| Year end > Year-End Processing > Running Chancery SMS Year-End Processing > Information adjustment during Year-End Processing

Information adjustment during Year-End Processing

During Year-End Processing [>>], Chancery SMS adjusts information in the database to support the conversion of the Planning Calendar to the Active Calendar. In general, Chancery SMS deletes from the Active Database any information that relates to a specific calendar year, such as a student's attendance codes and grades. This makes way for new information. (Before Chancery SMS deletes the information, it stores that information in the Historical Database). Chancery SMS preserves in the Active Database any information that relates to a student's academic career as a whole, such as demographics, disciplinary data, and transcripts.

Chancery SMS's adjustments to information include the following:

= Attendance [>>]: Chancery SMS deletes assigned interval attendance codes (twice-daily and period), daily attendance codes, daily override flags, and submission flags. (System users must enter attendance from scratch in the new Active Calendar). Chancery SMS copies daily attendance summary data to the historical pages (or to the Permanent Record pages for those Chancery SMS systems that have been converted to Permanent Record).
= Grades [>>]: Chancery SMS deletes grades. (Users enter grades from scratch during the new year). Chancery SMS copies GPA summary data to the historical pages (or to the Permanent Record pages for those Chancery SMS systems that have been converted to Permanent Record).
= Student schedules: Chancery SMS deletes student schedules and student course requests and replaces them with those from the Planning Calendar. Chancery SMS deletes the schedules of students who are no longer enrolled. [Refer to Scheduling [>>]]
= Student change history : Chancery SMS deletes change history records that refer to the old Active or earlier calendars. Records that refer to the old Planning Calendar persist.
= Student behavior records [>>]: Chancery SMS retains these.
= Date entered 9th grade [>>]: Chancery SMS retains this value.
= Year entered 9th grade [>>]: Chancery SMS retains this value.
= Enrollment status [see >>]:

If the student's grade level is the same in the Historical and Active Calendars, Chancery SMS copies the Active Calendar's enrollment status.

If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Promoted", then Chancery SMS copies Active Calendar's enrollment status.

If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Retained" and the Historical Calendar is "Promoted", then Chancery SMS copies nothing.

If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Retained" and the Historical Calendar is "Retained", then Chancery SMS copies the Active Calendar's grade level and enrollment status.

If the student's grade level differs between the Historical and Active Calendars, and the enrollment status in the Active Calendar is "Retained" and the Historical Calendar is "Pending", then Chancery SMS copies the Active Calendar's grade level and sets enrollment status to "Promoted".

