Name: K12: Back to the Basics with Annual Procedures
Uploaded: 2025-05-21T19:30:57.999Z
Duration: 1 h 32 s
Description: K12: Back to the Basics with Annual Procedures

Transcript for "K12: Back to the Basics with Annual Procedures": Hi, everyone. Welcome to our webinar, back to basics with annual procedures. My name is Jared Cho, and I work in customer support here at Blackbaud. I've been working here for about three and a half years. Coming to you live from Canada, your neighbor in the North. Feel free to use the chat to tell us where you're coming from today or or if you have any other comments. We're just gonna give it another minute or two for folks to trickle in. Welcome. Hi. Toronto. I see there's some fellow Texas, California, Atlanta, Maryland, South Florida. That's awesome. Okay. Welcome. Welcome. Very excited to have you all here today. So let's go ahead and get this started. As a reminder, we're just gonna be focusing on some common troubleshooting issues today relating to annual procedures. So, this is just in preparation of back to school season for 2025. If your topic is not on the agenda today, and it is related to annual procedures, feel free to use the q and a to ask questions about we have experts behind the scenes that will answer your questions. So we're just gonna get started today with some housekeeping items, some tips and tips and tricks while in the webinar, and then we're going to move on to our presentation portion. This is just, again, gonna be on common issues relating to annual procedures, and that includes years and terms, user management, rollover errors. And then after the presentation portion, we're going to have a live q and a. Hallie's in the back. Yes. This was supposed to be hosted by Hallie, but, unfortunately, she's a little under the weather. So I'm taking over today. Without further ado, here are our housekeeping items for today. Common question. This webinar is being recorded and will be available after it's concluded. The audio is broadcast through your computer speakers. So if you have, any issues with freezing or loss of sound, please just refresh your browser, close any unnecessary applications because sometimes that can get in the way. Use the q and a tab. Feel free to send us your questions and comments throughout the presentation. We have experts behind the scenes that will be addressing your queries. Some of your questions may be addressed live during the q and a session at the end. Don't forget to check the docs tab. There is, a lot of helpful material in there. Take a moment to complete the survey at the end of the session as well so that we can shape these webinars and any future content moving forward. And, just lastly, before we begin, I also wanna point out that there's an icon that will allow you to make the screen into full screen mode, if you just hover over the screen in the bottom right just like a video in case you need to see the content better. K? Perfect. So we're gonna get started with the years and terms tab and some common issues we see here. To navigate where your years and terms live, we're just going to core, settings, school information, years and terms. Some of you may be already familiar with this area. We're gonna select the upcoming school year, so 2526. If you don't see that year, you might have to just add it using the add school year button. And then we are going to click on the school levels and then into the individual group types. And here, we can add the terms for these various group types as needed. We will also need to repeat this for any other group types and school levels as well. Here's just a quick snapshot of what that looks like. We could see there's our group types. There is our school levels, so on and so forth. So some common issues we see in years and terms. Term date overlaps. That's a big one. These term dates, when they overlap, it causes a lot of issues with scheduling and assignments. As an example, we could see duplications when terms overlap. This can happen in the assignment center. Multiterm courses may also not be available to be offered if there are term date overlaps just because, like, the system is looking to fit them into terms and it's not the overlap causes it to not work. This also causes a lot of walk conflicts in scheduling. So if you're going ahead and doing scheduling, sometimes the term overlay the term date overlaps can cause that to, create block conflicts between your terms. So that makes it so that the master schedule can't do anything. Another call out here, if you're using the days to default, this also obstructs, these settings and it causes the overlap between terms. This setting effectively extends the term beyond the official end date so that the pages are still accessible after the term ends and through the class or group page menus. We ideally do not want this to overlap, but, some cases, it can, depending on your setup. But to resolve overlapping term dates, we just need to review and adjust these term dates to avoid any overlap. It's best practice just to replicate your term setup from last year. This is also gonna help with things like the master rollover. So, the master rollover is going to provide some issues if we don't have matching terms between these from between last year or the year we're rolling over from to the current year. We'll get more into detail later. Now we're just gonna switch gears a little bit and talk about user management between years. So handling, handling student enrollments, promoting, graduating, and any user management common issues that we occur that we experience. So a few considerations when you are promoting students. You do not have to promote students if they already have an enrollment row for the next school year. Enrollment row's, promotion doesn't move students to the next level at the end of the year. It just adds an enrollment row if one is not already