The following steps must be completed at the end of each school year, including updating certain school and student data fields, attendance reconciliation, completing the Summer PEIMS submission, and rolling over to the new year.


Update Codes

Update School Data

Update Student Data

Complete End-of-Year Attendance Reconciliation

Complete Summer PEIMS Submission

Roll Over to the New Year


Update Codes

The following codes are needed for end-of-year processes and should be updated/verified before proceeding.

Aeries Page
Label
Aeries Table.Field
Instructions
Update Code TableCode, DescriptionTable: LOC
Field: CD, NM		Add code and name for any new schools for the upcoming year.
Table: ROL
Field: ITG		Create a unique Status Tag code for the rollover so it can easily be queried in next year's database. Many districts use code Z.
Table: ROL
Field: ISC		Create an Inactive School Code

Table: STU
Field: HSG		Be sure necessary Grad Type Codes exist.
Table: ACT
Field: CD, TY, RS		Be sure codes exist for the following:
  • Performance Acknowledgements
  • Distinguished Level of Achievement
  • Speech requirement
  • CPR requirement
  • Peace Officer Interaction requirement
  • Financial Aid Application requirement
Table: REQ
Field: GRT		Be sure code 34 (Foundation High School Program) exists.
Table: GES
Field: ST		Be sure code CP (Complete) exists.
Table: RET
Field: CD		Be sure all needed retention codes exist.


Update School Data ↑

Aeries Page
Label
Aeries Table.Field
School OptionsLow Grade/High GradeLOC.LO/LOC.HI
  • Add low and high grade level for all new schools in the district.
  • Update grade levels for any schools that will have changes.
  • Be sure to update Low Grade and High Grade on Transcript Definition > Record Details also.


Update Student Data ↑

The following student 'next year' fields must be updated at the end of the school year before running the New Year Rollover process. The 'next year' fields are copied to 'current year' fields during rollover according to settings on the New Year Rollover Settings page.


* Aeries Table.Fields with an asterisk require that appropriate codes exist in Update Code Table.


All Continuing Students

Graduating Seniors

IEP Continuers & Fifth Year Seniors

Matriculating Students (i.e., Promoted Non-Seniors)

Retained Students

Non-Returning Students

Inactive Students

Pre-Enrolled Students

Summer School Students


All Continuing Students




New Year Rollover Settings Page
Aeries PageLabelAeries Table.FieldIf Field is Selected...Rollover Action...
DemographicsNext SchlSTU.NS----
If student will continue at this school, leave blank or enter current school.
Otherwise update as described below.
Next Grd STU.NGCopy Next Grade to Grade, add 1 to Next Grade
  • STU.NG is copied to STU.GR
  • STU.NG is copied to STU.NG and incremented by 1 in the next year
If student is not retained, increment by 1.
Otherwise update as described below.
Next TrkSTU.NTRCopy Next Track to TrackSTU.NTR is copied to STU.TR
Optional. Only needed for multi-track schools.
Next CounselorSTU.NTCopy Next Teacher to Teacher (elementary only)STU.NT is copied to STU.CU
Optional/Elementary.
Sched GrpSTU.SG--

--

Optional. Student Scheduling Group. See Complex Schedules - Teams, Houses, Academies, Etc.
Next Grid CodeSTU.NGCCopy Next Grid Code to Grid Code Any non-blank STU.NGC is copied to STU.GC
Optional
Next Elig CodeSTU.NSPCopy Next ADA Elig Code and Program(s) to ADA Elig Code and Program(s)STU.NSP is copied to STU.SP
Optional. 
Next Prg 1STU.NP1Copy Next ADA Elig Code and Program(s) to ADA Elig Code and Program(s)STU.NP1 is copied to STU.AP1
Optional.
Next Prg2STU.NP2Copy Next ADA Elig Code and Program(s) to ADA Elig Code and Program(s)STU.NP2 is copied to STU.AP2
Optional.
Next ResSchlSTU.NRS

