Administrative End of Year

The following items can be completed in any order but should be completed prior to changing the active year.

Data Audits

• Complete various data audits for data accuracy prior to changing the active year. 
• Some recommended audits are attendance, grades, behavior, programs, etc. 

End of Year Fees (if applicable)

• Report and bill for end of year fees.
• Follow PSU guidelines for this process. 
• Fee Billing Batch Report | Infinite Campus

Pause Automated Tasks

Communicate with third party vendors on dates for pausing and restarting tasks during school year changes.

Task Scheduler

Navigation: System Settings > System Processes > Task Scheduler

• Pause any task scheduler automated tasks until the new year.

Data Extract Utility

Navigation: System Settings > Data Utilities > Data Extract Utilities

• For automated Data Extract Utility jobs, add a check to the Stop Automated Extract checkbox until the new year. 

Staff Assignments

Navigation: Census > Staff > District Employment/District Assignments

• Add an end date to staff District Employment record for staff who have left the PSU.

• Add an end date to staff District Assignment for staff who have left the school. 

• End access to Campus for staff leaving the school and/or PSU.
• Add/update district assignments for staff that are moving schools.
• Follow your PSU procedures for adding any new staff in NCSIS.

Access Management 

Disable User Accounts

Navigation: User Management > User Account Administration > User Account Batch Wizard

• Disable access to Campus for staff, students, and/or parents during the summer months (if applicable). 
• This can be performed with the User Account Batch Wizard | Infinite Campus.

Update Portal Access

• Portal access can remain available for parents, however, be mindful that options set in the template selected are accessible to parents and students. 
• A new Portal template can be created so parents and students can see only what the PSU desires. (i.e. annual updates in OLR, no schedules, previous year information) 
• Portal Display Options | Infinite Campus

Record Retention

Ensure all necessary reports have been printed and placed in students' physical cumulative folders. More information on what is required in a cumulative record can be found here: Local Public School Units | NC Archives.

An optional report available in NCSIS is the Cumulative Labels Report. Below are steps for generating this report.

Navigation: Grading & Standards > Reports > Cumulative Labels

• Print cumulative labels for student files (if applicable).
• The Cumulative Labels Report only prints student transcript information that also includes credits.

Locker Assignments (if applicable)

Navigation: School & District Settings > Lockers > Locker Batch End Wizard

• End locker assignments for the current school year using the Locker Batch End Wizard.

Roll Forward Reports

Navigation: System Settings > System Preferences > Reports Roll Forward Wizard

The Reports Roll Forward Wizard copies report setups from one calendar to another calendar. Roll forward current year reports in each calendar for the corresponding upcoming calendar.

• Select the Source Reports. The source reports are populated according to the calendar chosen.
• Choose the Calendar to copy to.
• See Reports Roll Forward Wizard | Infinite Campus article for more information about modifying reports.