present. You can tell if a student does not have an enrollment row because their name will be in italics when you go through the promotion menu, and we're gonna see that in just a moment here. We're just gonna go through that process. But it is not entirely necessary if students already have enrollments for the next year. And another consideration, an area to check, is that your alumni role is active. This is just in core security roles, and we can, search for the alumni role, click the ellipsis, and manage it just to make sure it's active. If we don't do this, then, your students can't be moved to alumni and they'll be they'll end up in the enrollments persona, which is not ideal. So if you also have renamed your alumni role to something else, we can tell if it is the base role in the list because the cloned from value will show none. Before withdrawing students, we need to just confirm with teachers that all of their Gradebook and term grades are entered, because if a student is withdrawn without confirming that information, grade book manager and a grading manager will need to manually input these grades later on. So it's very important that when we're withdrawing these students, they have completed the academic year and all their final grades are entered. This is also this also ties into the depart date that we that we enter. We wanna make sure that our depart date is outside of the academic term so so that we aren't dropping courses and or grades. So here is just a quick slide by slide walk through of graduating students and that process. To start, we're just gonna navigate to core users, manage student enrollment, and follow these steps. So we're going to select graduate next to the relevant grade level that's graduating and then proceed to the first step. So we have two two checkboxes here. We have select include past students, and we have and we have the second setting, which is in sorry. It's include a personal home phone and address. So we wanna select these options if we want to include the withdrawn students and move them to the alumni role, and we also wanna select the create a home personal home phone and address record option if we want to unshare or unlink the student and parent phone numbers and addresses if they are shared. This is so that we can update alumni information individually instead of in, instead of having to adjust it separately or, you know, separate it from the parents. So the system will do that for us. It just makes managing alumni records easier. It is recommended to do that, to do to use this setting, because it will help in managing the alumni information, if we need to reach out to them directly, individually, if their addresses change, if their information changes, etcetera. And then once we have reviewed these options, we can go ahead and click next to proceed to the next step. So now we will actually go through and choose our students to graduate. There are a few different radio buttons we see here. We have radio buttons for graduate, repeat, withdraw, and no change. They're fairly straightforward, but to go through them, graduate, we select this option when we want to graduate that student. So we'll just select graduate next to their role. Repeat is for when we want to add the same enrollment role for a student so that they're repeating the same grade. And withdraw is if we are withdrawing that student and, making them a past student or whatever the case might be. And then finally, no change. We just use this option to indicate that we're not changing that student. If we go through the process and graduate some students or withdraw some students, we can always go through the process again to graduate, and those students that we have marked as no change will appear in the list to graduate as well. From here, after we have selected our students, we click next. And here, we just confirm the students to graduate. We enter a graduation date for the students. We enter the depart date. And, again, the date that you wanna enter for your graduation date should be outside of your academic date your academic term range. So if your academic term ends on, say, June 14 or 06/14, then you'll wanna make it 06/15 as the graduation date. You can do this for all of your students by using the default row. So if you just enter the default at the top, then it'll apply to all of the students down below. Same goes for the actual effective date. We can make it effective immediately, which will just apply, and and graduate them with whatever their graduation date is and make them an alumni immediately upon saving, or we can set a specific effective date for when we want this change to, occur on the next to the individual students. So on the next step, we will be verifying the students to repeat the grade if applicable. And then once we review those, we can click next and then confirm the students to withdraw. So we want to verify the information for any students we are withdrawing. We can enter the date, that we're withdrawing them from. So we just enter the depart date for the students. Again, the top row, very similar to the graduate menu, we just select, whether we want the, whether we want this to apply as a default to all of the students or whether it should be individual or custom for certain students. And then from the role drop down, we can select if they should be moved to the past student or the alumni role. There's also a a tab for or a column for remove access if we wanna remove the the student's access. It's important to note that if we do remove access, this will only affect the students and it will not affect the parent user accounts. And then we can also select graduate with class if the students are graduating with their respective classes or not. And once that's done, we can click next. The final step wasn't shown there, but, it's just a review of all of the information, and then we can save