OASIS ADMINISTRATION
End Of Year
OASIS EXTRAS
199 Douglas Close
CARWOOLA NSW 2620
Postal: PO Box 1048
Queanbeyan 2620
Phone: (02) 6238 2663
Fax: (02) 6238 2664
Mobile: (0428) 452265
End of Year
Primary School
Contents
At the end of each school year OASIS Administration needs to have a set of procedures run known as End Of Year Rollover. The End of Year Rollover procedures:
These instructions are for Primary Schools and assume that the Academic Class features of OASIS are not being used.
The tutorial in chapter 12 of the Student and Staff Tutorial manual provides an excellent overview of the Administration End of Year process.
Start at page 12-19 ‘End of Year Process’ and work through to the end. The first 18 pages of the End of Year tutorial are not relevant to Primary Schools.
Two differences exist between the tutorial exercises and these notes:
You will require:
Two blank, formatted floppy disks labeled:
EOY Special Archive
Left Student Archive
Select A5/B1 - User Menu/EOY Archive to make an archive to the hard disk and to floppy disk of all the administration data files. This archive is added to by the Finance EOY archive procedure prior to the Finance EOY to make a complete archive of all OASIS data at the end of the year.
¨ Special EOY Archive done.
Where are the End of Year options found?
The Administration End of Year options are accessed through the OASIS main menu option E3 - Assessment. These options must be followed through in sequence. Steps cannot be omitted and most steps can only be run once.
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Refer to Appendix 1 if you receive a message ‘Option run out of sequence’. |
***** Insert screen dump of E3 here ****
Transfer current year student data to historical file. F1 & F2
At the End of Year much of the student transaction information is copied to history files and deleted from the live files to prevent OASIS from becoming cluttered with large amounts of historical data. The historical data can be accessed by OASIS.
¨ F1 - Copy Student Info
Copies Sport, Absence, Special Activity and Academic Class information to the history files. Ensure that all information is up to date for the current year before selecting this option.
Select <C>opy and <C>ontinue to copy the student information to the history files
<P>rint can be used to prepare a printed copy of the data which is about to be deleted from the ‘live’ OASIS data files. Printing this information is not recommended unless you have a specific need for it.
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This step can generate a large logfile. It may be opportune to perform a K1 - Full Data Backup at this stage to clear the logfile. |
¨ F2 - Remove Student Info
Deletes the data just copied to the historical files from the live OASIS system.
Archive and Remove Leaving students. F3, F4, F5, G1
¨ F3 - Identify Leaving
This option allows you to identify which students will be leaving the school at the end of the year. Usually this will be all of the year 6 students, plus a handful of students in other scholastic years who will not be continuing on.
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This bulk option to identify students who are leaving the school does not give you the opportunity to identify their destination school or departure date and hence the Register of Admissions printout will be incomplete. Some schools individually mark each student as ‘Left’ using E2/A1, <R>elated, <L>eave to ensure that the destination school and departure date are recorded in OASIS. |
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If you do identify all ‘Left’ students individually, you will need to change the ‘Left’ status of at least one student using F3 - Identify Leaving. Unless you do this, OASIS will not permit you to continue because it believes that the F3 - Identify Leaving step has been skipped. |
¨ F4 - List Leaving
Allows you to print a list of the students that are marked as leaving. You should check this list carefully to ensure that no students who are marked as leaving are in fact remaining at the school, e.g. repeating students.
¨ Check for leaving students with Outstanding Debt.
Use F5/E4 - Leaving Student Debt to print a list of those students who were marked as ‘leavers’ above but who still have outstanding debt. You may also wish to print F5/B4 - Student Ledger for Leaving students to have a printed copy of the details of the outstanding debt.
While OASIS 2 will not permit you to delete or ‘Leave’ a student with an outstanding debt, the bulk ‘Identify Leaving’ option will happily permit you to delete a student with debt as part of the EOY process. This will cause any outstanding finance transactions to become ‘orphaned.’ If you marked each student who was leaving using E2/A2 - Student Details, this step is not necessary as option E2/A2 will not allow you to mark a student as ‘left’ if they have a debt.
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OASIS can claim that a student has outstanding debt even though the student’s total debt is $0.00. This can occur if a student has been granted a discount of 100% off a fee. The 100% discount transactions will need to be Credit Journalled to offset the ‘outstanding’ zero balance. You will need to enter a batch total of (say) $1.00 to allow the zero balance transactions to be selected. When all transactions have been selected, <E>dit the batch total back to zero and post the batch. |
¨ F5 - Archive Leaving.
Full details about students leaving the school is printed to paper and/or archived to floppy disk. The student details MUST be archived to one or more blank floppy disks, <A>rchive, <C>onfirm. Optionally, the student profiles can be printed using the <P>rint option.
¨ Print Register of Admissions (Optional)
If you wish to you can print a Register of Admissions at this time.
<QU> out of Student Assessment and select
F4/G5 - Standard Reports/Register of Admissions.
When finished, <QU> and select E3 - Student Assessment.
¨ G1 - Remove Leaving.
This option removes all information from OASIS about students who are leaving. If a student has no siblings still enrolled at the school, the family record is also removed.
Promote Student’s Scholastic Year. G2, G3
¨ G2 - Roll Over Year.
This option increments the current year to next year.
¨ G3 - Promote Scholastic Year.
The scholastic year of each student is promoted to the next higher year level. J è K, Kè 1, 1è 2, etc. Any students who are repeating a year should have their scholastic year dropped back after this step has been run.
This phase is the one where most confusion has occurred in the past. Please read this section completely before proceeding.
Frequently, trying to promote a student’s roll class automatically will not work satisfactorily because a student’s roll class next year is not related to their roll class this year.
If automatic progression IS possible, enter the corresponding ‘next years’ roll class name against this year’s roll class. All students in each ‘this years’ roll class will be promoted to the new roll class.
If automatic progression is NOT possible, transfer all students from all ‘this years’ roll classes into a single dummy roll class for each grade. Then use E2/D1 - Roll Class Students, to pick and transfer students from the single dummy class into the individual roll classes.
¨ G4 - Generate Roll Classes Next year.
This option duplicates the current year’s roll classes with next year’s year against them. You should now edit these roll classes using E1/E4 - Roll Classes to reflect the real roll classes for next year as this will invariably not be the same as the current year.
| WARNING | DO NOT delete any of the Roll Classes in E1/E4 - Roll Classes with the current year against them. If a current year’s Roll class is deleted, there is no way of putting it back and all students enrolled in that class will end up with a blank Roll Class. |
¨ G5 - Promote Roll Classes.
For each ‘current years’ Roll Class, enter the ‘next years’ Roll Class that students should be promoted into. Refer to the notes above. For most schools the best approach is to transfer all Roll Classes from the one grade into a single dummy ‘next years’ roll class and then use E2/D3 - Roll Class Students to subdivide the single roll class into the real roll classes.
¨ H1 - Remove Old Roll Classes.
This step removes all the ‘this year’ Roll Classes from OASIS. Do not omit this step as it will cause problems for you next year when you attempt to commence the EOY Rollover. You will be told ‘Option run out of sequence’.
¨ K1 - Data Backup.
To backup the changes which have been made to OASIS.
1. If last year’s End of Year Rollover was not completed fully you may receive the error message:
Option run out of sequence.
Try selecting H1 - Remove Old Classes, as this is the option most frequently missed. If this still gives ‘option run out of sequence’, contact your support officer to have the End of Year sequence flag reset.