Dear Data Champions,
Happy Summer! Congrats on wrapping up another rewarding school year! As you prepare for the new school year, we know you'll be thinking about what is needed for Schoolzilla rollover maintenance as well. Don't worry - we’re here to help! Below, we've outlined important steps that you (SZ Administrators) should take to ensure that your Schoolzilla accounts are ready.
You can watch the Summer Rollover Webinar from the end of the 20-21 school year here.
Schoolzilla Summer Roll-Over Checklist: Preparing for the New School Year
General Housekeeping
Do you have any changes to the schools you'd like visible in your dashboards?
Are grade levels within schools changing?
Do you have users who have left the district?
Do you have missing or inaccurate data?
Is your school calendar changing this year?
Do Schoolzilla users in your district understand what they will experience over the summer?
SIS Connections
Do you have any edits to credentials, or are you upgrading your SIS instance?
Do you use the Tyler SIS connector?
Do you use the Skyward SMS connector?
Assessments
Are assessment windows changing for the new school year?
Do you have state test results?
Do you use the Illuminate DnA connector?
Do you use the STEP connector?
Configurations
Are schools seeing the right metrics in their dashboards?
Are your schools organized correctly into levels and regions?
General Housekeeping
Do you have any changes to the schools you'd like visible in your dashboards?
Please capture them in My Schools. This includes schools opening, closing, merging, or splitting. If any of your schools are merging or splitting, or if you would like to remove any closed campuses, please follow up with Support.
If adding a new school, be sure to update Visibility Settings for each metric, School Level and Region configurations in Data Configuration Settings, and consider setting goals for each metric.
Are grade levels within schools changing?
[Enterprise customers only] Go ahead and capture this information in My Schools. The most common example is a school adding another grade level.
Do you have new district or school leaders? Or are you rolling out to school leaders for the first time?
Add new users in My Users. If you'd like to do a bulk upload for school leader accounts, please submit a request to Support.
Remember that school leader accounts need to be created at least 1 day in advance of when you want users to have them and that new teacher accounts will be created automatically via SIS sync.
Do you have users who have left the district?
Please also remove district, school leaders, and teacher users who are no longer with your organization.
Do you have missing or inaccurate data?
Contact support now to schedule a data diagnostic.
Is your school calendar changing this year?
Contact support to update for your roster freeze dates and rollover for the new school year data (we put defaults in place).
Do Schoolzilla users in your district understand what they will experience over the summer?
Permissions in Schoolzilla will persist when your school year ends. Your dashboards will continue to show up-to-date information from the prior school year including any changes made after the year ends until the start of the new school year. Please see our article on how to configure permissions settings for the summer and our article on what users experience for more information.
SIS Connections
Do you have any edits to credentials, or are you upgrading your SIS instance?
Please use your specific SIS form in My Data to update the relevant information.
Do you use the Tyler SIS connector?
Please download the Tyler Terms and Holidays.xlsx file and upload to the "Other Data" form on My Data. The only TermType values our connector can handle are "Year", "Semester", "Quarter", and "Marking Period". Please use only these values. You must at least include a "Year" type and that TermName must be "SY". Sample data are included in the file.
Please also drop data for this school year in the correct year's folder on SFTP. See instructions here.
Do you use the Skyward SMS connector?
Please upload your new school year calendar information "Skyward SMS (common)" form on My Data. Instructions for how to export from Skybuild are linked on the page and here.
Assessments
Are assessment windows changing for the new school year?
Please see our Help Center article for the list of default periods and template for updating testing windows for certain assessments. Upload the completed template to My Data. Please reach out to Support if you have questions. *If you uploaded custom assessment windows for last year, we have rolled those dates forward one year. Please reach out to Support if you'd like to make adjustments.
Do you have state test results?
We recognize that state testing may look different for the new school year and that file layouts may have changed. Please upload your data via the My Data form.
Don't see an option for new school year results in the drop down on My Data? You are likely the first one from your state to submit results! Please use the "Other Data" form on My Data to upload the state test result file(s) and notify Support.
Do you use the Illuminate DnA connector?
Please make sure that new assessments have scopes and subject areas assigned. Schoolzilla Enterprise users - please be sure to assign scopes if relevant for your uses.
Do you use the STEP connector?
We will be setting default STEP test periods and cut scores based on the previous school year values to prepare for the new school year. Please reach out to Support when your cycle windows are in place if you would like to make changes.
Configurations
Are schools seeing the right metrics in their dashboards?
Metrics can be made visible by school or school level in Metric Settings. Read the Help Center article to see how to configure metric visibility settings.
Are your schools organized correctly into levels and regions?
In Data Configuration Settings, you can now edit or add new school level and school region categories.