and exit and the, whatever settings will take place. So now we're gonna go through a promotion example instead of a graduation example, and it'll be following a very similar step. We'll be going to core users, manage student enrollments, and then clicking promote next to the school year and grade level. Here, you're gonna see what the students to promote, repeat, withdraw, or make no change to, the same as with graduate, except instead of graduate, of course, it's promote. We can use the check all cell check all link to select all students in a in a column. But to go over the settings again, promote, this is if we are going ahead and promoting a student to the next grade level. This is only really necessary again if they don't already have the enrollment row for next year. Any students that do not have an enrollment row will show in italics. Again, the same settings apply. Repeat if a student is repeating a grade, withdraw if a student is withdrawing a grade, and then finally, no change if there is no change to that record. So then we'll proceed by clicking next. We will verify the students. We can also edit the host ID here if applicable and then click next once we have verified our student records. Here, we will also verify the students to repeat and then also verify the students to withdraw. So we're gonna wanna enter this withdraw date for the depart date if the student has completed the last term of their date their enrollment already, and they don't wanna show as a dropped student. So if you don't wanna show them as dropped, you're gonna wanna make sure that the depart date is outside of your academic term. So any date after the last academic term date. And, this could be anytime after the school year is over if necessary. Same settings here for effective, whether we want this to take effect immediately or not. And, if we're withdrawing, we can also assign the alumni role, past student, past candidate, or alumni role as well. I just a side note, if you do remove the user, if you do move the user to the alumni role, they will have the same access rights that all other alumni do. And we also have the graduate with class checkbox, if they should graduate with their respective class, and, it will give them that alumni year. So, for example, if they would graduate in 2027, their alumni year would be '27. This will depend on who you consider alumni. Some users, you might not want to make them alumni. Some, depends on how your organization handles it. But yeah. After making your selections, click next, and we can go through the promotion the final promotion walk through step, which is just the review. The graduates the graduation process follows the exact same steps, and we have this little review page where we just see all of our information, and we can click save and exit once we're done. After completing this process, you're gonna wanna repeat this for all of your other grade levels that you wanna promote as well. Just as a side note, again, if we choose to remove access to the students or any withdrawn students, this only affects the students and does not affect the parents at all. There is one other option to the, promotion process that we can do instead if you don't want to do promotion. Some people, sort of some organizations prefer to do data imports to move their students to the next grade levels, and that's completely fine too. We do have a data import for that. It's the future enrollment import. We can do this just to add enrollment rows onto student records. So we can do that by just going to core, system tools, data import, and then clicking create import job, selecting student as our category, and create future enrollment as our import type. We have the view file layout help button in case you wanna view, download a sample file or view the required fields as well. And next is another hot topic, school forms. This is a very big back to school, topic. So school forms are an essential component to user management. These forms can be customized to gather information, to update user records, so profile updates, including names, addresses, and other contact details and information, as well as medical forms, which are HIPAA compliant and are restricted to school nurses for editing to collect any medical data that you need for your students for the upcoming year. A very common issue we see with school forms specifically is users not having the ability to print or export forms. And if that option is not available, it may just need access to be set for it. That is done in the report admin tab. So if you go into reporting for any of your various modules, so like core, for example, core reporting report, and then click on report admin, we can find school forms bulk print, and we can give individual user access or role access to, specific roles that should be able to access that functionality. And, again, these steps are all where this whole webinar is gonna be available. It's gonna be recorded. So in case you missed any previous steps or you wanna go back and kind of review any of the steps that are in any of these slides, you can do so after the recording is complete. So some things to consider for choosing school form recipients. Here's our recipient options. We have user, We have the parent of user, and we have responsible signers only. So and, finally, we have both. So for user, you will want to you'll get access to the user signature block, and this is only gonna be assigned to the individual user that you're assigning the form to. Parent of user, if you want to add the parent signature block, and it's gonna be the parent of whoever the recipient is. Responsible signers only, This form is only gonna be available to fill out by the designated responsible signers of the recipient and then both, which is gonna be the user and the parents. And you'll get access to both the parent signature and user signature block to use on