Copy Next School of Residence to School of Residence 

STU.NRS is copied to STU.RS
Optional.
Next Attr CodeSTU.NITCopy Next Attr Code and ResDist to Attr Code and ResDistSTU.NIT is copied to STU.IT
Optional.
Next ResDistSTU.NTDCopy Next Attr Code and ResDist to Attr Code and ResDistSTU.NTD is copied to STU.ITD
Optional.
Special ProgramsProgram Code,
End Date
PGM.CD----
PGM.ED

See Texas - Closing Programs at End-of-Year


Graduating Seniors




New Year Rollover Settings Page
Aeries PageLabelAeries Table.FieldIf Field is Selected...Rollover Action...
Graduation Status or Profile Credits CompletedHSG.CM----
Credits NeededHSG.RQ
Verify that each 12th grade student has sufficient credits to graduate.

Run Print Seniors Lacking Credit For Graduation Report.

DemographicsNext SchSTU.NSCopy Graduates into the Inactive SchoolSTU.NS is copied to inactive school
(not recommended)
Do not change.
Next GrdSTU.NG----
Enter 13.
Demographics > Student Data 2Grad Type - CodeSTU.HSG *----
Select 34.

STU.HSG can also be mass updated using Query:
Example:
CHANGE STU STU.HSG TO 34 IF GR = 12 AND STU.HSG = " " AND STU.NG = 13
Grad Type - DateSTU.DG----
Enter the date the student completed all graduation requirements.
STU.DG can also be mass updated using Query:
Example:
CHANGE STU DG TO ##/##/20## IF GR = 12 AND DG = NULL AND STU.NG = 13
Grad Type - Code and Grad Type - Date can also be mass updated using Mass Update Graduation Status. See Mass Update Graduation Status (Texas only).
Demographics > Student Data 2Individual Graduation Committee - Review CodeSTU.IGR----
Only for students graduating under IGC.
Individual Graduation Committee - Grad CodeSTU.IGG----
Only for students graduating under IGC.
Demographics > Student Data 2Certificate of CompletionSTU.CDT----
Only for Special Education students.
Endorsements:
Graduation Status > ManageEndorsementGES.EC----
StatusGES.ST----
Opt-outSTU.EOO----
See Endorsements/Add-on Graduation Requirements: Overview.
  • If endorsements are configured and tracked automatically, review and manually adjust any as needed.
  • If importing endorsement completion data, new records can be added via Mass Add Student Related Data.
  • If updating existing status of endorsements, use Query > Change.
    Example:

    LIST STU GES GES.ID GES.EC GES.OI GES.ST GES.MO IF GES.EC = "xx" (where xx = the endorsement code MS, AH, ST, BI, or PS)

    In this example we are changing the status of the Public Service endorsement (PS) to In-Progress (IP) for all 11th graders.  You must also set the Manual Override field ( GES.MO) to 1.

    CHANGE GES ST TO "IP" MO = 1 IF GES.EC = "PS" AND STU.GR = 11
Performance Acknowledgements:
Activities and AwardsTypeACT.TY = 4----
CodeACT.CD = PA1-PA6----
ReasonACT.RS = PA1-1, PA1-2, or PA1-PA181----
Type, Code, and Reason can also be added using Mass Add Student Data.
See Texas - Industry-Based Certifications & Performance Acknowledgements
Distinguished Level of Achievement:
Activities and AwardsTypeACT.TY = 4----
CodeACT.CD = DLA----
ReasonACT.RS = DLA-2----
Type, Code, and Reason can also be added using Mass Add Student Data.
Other Graduation Requirements:
Activities and AwardsTypeACT.TY = 5----
CodeACT.CD = G01. G02, G03, G04----
ReasonACT>RS= FA1, FA2ONLY required for ACT.CD = G04--
DateACT.DT----
Type, Code, Date, and Reason can also be added using Mass Add Student Data.
Reason required for ACT.CD = G04 (Financial Aid Application)


IEP Continuers & Fifth Year Seniors




New Year Rollover Settings Page
Aeries Page
Label
Aeries Table.Field
If Field is Selected...Rollover Action...
DemographicsNext GrdSTU.NGDo Not Bump GradeSTU.NG is not copied to STU.GR
  • IEP Continuers: select 14.
  • Fifth Year Seniors: select 12.
Next SchSTU.NS----
  • IEP Continuers: 
  • Fifth Year Seniors:


Matriculating Students (i.e., Promoted Non-Seniors)

Enter the following for promoted students who will be continuing in the district next year, whether at the same school or not.