= Geocodes [>>]: Chancery SMS copies over the geocodes from the Planning Calendar. In a district that employs address validation, Chancery SMS runs a stored procedure that updates each student's geocode based on his or her home address.
= Home school [>>]: Chancery SMS copies the student's Requested School [>>]. For graduating or withdrawing students, district preferences determine the Home School.
= Elementary report cards : Chancery SMS copies the subjects and subject element skills and measures, including headers, footers, and descriptions to the report card. This takes place only if, in the Planning Calendar for all subjects that can be scheduled in the school, Can Schedule is selected. For further information, refer to the Chancery SMS Scheduling Guide.
= Elementary permanent record setup : Chancery SMS copies items selected on the Elementary Permanent Record Setup page to the same page in the new Active Calendar.
= Courses : Chancery SMS copies course information (except grade item properties) from the Planning Calendar to the Active Calendar. (System users enter grade item properties from scratch in the new year.)
= Grading data not common to both elementary and secondary schools: For a school that is changing its scheduling method to secondary scheduling , Chancery SMS deletes report card setup and elementary common report card elements.
= Secondary historical record : Chancery SMS updates each student's historical record with grades from the Active Calendar and Special Services settings (from the Student Overview page [>>]), including "Receives specialized services" and "Section 504 eligible". Where a historical record exists for the same school, year, and grade level, Chancery SMS appends the information—no information is overwritten or deleted. For information about historical records, refer to the Chancery SMS Grading Setup Guide.
= Class rank definitions : Chancery SMS deletes these. (System users enter class rank definitions from scratch in the new year.) For information about class rank definitions, refer to the Chancery SMS Grading Setup Guide.
= Term class ranks : Chancery SMS copies these to the historical pages (or to the Permanent Record pages for those systems converted to Permanent Record). For information about term class ranks, refer to the Chancery SMS Grading Setup Guide.
= Term credits : Chancery SMS copies summary values for potential credits by term and credits earned by term to the historical pages (or to the Permanent Record pages for those systems converted to Permanent Record). For information about term credits, refer to the Chancery SMS Grading Setup Guide.
= Course grading period sets : Chancery SMS deletes the assignment of grading period sets to courses. These must be reassigned in the new year. For information about course grading period sets, refer to the Chancery SMS Grading Setup Guide. The School Administrator can mass assign grading period sets.
= GPA definitions : Chancery SMS removes from GPA definitions any courses that are unassigned in the school catalog, set as not collecting grades in the district calendar, or set as being excluded from GPAs in the district calendar. Any definition that is changed during Year‑End Processing Chancery SMS adds to the audit log at the district. For information about GPA definitions, refer to the Chancery SMS Grading Setup Guide.
= District GPA/Class rank reporting terms : Chancery SMS copies the district GPA reporting term assignments to report card grading periods in the new Active Calendar. For information about GPA/Class rank reporting terms, refer to the Setting up GPA/Class Rank Reporting Terms Technical Bulletin.
= Term GPAs and Cumulative To End of Term GPAs : Chancery SMS copies these to the historical pages. After year-end processing, during the Update_Next_Year_Students nightly Chancery SMS updates these according the current student information. For information about term GPAs, refer to the Chancery SMS Grading Setup Guide.
= Honor roll definitions including eligibility rules : Chancery SMS copies these to the new Active Calendar. For information about honor roll definitions, refer to the Chancery SMS Grading Setup Guide.
= Eligible and assigned students : Chancery SMS deletes from honor rolls eligible and assigned students, including assignment overrides. For information about honor roll definitions, refer to the Chancery SMS Grading Setup Guide.
= "Required for honor roll overrides" district preference: Chancery SMS copies to the new Active Calendar the district preference setting that determines whether reason codes are required for honor roll overrides. Chancery SMS copies existing overrides to the Historical Database along with a text description of the override reason code.
= Student honor roll history [>>]: Student honor roll history is stored in the historical tables, although it is currently not available through the historical pages. Honor roll history information stored in the historical tables includes the school name, the year the honor roll was assigned, the honor roll name and description, and the honor roll eligibility criteria.
= Day types [>>]: Chancery SMS copies these from the Planning Calendar.
= Exception days [>>]: Chancery SMS copies these from the Planning Calendar.
= Homerooms [>>]: Chancery SMS copies these from the Planning Calendar.
= Attendance reporting periods [>>]: Chancery SMS copies the attendance reporting periods from the Planning Calendar.
= Audit Log [>>]: Chancery SMS starts the log from scratch in the new year.
= Change log (used by SIF): Chancery SMS starts the log from scratch in the new year.
= Attendance exception rules [>>]: Chancery SMS does not delete attendance exception rules.

Chancery SMS updates a rule if that rule was calculated with a named grading or attendance reporting period (anything other than the periods listed above), Chancery SMS updates the rule to become a user-defined range, with the start and end dates defined based on the original rule. (The purpose of this is to draw attention to the rules that require maintenance.)

Chancery SMS does not update a rule if that rule was set up to be calculated within a user-defined range (where the start and end date are determined by the user) or within the following periods: current report card period, previous month, Yr-to-date, current attendance reporting period.

Note: Grading periods do not have explicit start dates. For the first grading period, the start date is set to the first day of school (elementary) or term (secondary). Each other grading period has a start date of the first attendance day after the end of the previous period. We advise vigilance where multiple grading period sets exist since it is possible to have grading periods with the same name but different date ranges.

= Daily attendance code calculation method [>>]: Chancery SMS copies the method to the new Active Calendar.
= Period daily attendance code rules [>>]: Chancery SMS deletes daily attendance code rules. (System users must enter the rules for the new year. We recommend keeping a copy of the old rules for reference.)
= Homeroom twice-daily attendance code rules [>>]: Chancery SMS delete these rules only if the school is changing from twice-daily homeroom attendance to class/period attendance or once-daily attendance.
= Enable near match setting for Sample method [>>]: Chancery SMS copies this method to the new Active Calendar.
= Term attendance: On a system converted to Permanent Record, Chancery SMS copies the following to the historical pages:

Total Present Value

Total Present Occurrence

Total Absent Excused Value

Total Absent Excused Occurrence

Total Absent Unexcused Value

Total Absent Unexcused Occurrence

Total Tardy Excused Value

Total Tardy Excused Occurrence

Total Tardy Unexcused Value

Total Tardy Unexcused Occurrence

Total Days Possible

On a system not converted to Permanent Record, Chancery SMS copies either the value or the occurrence — but not both — according to the setting in District Preferences .

