Secondary School Rollover
Please note that the requirements for some of the import files may have changed. Please refer to the online help in SIMON for the most up to date import file requirements - N. Data Files > Import File Documentation
1. Have your default Term dates for 2018 handy. If you would like staff to have access to timetables before the start of school, we recommend that you make Day 1 Term 1 early – such as Monday the 9th of January. Remember, if you do this you will also need to work out which Cycle day this needs to be to make the first day of students the correct cycle day when you enter the Timetable Event later – so if I have a ten-day cycle and I want the first day of students to be a Day 1 on Monday the 30th of January, but I am starting my term on the 9th, I will need to make the 9th a Day 6. If I wanted Monday the 29th of January to be a Day 6, then the 9th of January will need to be Day 1.
2. If you do not want students to access timetables and / or class lists until they are actually at school, go to Administration > School Admin > Timetable Maintenance > Student Access > Un-tick the required boxes > Save. It is recommended that you make a note in your calendar to turn this back on at the start of the year.
3. Go to Administration > Site Admin > Rollover
a. If you are not ready to have Semester 1 2018 active, leave the ‘Set 2018, Semester 1 as Active Semester’ tick box empty. If you are rolling over next year and 2017 is finished, tick this box
b. Enter timetable event with cycle day assigned as described above in Step 1. Please ensure it has a sensible name, such as ‘Day 1 Term 1 2018’, not just ‘First day of School’
c. Enter Default School Term Dates – if these have been previously filled in, then they will not appear in this interface. Note that these should match the actual student attendance dates, which in many cases is not necessarily the holiday dates – particularly at the end of Semester 1.
d. Student Assessment Cut-off Date – we recommend entering 1/4/2018 for the time being
e. Leave Student Rollover Import File blank
f. UPDATE
4. If you chose to make Semester 1 2018 the active semester, you will need to close all browsers and re-open them.
5. Go to School Admin > School Setup > School term dates and alter any Year levels, such as Year 11 and 12 end of year dates etc. Note that these should match the actual student attendance dates, which in many cases is not necessarily the holiday dates – particularly at the end of Semester 1.
6. Enter any new staff / alter status for any staff which have left by going to Profiles > Staff Profiles > add new staff, or edit exiting staff and alter their status to ‘No longer on Staff’
7. Also in School Admin, check that all Homerooms FOR 2018 are accurate and have the correct staff assigned to them (if you left Semester 2, 2017 as the active semester, you will need to alter the semester in the drop-down list).
IMPORTANT: Once you have made Semester 1 2018 active then ensure that the Houses, Domain Components, Head of School, Campuses and Year Levels have the correct staff assigned to them.
8. Once staff are accurate, Timetable can be imported – Make sure you are importing it into Semester 1 2018!
9. Students for 2018 can be imported by going to profiles > Student Profiles > Maintenance > Student Profile Data Cache. Make sure you select Semester 1 2018 when you attempt to upload this. Data Cache must include ALL students for 2018. Please refer to the Student Import file which is accompanying this file.
10. Once students are in, “StudentClasses.txt” import can be completed – remember to import into Semester 1 2018!
11. If you did not already make Semester 1 2018 the active semester, go to Administration > Site Admin > Rollover when you are ready to do so, tick the box and Update. Don’t forget to close all browsers and reopen once you do this.
12. If you removed student access to timetables and class lists, you will need to go back to Administration > School Admin > Timetable Maintenance > Student Access > Tick the required boxes > Save
13. It is also recommended that you go to School Admin > Timetable Maintenance > Timetable Events > Select Semester 2 2018 > Enter a timetable event which corresponds with the start of Semester Two. This will allow Resource Bookings to be utilised in Semester 1 for Semester 2 bookings.
1. Go to Administration > Site Admin > Rollover
a. If you are rolling into 2018 Semester 2 but not ready to make it active, leave the ‘Set 2018, Semester 2 as Active Semester’ tick box empty. If you are rolling over into 2018 Semester 2 and ready to leave Semester 1 2018, (typically in the mid-year holiday break) tick this box.
b. Enter timetable event with cycle day assigned for Semester 2 2018. Use a similar concept when choosing this date ad described in part 1 of the Start of Academic Year Rollover. Please ensure it has a sensible name, such as ‘Day 1 Term 3 2018’, not just ‘First day of School’
c. Student Assessment Cut-off Date – we recommend entering 13/7/2018 for the time being
e. Active Students will rollover automatically at mid-year so no student file is required.
f. Click UPDATE
NOTE: At mid-year All ACTIVE students are automatically rolled over into semester 2 2018. It is a good idea that all students who have left the school be flagged as left before rollover.
2. If you chose to make Semester 2 2018 the active semester, you will need to close all browsers and re-open them.
3. Go to School Admin > School Setup > School term dates and check any Year levels, such as Year 11 and 12 end of year dates etc. This is important because as the year ends SIMON can automatically free up resources in the resource bookings and stop students from appearing in class roll marks.
4. Also in School Admin, check that all homerooms are correct FOR 2018 SEMESTER 2 are accurate and have the correct staff assigned to them (if you left Semester 1, 2018 as the active semester, you will need to alter the semester in the drop-down list)
5. Enter any new staff / alter status for any staff which have left by going to Profiles > Staff Profiles > add new staff, or edit exiting staff and alter their status to ‘No longer on Staff’
6. Once staff are accurate, Timetable can be imported – Make sure you are importing it into Semester 2 2018!
7. New Students for 2018 Semester 2 can be imported by going to profiles > Student Profiles > Maintenance > Student Profile Data Cache, or added manually. Make sure you select Semester 2 2018 when you attempt to upload the Data Cache file. Please refer to the Student Import file which is accompanying this file.
8. Once students are updated, “StudentClasses.txt” import can be completed – remember to import into Semester 2 2018!
9. If you did not already make Semester 2 2018 the active semester, go to Administration > Site Admin > Rollover when you are ready to do so, tick the box and Update. Don’t forget to close all browsers and reopen once you do this.
10. If you removed student access to timetables and class lists, you will need to go back to Administration > School Admin > Timetable Maintenance > Student Access > Tick the required boxes > Save