the form, and it will go to both both users. So it will go to your user and then both parent recipients. So in these signature blocks, we also have signature options to keep in mind. If you are using the parent signature block, you can set it so that it requires all signatures in or just one signature. So what happens is if you have it set to all signatures, it's gonna require all parents to fill out and sign the con the not the contract. Sorry. The school form, and then it will be submitted. If a parent submits a form, the first parent that submits a form with all signatures required in the setting, it's going to put the school form into a pending state. And then once the second parent fills out, signs the school form, they will submit, and then the school form will be, will go through as expected. In the block settings, so when editing into the school form, we go into the block settings of the parent signature block, and that's where we can find the drop down to enable this setting. If it's just one signature, then the first parent that goes through the form, signs it, and submits it will submit the form fully. Next, we're gonna talk about some very specific issues with profile update, profile update forms. The profile update content area updates the contact card directly. So any information or lots of information that gets filled out here writes directly to user records. We can see as an example, we have the user address, household profile updates, children, siblings, etcetera, etcetera. You can find a list here of just some of the available content blocks that we have. And I just also wanted to briefly touch on split families and what happens with split families with these profile update situations. So if the parent or guardian information is not shared with each other, then any changes that we make to the profile update form or via the profile update form will not impact the other parent at all. So, as an example, if a parent is not sharing their address or phone number, then they will be able to go through and individually update their own information. Here are some common issues we see with profile update forms. One common error we might see is please review the fields marked in red on your form. There's a couple different reasons why this could happen. One of them being that the, the user that's filling out the form is not the only or sorry. They don't have access or they're not part of a household that the that the student is a part of. So if the household they are not a member of is missing any required information, the missing fields will not be editable by them because they are not part of that household, and it will not show highlighted in red for them. So the user that is part of the household, the other household must complete that information. And once that required info has been filled out, they can submit the form and both parents can submit. This most commonly occurs in families with or with, you know, parents, with a student who has parents who have a split family. So going back to that split family situation where we can't fill out shared information, and in that case, each parent would need to log in and fill in the required info in order to proceed and submit the form successfully. This is just a safety measure to prevent users from making unwanted changes, to household that they're not a member of because we really do want to ensure that we can keep this info separate. Another reason for this error is if, the address same as student option is set. So using this option hides the required fields or, more specifically, it hides the address fields for the parents and fills in what was on the student record. So if there are required fields for the parent on the address fields that are not the same for the student, the address same as student option will hide that required field and then can produce an error. If this happens, then parents should just deselect address same as student, and then they should fill in the required fields as needed. And that wraps up our profile updates, and we can move on to medical forms and some common medical form issues. So if you want to allow parents to, add attach this to the form, we can accommodate for that. It is possible to add attachments, but these attachments can only be printed and downloaded on an individual basis. So they cannot be done in bulk, and they can only be done or printed by the nurse or by user with the nurse role. The other caveat to that is that since medical info is still protected by HIPAA, we cannot impersonate users to see medical data. So, whoever is logged in or whoever is a nurse will have to be logged in as themselves, and then they can view the the forms from the medical contact card from the medical profile or from the nurse's office and print the attachments as needed. When medical forms are sent to parents, they just reference all the relevant info the medical info from the nurse's office. So this includes any previously submitted information, from any previous years or anything that's already been documented or manually updated on the nurse's office. So if a student develops an allergy or a condition, midyear, for example, it can be recorded in the nurse's office from the previous year, and then it will also prepopulate on the next year's medical form. Parents this kind of leads into the next point, which is parents receiving some errors when submitting medical forms. We see, a lot of error or invalidation errors. And there are a multiple there are bunch of different reasons why this can happen. We're just gonna go over a few of them together. The first is that well, actually, before I dig into that, I also just wanna touch that the admins are also gonna experience errors when impersonating users. So if an admin were to impersonate a user, again, this is, medical information, so it's protected by HIPAA. They're gonna get error. There was