= Scheduling groups : Chancery SMS copies these from the Planning Calendar. For information about scheduling groups, refer to the Chancery SMS Scheduling Guide.
= Day patterns : Chancery SMS copies these from the Planning Calendar. For information about day patterns, refer to the Chancery SMS Scheduling Guide.
= Bell schedules : Chancery SMS copies these from the Planning Calendar. For information about bell schedules, refer to the Chancery SMS Scheduling Guide.
= Meeting patterns : Chancery SMS copies these from the Planning Calendar. For information about meeting patterns, refer to the Chancery SMS Scheduling Guide.
= Class setup : Chancery SMS copies the class setup from the Planning Calendar. For information about class setup, refer to the Chancery SMS Scheduling Guide.
= Course offerings and meeting patterns : Chancery SMS copies these from the Planning Calendar. For information about course offerings and meeting patterns, refer to the Chancery SMS Scheduling Guide.
= Class scheduling options : Chancery SMS copies these from the Planning Calendar. For information about class scheduling options, refer to the Chancery SMS Scheduling Guide.
= Resource services : Chancery SMS copies these from the Planning Calendar. Chancery SMS deletes resource services only if they are associated with a course that is not assigned to the school in the Planning Calendar. Deletion of a resource service is recorded in the audit log. For information about resource services, refer to the Chancery SMS Scheduling Guide.
= Resource roster : Chancery SMS does not copy this. It must be built from scratch in the new year. For information about the resource roster, refer to the Chancery SMS Scheduling Guide.
= Constraints : Chancery SMS copies constraint definitions, including eligibility rules and program settings, from the Planning Calendar. For information about constraints, refer to the Chancery SMS Scheduling Guide.
= Scheduling term sets : Chancery SMS copies these from the Planning Calendar. For information about scheduling term sets, refer to the Chancery SMS Scheduling Guide.
= Teams : Chancery SMS copies these from the Planning Calendar. For information about teams, refer to the Chancery SMS Scheduling Guide.
= Team staff members : Chancery SMS copies these from the Planning Calendar. For information about team staff members, refer to the Chancery SMS Scheduling Guide.
= Master schedule : Chancery SMS copies this from the Planning Calendar. For information about the master schedule, Chancery SMS Scheduling Guide.
= Class loading rules : Chancery SMS copies these from the Planning Calendar. For information about class loading rules, refer to the Chancery SMS Scheduling Guide.
= Course request tally data : Chancery SMS copies this from the Planning Calendar. For information about course request tally data, refer to the Chancery SMS Scheduling Guide.
= Teacher allocation data : Chancery SMS copies this from the Planning Calendar. For information about teacher allocations, refer to the Chancery SMS Scheduling Guide.
= Student loader options : Chancery SMS copies these from the Planning Calendar. For information about student loader options, refer to the Chancery SMS Scheduling Guide.
= Scheduling statistics : Chancery SMS copies these from the Planning Calendar. For information about scheduling statistics, refer to the Chancery SMS Scheduling Guide.
= Course scheduling parameters : Chancery SMS copies these from the Planning Calendar. For information about course scheduling parameters, refer to the Chancery SMS Scheduling Guide.
= Schedule versions : Chancery SMS deletes any Planning schedules (and scheduling logs) not selected to be used in the new year [>>].
= Reservation labels : Chancery SMS copies these from the Planning Calendar.
= Address ranges [>>]: Chancery SMS copies these from the Planning Calendar.
= Address exceptions [>>]: Chancery SMS copies exception approval records from the Planning Calendar.
= Geocode Maps [>>]: Chancery SMS copies these from the Planning Calendar.
= cTools fields [>>]: By default, Chancery SMS copies all cTools data from the Planning Calendar. To prevent the copying of a cTools field, the administrator can set options on the Add/Edit Field page for the cTools field. For a field on a calendarized schema, Chancery SMS copies the information in the field to the Planning Calendar, if the field's "Copy to Planning" option is selected. For a field in a non-calendarized schema, Chancery SMS copies the information in the field if the field's "Keep in Active Calendar" option is selected. For information about cTools, refer to Customizing a system [>>].
= Programs [>>]: Chancery SMS does not copy program data to the Active Calendar. In general, program management options determine how Chancery SMS handles programs at year end.
= Transportation : Chancery SMS retains student transportation history.

Pearson
Always Learning
www.pearsonschoolsystems.com 
Tel: 866-434-6276
Email: psstechsupp@pearson.com