Question

How does Free and Reduced Lunch student data in ActivityHero get impacted by the Aeries New Year Rollover process, including eligibility-based pricing and priority enrollment?

What can be done if the rollover has already been completed and the Free and Reduced Lunch data is no longer available in the new school year?

Answer

ActivityHero relies on Free and Reduced Lunch eligibility information stored in Aeries for features such as eligibility-based pricing and priority enrollment. During the Aeries New Year Rollover process, Free and Reduced Lunch (FRE) records may or may not be copied into the new school year, depending on the rollover settings selected.

• If the Skip Free and Reduced Meals (FRE) option is selected during rollover, prior-year Free and Reduced Lunch records are not copied to the new school year.
• If the Skip Free and Reduced Meals (FRE) option is not selected, Free and Reduced Lunch records are copied into the new school year.

When Free and Reduced Lunch records are not rolled forward, ActivityHero will not have access to previous-year eligibility data in the new school year. As a result, students may no longer qualify for Free and Reduced Lunch-based pricing discounts or priority enrollment until updated eligibility information becomes available in Aeries.

School districts determine whether Free and Reduced Lunch data is rolled forward during the Aeries New Year Rollover process. Districts that wish to preserve eligibility information for use in ActivityHero should ensure that the Skip Free and Reduced Meals (FRE) option is not selected before completing the rollover.

If a rollover has already been completed and Free and Reduced Meal records were not copied because the Skip Free and Reduced Meals (FRE) option was selected, submit a support ticket for assistance with next steps.