error accessing the form when attempting to access a medical form. So, again, this is the this is this does not mean that there's an error with the form itself, but it just indicates that we can't impersonate a user to view that info, and that that user must be signed in to view to view that info. So now we're gonna break down the form validation error and look at some possible solutions for it. So the first possible cause is that the user has selected multiple of the same allergy twice. Very common example of this is if they have the other type listed twice. Other counts as its own individual allergy entry. So, when we use other twice, it's actually gonna be the same and then that's gonna cause an issue. To resolve this, we just need to make sure that when the parent is filling out the form, they are not selecting the same entry twice. It can also help if you have something like an other two options. Some organizations might consider that, or they might have a little note on it to, that the parent should reach out to the nurse directly and then see if we can get another allergy added if one is not explicitly specified. Another possible cause for this error for the parent, on the parent's end when they try to submit the medical form is, if there's any allergy information that conflicts with existing allergy information on the student's profile. So a couple different ways that this can happen. The medical form was assigned to the parent as an example. The parent started the form, and then an allergy was manually added to the student's profile before the form was submitted. Medical info loads when the form is opened. So while we can load up existing medical information, this does not apply to, medical info that is added when the form is already active. So, we have to make sure that we're submitting or we're adding medical information well before the form is already opened. The way that this can happen is the parent moved an existing allergy to a different position within the form. And, lastly, this can also happen if the student has an old allergy on their profile that is no longer active and that does not appear on the form, and the parent tries to add that allergy to the form, with a date range that overlaps with the old entry. Because, again, we have to make sure that there's no overlap and that all of our our existing allergy information is the same. So couple ways to resolve this issue. We can remove the allergy from the student's medical profile. So if there was that case where the allergy info was, added while the form is open, We just remove it from the student's medical profile. It will resolve the issue. Another way we can handle this is by advising the parent to remove the allergy from the form so that there's no overlap or duplication or anything like that. And finally, we can remove the student and their recipients from the medical form, save, and then add the student and the recipient back to the form to create a fresh copy of that form. This will help if there is any existing info, and we don't wanna take any of the other steps. And, the only thing to note with this is that when we refresh the form in this way, any entered information by the user is going to be removed. So that's just something to consider, but this will also help to just give them a clean slate to work with. Another thing to note is if the allergy is inactive in the nurse's office and the parent adds it again to the school form, it can either be made active again by the nurse, before the form is assigned or removed, or we can remove the allergy from the form, and then that will also reserve resolve any duplicate issues as well, any conflicts. So, now we're gonna move on to, conditions a little. So with conditions, you're also gonna see some error form validation errors, potentially. Conditions are very, very similar to allergies, and they have pretty much the same solutions and set of problems. So, we're gonna see this issue appear if there's more than one of the same condition on the same form or on the same record. Right? So removing one of those entries, or expanding your condition options in the nurse's office are gonna be two ways that we can resolve this. And, again, this is just pretty much the exact same information we just covered with allergies, but for conditions, feel free to to review this after, in the recorded webinar if you are curious about conditions specifically. But it is essentially the exact same information, just conflicting conditions and or allergies. If you are having issues narrowing down which error the parent is receiving and have checked all of the aforementioned issues, you can always reach out to support as well. We will just require or we will ask for the parent's name, the parent's user ID, and, the name of the student referenced in the medical form as well as if a parent, is experiencing this with multiple students, and then, of course, the approximate date and time so that we can dig through the error logs and find out what is exactly causing this issue to happen. So that leads to the big one, which is the master rollover. This is gonna be a huge process for a lot of people. It's very convenient, and we're just gonna go over, some of the rollover issues and what to expect with that. Here's just some things to consider before we get started. The term dates should match exactly between your years. So back when we started this webinar, we talked about, the term dates and setting up your terms. Making sure that your terms match is very important for the rollover. We can always adjust the term dates after the rollover is completed. If you are creating marking periods manually, and then you rollover the marking period rollover or and then you rollover your marking periods, it's gonna result in a bunch of duplicates. So if you are creating them manually, do not do do not roll over your marking periods. So, another