End-of-Year Clean-Up for System Admins – eduCLIMBER

This lesson guides System Admin users through the process of closing out one school year to prepare for the next.

Review / Add School Years

System Configuration screen with District & Schools highlighted and labeled as step 1, School Years labeled as step 2, and the Active toggles labeled as step 3.

School Years can be activated at any time. When a School Year is activated, it allows users to add created and access data for that year. To activate a School Year, from System Configuration:

Go to Districts and & Schools.
Select School Years from the menu.
Find the desired year in the table. Toggle the year to Active.

Modifying school year start and end dates on the current school year can lead to data inaccuracy and system stability issues. This should be done during low usage times and take proper care to ensure that dates are accurate and do not overlap with other years.

Deactivate Staff Members

If there are users leaving the district, their accounts need to be deactivated. From System Configuration:

Go to Users & Security.
Find the user to be deactivated, and select the three-dot menu.
Select Mark Inactive to deactivate the user.

Inactive users are hidden from the table by default. Use the Show Inactive Users checkbox to access deactivated user accounts.

Users can also be mass deactivated by sending an updated Users File via SFTP, where the Active column indicates which users are now Inactive. To learn more about bulk updating users, view Users Upload.

Set School Days Off

School Days Off are configured in a Student Information System but are not brought into eduCLIMBER. Set School Days Off for accurate attendance and intervention reporting. From System Configuration:

Go to District & Schools.
Select School Days Off from the menu.
Select a School Year to set School Days Off for.
Select Add to add a new day.

Create Days Off display with Start Date labeled as step 5, Select Schools dropdown labeled as step 6, and the blue Save button labeled as step 7.

Select a Start Date and End Date that is a School Day(s) Off.
Select a School(s) that the day off applies to.
Select Save.

Upload Final Assessment Data

Upload end-of-year assessment data into eduCLIMBER.

Select Upload.
Choose Upload Student Data.
Select a File and upload the data.

For more details, visit the Uploads chapter.

Managing Tags

Tags that apply to students from one year to the next can be copied over, instead of manually adding Tags to students. From the Launchpad, select Student Tag Manager (under Quick Links), then:

Select the three-dot menu for the desired Tag.
Select Copy to School Year.

Copy Tags to Year display with selected student checkboxes labeled as step 3, the school year dropdown labeled as step 4, and the blue Save button labeled as step 5.

Select the Student(s) that have the selected Tag that needs it copied to the next year.
Select the next School Year from the dropdown menu.
Select Save.

Next Steps

Interventionists also need to perform end-of-year tasks. To learn more, visit End-of-Year Clean-Up for Interventionists.