between a marking period will not count. Avoiding gaps will help you avoid data accidentally being lost.
  • Unlike School Year, Marking Periods can be unique to each school. 
  • There are no restrictions to the number of Marking Periods you can have. You can set it up to best match your school's needs (quarters, trimesters, etc).

 

Step Three: Migrate Students

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  • All students will default to being promoted by one grade level.
  • If you have set up the Grades Served for your school, students currently in your highest grade level will be set to archive unless you have also set up a Default Next School.
  • If you have multiple schools on your Kickboard website, then you can select to transfer a student to another school by changing the Next School dropdown.
  • If you know who will be retained or who is leaving the school, you can select Retain or Archive from the Promotion drop downs for those students. If you don't have that information yet, you can promote everyone and take care of it later by updating your student roster.

 

Step Four: Pause Auto Deposits

  • The Kickboard culture system can make weekly or daily deposits for each of your students based on your Culture Settings. To avoid all of your students receiving these deposits before school actually starts, the option to pause auto-deposits defaults to be selected. Just before the first day of school, you can activate the auto deposits by going to Settings > Climate > Culture > Schedule.
  • If you forget to pause them, a Kickboard Admin can manually clean them up using the Auto Deposit History Tool
  • If you don't use the auto deposit feature, you can just click Continue. 

Step Five: Add New Courses

  • Here you can review a list of all active and inactive academic courses.
  • You can uncheck the Active box for courses you will no longer be offering or click Add Course to add a new course.
  • If you are not yet ready to make these updates, you can always update your course list later by going to Settings > Academics > Courses/Standards. 

Step Six: Update Staff Status

  • Here you can review a list of all active and inactive staff members.
  • You can uncheck the Active box for staff who will no longer be with the school next year.
  • If you are not yet ready to make these updates, you can always update your staff list later by going to Settings > Students and Staff > Staff. 

Step Seven: Update Staff Assignments

  • Here you can update Staff Groups and Teaching Assignments by using the dropdown menus next to each staff member.
  • If you are not yet ready to make these updates, you can always update these assignments later by going to Settings > Student and Staff > Staff > Mass Update Staff Groups & Teaching Assignments. 

Step Eight: Activate New School Year

  • You're all done! Your school is now ready to use for the new school year.

 

Other things to keep in mind:

  • We don't delete data! All behavior records, consequence records, academic data, and report cards from the previous school year will be accessible once the migration process has been completed. In order to access a previous year's archived data just select the desired school year from the School Year tab:

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  • The only thing that will not be preserved are group assignments for students. All students will migrate into a new All Xth Graders group and will then need to be assigned to additional groups
  • If you use SIS sync, it will be automatically paused when you begin School Year Migration. Once your migration is complete, you will need to restart your SIS sync by going to Settings > Students and Staff > SIS Roster Sync and clicking the Resume button.

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Happy Kickboarding!

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