thing to note, you cannot use the master rollover if you're changing your term lengths. You can do your rollover first when they match, and then you can change them afterwards. Do not refresh your browser while doing the rollover. This may result in some duplicates being created. So we've seen cases in the past where duplicate class sections have been created, and we just wanna avoid that if possible. So, when you start the process for the rollover, just let it run on its own, and then it should work just fine. In order for your grading formulas to roll over correctly, you should roll over your grading marking periods first, again, with the caveat that we should not be creating manual marking periods if you're trying to do this process because you will have some duplicate marking periods. And then after you rollover, you'll just wanna make sure that you confirm your group page access settings in core security group page access as well. So we're gonna begin with some common master rollover issues, And the rollover, of course, is in core system tools master rollover. And we're gonna select the from year as the current year and then, the year to rollover to as the future year. The first step is to select the year you wish to roll over data from and year in which you want to roll it to roll over to. So here in this visual, we can see, that we selected from year and the two year. Using the academic group rollover as an example, you may run into an error. If you see this yellow bar here at the top, this warning says school years are not set up correctly in order to run the rollover. It means that your term links do not match your last year's terms, and you'll not be able to do the rollover. One tip, if you're planning to add some return that you didn't have last year, you will want to create it until you have rolled over your data so the number of terms match between years. If you're moving from some semester to trimesters, though, the rollover will not be possible for academic groups. So we'll basically have to start that with fresh setup. To begin the academic group rollover, you'll have to select which class selections to rollover from year to year. So as you can see here, we are rolling over the upper school in academic groups, and we have a couple different things here. We have our first semester, classes to roll over. And once we selected our classes, we can select whether or not to roll over the sections, the identifiers, etcetera. K. Finally, we are going to be reviewing our selections here. Be careful when you click save and exit to let your browser fully process. Do not refresh your browser and do not try not to spam clicking save and exit because it could queue up, multiple of the same, job queue. And then that can also cause some duplication. So we just want to avoid that if possible. And then, finally, some more common issues. Rolling over marking periods will result in marking periods outside the range of the term being rolled over to. Please adjust the new term dates or enter new, marking periods manually. So this is where we recommend to set your start and, to set your term dates for the New Year exactly the same as your last year. If your term dates for the first semester, for example, go from nine one to 12:31, then the term dates for the New Year should also be 09/01 to 12:31. Marking periods just live within the same, they must live within the same term dates. So if we change our term dates before the roll their grade book rollover is complete, you're risking the marking periods not being able to be rolled over, and then you're subsequently getting this error because the marking periods wouldn't live within the new new term dates that you set. This is just very common with, changing term dates, but trying to keep the marking periods. After the rollover is complete, we can go ahead and just adjust our term dates to whatever we want them to be, and that will be just fine moving forward. So like I said, we just want to make sure that we are doing the rollover first and then making any changes afterwards. And just, just to reiterate one more time, I just wanna call out that if we are creating mark periods manually, we should not be rolling over our marking periods. It will duplicate. So one last tip. If you plan to roll over your grading information, we just want to use our best our best practice is just to roll over your grade bookmark periods first so that your grade formulas roll over, because your grade formulas will not roll over unless you do so first. Okay? Awesome. So thank you everyone for your attention. This has been the, presentation portion. We're going to get into our live q and a shortly, and, we have some questions, I believe, queued up. Before we go into live q and a, I just wanna point out that a survey is going to launch. Please fill it out so that we know what kind of content would be helpful in a future webinar. Your your feedback is invaluable to us. Thank you. Okay. Perfect. Now is your time for it's time for questions. So please use the q and a tab to submit your questions. Our support team is ready to assist both behind the scenes and answering live. I have Todd Deschutner here, our one of our principals here, and we'll be hosting the live q and a portion together. Give us just a few moments to prepare. Oh, sorry, Todd. Give us just a few moments to prepare here, and we'll begin answering questions. Awesome. Thank you, Jared, and thanks for that, wonderful presentation, going through all that information for us. We're gonna start with a few questions that were submitted before the webinar. We're gonna go through those questions and then try and get to the rest of the questions if we can. Again, like Jared said, our q a our team is here to assist with, any questions that we do not get, and we should be able to follow-up on the ones that we don't get to during the webinar. Alright. So with that