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At the end of the school year, you can do any or all of the following:

  • Update students' permanent records with this year's information
  • Increment teachers' years of actual experience and credited service
  • Remove parents/guardians' volunteer areas
  • Remove graduating/inactive students and/or inactive families and teachers
  • Delete current year information for students and/or teachers
  • Promote students to the next grade

If you don't run all these activities at one time, make sure to keep a log of what you did so no duplicate information is posted.

 

There are a few things you need to do to remove and advance records.

 

Back up your data.

  1. On the File menu, click Backup/Restore.
  2. Click Backup Data.
  3. Enter a reason for the backup, such as "Backup before removing/advancing records".
  4. Select a backup method, and enter or select any relevant information.
  5. Click Start Backup.
  6. After your data is backed up, you can print the backup information for your reference.

 

Print the final versions of this year's reports.

Once you run this process, only the new year's information displays. Print report cards and reports that you need for attendance, grades, and class schedules for the current year.

Here are some reports you may want to print:

  • Class Rank by GPA
  • Student Honors List

 

Verify your school year is current.

  1. On the File menu, click School SetupSchool Calendar & Special Days.
  2. On the School Year/Terms tab, verify that the current school year is the year that just ended.
  3. Click Close.

 

Remove and advance records.

  1. On the Information tab, click Students.
  2. In the navigation pane, click Processes.
  3. Click End of Year – School Remove/Advance.
  4. Select any options for updating students' permanent records.
    • Add this Year's Attendance to the Permanent Records — Enter the year/term for the information that's updated.
    • Average Semester Marks on the Permanent Records — Enter the year/term, and select the terms. Select whether to print the results of averaging.

      Note

      If you added average semester marks to permanent records using the Semester Average process, do not select this option.

    • Add Student Activities to the Permanent Records — Enter the year/term.
    • Add Skills to the Permanent Records — Enter the year/term.
  5. Click Next.
  6. Select any options for removing old records and/or printing student information.

    Note

    If you share data, these options don't remove members of Church or Formation Office. Instead, they're hidden from your School listings.

    • Remove Graduating Students — Select a graduating grade. If you have multiple graduating grades (such as 8A, 8B, and 8C), select the grade and Grade Starts With. Otherwise, select a grade and Exact Match. To print records of graduating students removed during this process, select Print Student's Info under Graduation Grade.
    • Remove Inactive Students — To print records of inactive students removed during this process, select Print Student's Info beside this option.
    • Remove Inactive Families — To print records of inactive families removed during this process, select Print Families' and Students' Info.
  7. If you removed graduating students or inactive records, select an option for keeping or deleting the associated family and fund records.
    • Keep all families & funds — Removes all members in the family, but keeps family information (as inactive), including fund history.
    • Keep the family & fund records of ONLY those families who owe money to the school
    • Delete those families & funds — Removes (or hides, if sharing data) family and student information in School Office.
  8. Click Next.
  9. Select any options for removing old student and/or parent/guardian information.
    • Remove Subjects and Marks for all Terms — Deletes all information in the Students Grades window.
    • Remove Students' Attendance for the Current Year — Deletes all information in the Students Attendance window. If you want to keep this information, make sure you selected to update the permanent records.
    • Remove Students' Schedules for the Current Year — Deletes all information in the Students Schedule window.
    • Remove Students' Activities — Deletes activity information in the Students School Info window. If you want to keep this information, make sure you selected to update the permanent records.
    • Remove Students' Discipline Information — Deletes all information in the Students Discipline window.
    • Remove Students' Bus Information — Deletes all information in the Students Bus Information window.
    • Remove Parent/Guardian Volunteer Areas — Deletes all information in the Parents & Guardians Volunteer Areas window.
  10. Select whether to move next year's information to the current enrollment and history sections.
  11. Select whether to run the Automatic Grade Promotion during this process.

    Note

    If you already ran the Grade Promotion separately, don't select this.

    If it's been less than a year since you last performed grade promotion, a message displays to protect against promoting students again.

  12. Click Next.
  13. Select any options for updating and/or removing teacher information.

    Note

    If you share data, these options don't remove members of Church or Formation Office. Instead, they're hidden from your School listings.

    • Increment Teachers' Years of Actual Experience and Credited Service — Adds one year to Actual Experience and Credited Service fields on the Teachers School window.
    • Remove Inactive Teachers — If you want to print records of teachers removed during this process, select Print Teachers' Info.
    • Remove Teachers' Schedules for the Current Year — Deletes all information from the Subject List and Class Schedule in the Teachers Schedule window.
    • Remove Teachers' Attendance for the Current Year — Deletes all information in the Teachers Attendance window.
    • Remove Teachers' Activities for the Current Year — Deletes activity information in the Teachers School window.
  14. Select whether to process inactive records. If you didn't select to delete inactive students or teachers, select this option when you have students or teachers who are temporarily marked inactive but should be included in grade promotion or advancement processing.
  15. When you're ready to being the process, click Finish, and click Yes to being processing.
  16. If you selected to run the grade promotion, the wizard displays. For information on that process, see Promote Grade Levels.