In KEYSTONE, you can begin creating Courses and Sections for the next academic year while the current AY is in session.
In addition, a few schools elect to roll students forward before the current AY ends.
Rolling the year consists of graduating seniors, removing withdrawn children, promoting the students, and bringing in new admits. When to roll the year depends on the office. The Admission office generally will wait as long as possible to roll the year forward, to be able to track the two years together, merging returning student decisions with new student decisions. Generally this is the end of the admission season, in late summer. In PORTAL, rolling the year is accomplished using the green buttons on the ENROLLMENT screen.
In KEYSTONE, the Registrar’s office could elect to create new enrollment records early in the spring, to begin scheduling for the coming year. Because KEYSTONE does not change the current records, but only adds new records, scheduling can be done at any time of the year with little effect on the current year.
The only complication is that, if students then withdraw after the Registrar has created their records for the next year, those early-created ENROLLMENT records will need to be found and deleted.
Here’s the critical piece if you are working in the current year on your records for the next academic year: in KEYSTONE System Setup, keep the Current AY as-is and move the Scheduling Setup AY to the next AY.
- From Central Nav, go to the FMP Scripts menu > SETUP and select KEYSTONE Setup…
In KEYSTONE System Setup, in the section Academic Year, note it is possible to have two different years specified: the Current AY and the Scheduling Setup AY.
- Set the Scheduling Setup AY to the next AY.
- Click Done.
You can now begin setting Resources—Courses, Teachers, Rooms—as well as Timeblocks and Sections for the next AY. You could also graduate seniors, remove withdrawn children, promote the returning students, and bring in new admits.
REMEMBER to watch closely the AY selected in Creator lists as you work ahead.