being said, again, Jared introduced me. I'm Todd Deschner, customer support principal here at Blackbaud. Been working with the application since, 02/2008. So I've been through a few rollover processes, have a few school years under my belt. The same with Jared. So let's without further ado, let's just get into the, the questions that were submitted beforehand. This first one, I'm I'm just gonna read it out loud since it won't be posted anywhere, and then just provide the answer. So that we're gonna do that with a number of these, and then, like I said, we'll get to your other questions. So the first one had to do with that one roster, which is a an API specifically developed to transfer roster information from one LMS to another, very easy as a standard. So the first one was, what are potential issues related to temporarily updating the one roster integration settings in Blackbaud to send next year's classes to Canvas during the window of time that we want next year's courses to appear in Canvas or your one roster provider before the new school year actually starts in Blackbaud. So for for this one, I suggest that you review your provider settings. Each provider is going to be different, as to what how they handle that data. So I would check-in with them first. But when you're, to make sure that they're ready to receive that data. But the one roster connection is capable of sending, the previous year, the current year, and the next school year, through. So, personally, I would like I would wait till, I have all that information set. Like, my sections are created. My users are on the rosters, before I check that next school year or change to the current school year. But it it is up to you. The the, API or the endpoints are capable of sending incremental information. So, like, whatever sections you have there and whatever people are currently on those rosters, we can send that through when you check those options. So, again, review your settings in the receiving application, and and then it's your preference on how you want that data to get updated in the other application. Okay. Perfect. Thank you, Todd. I'll we'll handle the second question. This is also from, preregistration. Does the schedule set need to be imported before rolling over classes? So if you want to roll over your schedules with the master rolled over, you are going to want to import your schedule set first. So that will be the very first thing you do for rolling over your schedules. Next one, and I believe Jared covered this a little bit during the the rollover discussion, but what causes duplicate classes or duplicating classes? And that's usually, you know, you refresh your browser or used to be if you hammered on that button a couple times being inpatient, waiting for that. And if you've ever done that, you know what a pain it is to clean up. But that can happen, if you refresh your browser during the rover. So just be patient. Let the process run. It's doing a lot of things behind the behind the scenes, behind that screen that's just kinda sitting there. And I I know how how, tempting that button is to just hit again, but or refresh the browser to make sure everything's working. But like I said, there's a lot of processing firing off in behind the scenes, and, it might just take a minute for that screen to refresh. Perfect. Okay. So I'll handle the next one. If you roll over some things but not others, can you go back and roll over others? For example, rolling over sections but not teachers, can the teachers be rolled rolled over later, or do you have to know what you want to roll over before you complete a rollover? The answer to that is it's based on the class section. So the rollover is based on the class section. Once you select to rollover a specific section, you will not be able to go back and rollover teachers or schedules for that section. You can go back and rollover other sections that you didn't originally select, but if you want to roll over that information, this has to be done and can only be done when you initially select to roll over that section. Thanks, Jared. Next one come that came in was explain what gets rolled over if we roll over your Gradebooks. That is basically your marking periods. You're gonna roll over your marking period and your grade access when you get that. That also when you roll over, that it includes those marking periods, and allows when you do your grading one to get those formulas set as well. So if you don't roll over your marking periods, your formulas, aren't gonna come over when you do that grading one. Thank you, Todd. If we roll over grading, will that roll over all of the details for grade levels with assessment grading? So the grading rollover will rollover grade plans, grade formulas, if the grade the mark period rollover has already been complete, report cards, academic performance, and grade averages. The grading rollover can be performed once grade plans have added for the future have been added for the future school year. If you use assessment grades in the previous years, those assessment grade plans will also rollover and be included in this rollover process. Thanks, Jared. Lost my window. Okay. This one next comes up is why are students or alumni showing as the role of enrollment? We actually have a KB on here. Let me see if I can find somebody to help me get that in the chat. One second. But this typically that that happens when a student is with isn't withdrawn properly. Meaning, like, instead of they edit the student enrollment in the student profile in core, the just the role of student is unchecked, and that is not the correct way to withdraw a student. It could also do with the fact that the alumni role is not active when graduating the students. So those are a couple of things to check, when that happens, but it's usually due to, withdrawing the student incorrectly, which can be fixed pretty