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Review Year-End Processing pre-check

PowerSchool SMS enables the District Administrator to ensure that all schools are prepared for Year-End Processing [>>] and that there are no outstanding conditions that would prevent the successful completion of that process. The District Administrator cannot run Year- End Processing until any errors identified by PowerSchool SMS [>>] are corrected. If a school is not prepared, however, the District Administrator can override its unprepared status [>>] (in some cases) and proceed with Year-End Processing.

To review the Year‑End Processing Pre-Check [You can do this if your role is District Administrator.DA]:

1

In the Admin menu, click District Setup. The District Setup page appears.

2

Under Year-End Processing, click Year-End Processing. The Year-End Processing page appears.

3

Under Step 4, click Year‑End Processing.... The Year-End Processing Pre-Check page appears.

4

In Year-End Processing Pre-Check panel [Figure 174], ensure that all schools are ready for Year-End Processing.

5

In the District Level Checklist panel [Figure 175], ensure that there are no outstanding Errors or Warnings [>>].

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PowerSchool SMS compiles its list of Errors and Warnings when it runs the Update_Next_Year_Students nightly process. To refresh the list, execute the following script in Query Analyzer (or SQL Server Management Studio if you are running SQL Server 2005 or 2008):

--EXEC QUEUE_UPDATE_NEXT_YEAR_STUDENTS

SELECT STATUS,* FROM CSL_SS_TASK (NOLOCK)

--SELECT * FROM CSL_SS_TASK_MANAGER

6

In the District Level Checklist panel [Figure 175], ensure that setup is complete, including, as required, the following:

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Elementary Report Cards Permanent Record Setup: By default, PowerSchool SMS does not copy report card records to the Elementary Permanent Record.

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Customization Builder Field Properties: By default, PowerSchool SMS copies all cTools data to the Active Calendar. To prevent the copying of a cTools field, the administrator can set options on the Add/Edit Field page for the cTools field [see Confirm custom field processing options >>].

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Project Enrolled Students: Enables the administrator to view a report of enrolled students who do not have a projected school [>>].

Figure 174: Year-End Processing Pre-Check page, Pre-Check panel

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B

School Name: The name of the school. Click the name to view the school's details. Schools are grouped as Elementary Schools and Secondary Schools.

C

Override column: Indicates that the District Administrator has overridden a YEP Ready status of "No". A "~" indicates an override. A "!" indicates that the YEP Ready status cannot be overridden because it has exceptions that prevent Year‑End Processing from being run. Refer to Overriding a school's YEP Ready status [>>].

D

YEP Ready: Indicates if the school is prepared for Year‑End Processing. In some cases, the District Administrator can override a "No".

E

Exceptions: Where a school is not prepared for Year-End Processing, lists the outstanding issues.

Figure 175: Year-End Processing Pre-Check page, District-Level Checklist panel

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B

Warnings: Lists problems that would affect the outcome of Year-End Processing. PowerSchool SMS lists warnings after it has run the Update_Next_Year_Students nightly process. See also Pre-check errors and warnings [>>].

C

Run Year-End Processing...: Initiates Year-End Processing. This button is disabled if any Errors are listed on the page.

Pre-check errors and warnings

On the Year-End Processing Pre-Check page [Figure 175], potential Errors and Warnings that PowerSchool SMS might display includes the following SQL messages (SQL Server execution messages that are not recognized are reported as errors).

Overriding a school's YEP Ready status

On the Year-End Processing Pre-Check page [Figure 174], PowerSchool SMS identifies schools that are not prepared for Year-End Processing (that is, the school's YEP Ready status is "No"). PowerSchool SMS lists the reasons for a school's status in the Exceptions column.

The District Administrator can override the unprepared status of a school if the Exception is one of the following:

The District Administrator cannot override the unprepared status of a school if the Exception is one of the following:

To override a school's YEP Ready status [You can do this if your role is District Administrator.DA]:

1

On the Year-End Processing Pre-Check page [Figure 174], in the Year-End Processing Pre-Check panel, select the school.

2

In the Actions menu, click Override. PowerSchool SMS displays a "~" in the Override column.

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To remove the override, select the school and in the Actions menu click Reset.

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