RM Integris ‘Year End’ Procedure Please see below for the order of operations which must be carried out in ‘Integris’ before new data is added for the 2007/2008 academic year. It is recommended that you perform the initial stages (1.-5.) well in advance of the end of the summer term as this will allow you to print off your new class lists as one of the ‘Year-End Reports’. You should then carry out step 6. on or after the last day of term but before the first day of the new school year. Tick the box when each stage is completed: 1. Ensure that all new entrants for the past academic year 2006/2007 have been entered in ‘student details’ and that all pupils who left before 19/07/2007 have been moved to the former roll. 2. Create a new back-up copy of your datafiles on CD. 3. Enter a ‘leave date’ (19/07/2007), ‘reason for leaving’ and ‘destination’ for all children leaving the school at the end of the summer term through the ‘speed-edit’ function. You will find all Powys secondary schools are available as destinations but if you have out of county destinations and children leaving to go to another Powys primary school you will have to add these through ‘parameters’ first. For children leaving to go to a school outside of the maintained sector in England & Wales you should select ‘Out of scope’ for the destination unless their destination is ‘Unknown’. You may already have done this as part of the Common Transfer File generation process which precedes ‘Year End’. 4. Assign new ‘proposed’ year-groups and classes for all pupils remaining in the school. This must be done by accessing the ‘Year End’ functions from the ‘Admin’ menu and not through individual pupil records or speed-edit. Select the ‘assign by year/class’ option and work through each of your classes allocating the new values. If you have individual pupils who are not following the normal route they can then be dealt with using the ‘assign individuals to year/class’ function. 5. Once you have completed all the proposed changes print off a selection of the ‘reports showing proposed year/class’ for manual checking. Re-visit the functions above to correct any errors or make final adjustments. 6. At the end of the summer term and providing you are happy that all the proposed changes are correct, select the ‘process end of year’ function and follow the on-screen instructions to a conclusion, making sure that the UPN year is advanced to 2007/08. Check that a CTF has been produced & dispatched for all leavers. 7. Once your year-end process has been successfully completed you can add your new admissions to the current roll either from the admissions roll by adding a start date (05/09/2007), checking the acceptance indicator and accessing ‘admissions transfer’ from administration utilities, or directly through student details and ‘add a student’ if the child is starting school for the first time. Please remember that pupil data should normally arrive via a CTF from a previous school and be imported into the admissions roll within Integris unless the new child has not previously been to a maintained school in Wales or England. 8. In order to use the electronic ‘Attendance’ module it is essential to set-up the new academic year by ‘creating a new year-structure’ through school details / school diary. Please note that if at any time you have edited or deleted the ‘not specified’ entry in your class descriptions the year-end process will fail. Similarly manual editing of year group parameters will result in failure and should not be attempted. In this instance contact Virginia Evans at County Hall (01597-826284) for further advice. Further guidance on ‘Year-End’ is also available in the ‘How Do I’ guide already supplied to schools, or by phone at the number given above.
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