easily, with the KB that so, hopefully, someone will get in there for you. Okay. Thank you. So, how can we delete data that have has been unnecessarily rolled into the current year? So courses versus class sections and configuring the scheduling for the automatic generator. If you are using the generate master schedule or generate student schedule, features, you will not want to rollover schedules or students during the rollover. Basically, we want you to start with a fresh record. There's no real reason to roll over the schedules if you're just gonna go ahead and generate them all again and if they're not gonna be the same from last year. We can manually delete class sections under academics, scheduling requests, and schedules manage classes. And deleting the ones that are not needed will allow us to use the create classes in bulk button on the manage classes tab. And we can also select to clear the existing course class options. You will really wanna make sure if you're using the generate master scheduler that you are, configuring your course setting your course settings and class sec sections for running generate master schedule. Otherwise, it's not going to generate a schedule for you. And, there's another preregistration question here, on a similar vein. This is our first time using course requests. How does annual process impact that if we are if we have already offered courses for next year and we have accepted student selections but haven't created sections or enrolled students? So course requests do not have any effect or should not have any effect if you have course requests offered and accepted student selections but have not created, selections or enrolled students. Course request just should not matter. I will just mention that if you plan to use generate student schedules, course requests need to be at least input. They don't have to be accepted input so that you can run the scheduler. You shouldn't roll over schedules, blocks, teachers, or rooms if you just plan to use the generate master schedule. Thanks. Okay. What happens if, if completed a step? Is there a way to undo it? If not, how can I correct it? For example, migrating grade plan or withdrawing student. If you withdraw students and need to undo it, you know, you'll have to go back in and reenroll those students. Or on the other hand, if you roll over grade plans and want to undo the rollover, that's also gonna be a manual process. So if you are making mistakes during the rollover process, those things do normally have to be, fixed manually. There is no bulk process to undo your rollover and redo it. And now we have a couple, checklist. There's two checklist questions for preregistration. We do have a webinar. We did have a webinar last November, I believe, on enrollment season, which checklist was also a part of that you can review. But this question is, is there a way to manage what items people see on their checklist or what they can access if they haven't taken certain steps? So, yes, if you were using candidate checklist, when you set up each step on the checklist, you can choose to make it published to the candidate's parents or just keep it behind a behind the scenes for admissions purposes. You can also select to hide all following steps until that specific step is cleared, or, you know, considered completed. With a student checklist, you can also mark steps as required, show to parent or student. But, and but, yeah, that is the limitation that we can do. Thanks, Jared. Sorry. Got carried away. Lost in thought there. I think you have the next one as well. So go ahead. Yes. Is there a way to unlock steps in the checklist once they complete a specific item? So, yes, if you're using a candidate checklist, you wanna remove the date completed and change the status back to waiting on the individual step. So once a step is completed, you'll see that some steps lock down and then you won't be able to just change their status. So we just delete the the date that it was completed first, and then it should unlock or or set it back to awaiting for us. Okay. Last of the pre ones, which we might just be able to fit all of them in here. I'm new to using Blackbaud. Are there any in person training or, trainings a person can attend? We do have trainings available through Blackbaud University. I recommend, that most of, going in there and well, I'll provide a link, but we have the most up to date trainings offering for a specific topic, at hand. So we'll post the link in the chats so that you know where to get that information and find those trainings. And I believe there's one more question that we might have be able to get in here. We got this one in the chat. If we manually update student enrollment information in core, how does the effect of graduating student process? And then, subsequently, what happens if the graduate date is within the academic, within the academic year. You can have your graduation date within the term, but you wanna change them to alumni so that they don't lose access at that point. And the depart date, when withdrawing student needs to be after the last day of the term, but that's for withdrawing versus graduating. So you should be clear on what your what's what kind of status you wanna give the student before you start putting those depart dates in and withdrawing students. And just be aware that you wanna move them to alumni if you are graduating. So, again, they don't lose access to their information and etcetera. That looks like about all the time we have today. If you haven't taken the survey, please, get in there and and and just give us some feedback on what you feel so that we can, take that feedback and improve everything, for the next time we run something like this. Just wanna thank everybody for their time today and coming out and asking your questions on submitting those, beforehand as well. Thank you, everyone. Take care.