Aeries PageLabelAeries Table.Field
DemographicsNext GrdSTU.NG
Increment by 1
Next SchSTU.NS
  • Returning to same school: select current school or leave blank.
  • Moving to different school within district: select next year school. 


Retained Students

Aeries PageLabelAeries Table.Field
DemographicsNext GrdSTU.NG
Select current grade level.
Next CounselorSTU.NT
Optional
Teacher (current year)STU.CU
Do not assign
Counselor (current year)STU.CNS
Do not assign
StatusSTU.TG *
NOTE: STU.TG = R is not needed or recommended for retained students.
Update Attendance button--
Do not update
RetentionsDateRET.DT
Enter the date when the decision was made to retain the student.
Academic YearRET.AY
Enter the school year when the decision was made to retain the student.
CodeRET.CD *
Select the appropriate code.
Next GradeRET.GR
Enter the grade level the student will be retained in.


Non-Returning Students

Enter the following for students who are active through the last day of school but will not be returning to the district next year.



Aeries Page
Label
Aeries Table.Field

Demographics 




StatusSTU.TG *
Select I-Inactive.

NOTES: 


  • Non-returning should not be marked Inactive until AFTER transcripts are finalized and GPA and rank are run for the high schools; inactive students are excluded from GPA and rank calculations even though they completed the school year.

  • On School Options, set Status Tag for currently active students that will roll into the Inactive school. The code is displayed on New Year Rollover Settings in the Status Tag field.

    This code must exist on Update Code Table for ROL.ITG.

Next Sch

STU.NS*
Select the Inactive school (ROL.ISC).

Leaver Reason Code

STU.LVR
Only applies for 7th graders and above.

Schl Leave Date



STU.LD
Last day of school
Demographics > Student Data 2End of Year - StatusSTU.EOY


End of Year - Next SchlSTU.ENS

School Leave DateSTU.LD

Attendance Enrollment

Date


ATT.DT
Ent/LvATT.CD

Reason

ATT.RS


Inactive Students

Enter the following for students who are inactive as of this year. These students are rolled to the inactive campus rather than a valid campus.




New Year Rollover Settings Page
Aeries PageLabelAeries Table.FieldIf Field is Selected...Rollover Action...

Demographics

StatusSTU.TG *Status TagActive students not copied elsewhere will receive this Status Tag
Select I-Inactive.
Next SchlSTU.NSBypass the Copy to Inactive School ProcessStudents who are not active or pre-enrolled at another school will not roll to the Inactive school regardless of Next Schl.
Select inactive school.


Pre-Enrolled Students

See Enrolling New Students for Next Year in the Current Year Database (Pre-Enrolled).




New Year Rollover Settings Page
Aeries PageLabelAeries Table.FieldIf Field is Selected...Rollover Action...

Demographics

StatusSTU.TG *----
Select '*'

NOTE: The asterisk indicates that student is enrolled for the next school year and is inactive for the current year.
Next GrdSTU.NG----
Select the next year grade level.

For KG students, use the next year grade level for both Grd and Next Grd.

Next SchlSTU.NSCopy Pre-Enrolled Students from This School to their Next SchoolPre-enrolled students will roll into STU.NS, rather than the school where the pre-enrolled record is created, if next grade is valid for that school.
Not required unless Copy Pre-Enrolled Students from This School to their Next School is selected.


Summer School Students

Aeries PageLabelAeries Table.Field

Demographics

StatusSTU.TG *
Next GrdSTU.NG
Next SchlSTU.NS
Next TrkSTU.NTR
During the Copy Students into Summer Schools process, STU.TR and STU.NTR are updated with the summer school track if the summer school is a multi-track school.


Complete End-of-Year Attendance Reconciliation ↑

See Texas - Attendance Reconciliation - End of Year.


Complete Summer PEIMS Submission ↑

See Texas - PEIMS Summer (Submission 3).


Roll Over to the New Year ↑

See New Year Rollover Overview