These instructions outline pre- and postrollover tasks. Following the steps supports data integrity and reduces the need for manual corrections. Pre-rollover tasks can begin after reviewing all instructions. Post-rollover tasks ensure data accuracy and help prepare for the 2025–26 school year.

What is Rollover?

The summer rollover is a process conducted by SuccessEd to finalize data for one school year, activate the next academic calendar, and advance student grades and campuses as appropriate. Forms locked in one academic year cannot be unlocked postrollover. For the purposes of data integrity, all completed evaluations and meeting forms must be locked prior to rollover. Draft forms do not affect the rollover process, and after rollover, information found on existing draft forms will remain, along with an updated academic year, campus, and grade.

Specifically, the following events occur during rollover for each student in the SuccessEd application:

1. The student’s "English Learner Monitor Status" will progress one year on "Student Demographics."
2. The student’s "Next Campus" becomes their "Current Campus."
3. The student’s "Next Grade" becomes their "Current Grade."
4. All students with an inactive status across all products are moved to the district’s inactive campus, which is commonly named Beyond High School or Inactive (Campus ID = 456). At any time, these students can be moved back to a campus and reactivated in a program if the need arises. For districts subscribing to Connex, once the download is resumed, students who are inactive in programs but remain enrolled in the district will move back to their current campus for easy access to existing records.
5. For districts using SE Manager, the rollover process also updates the Special Education Status on Program Compliance.
   • Initial and transferred students are updated to "Active."
   • Status of students with a "Next Grade" of "GR" are updated to "Graduated."
   • PEIMS 163 records are created for the first day of school for all active special education students.
6. If the customization option has been turned on, for districts using ELLA, the rollover process advances the number of years in U.S. schools in program compliance for students. The pathway for the customization is District Admin > Districts > Edit Customization Options > Bilingual/ESL; click the box for Advance years in U.S. Schools on Program Compliance at Rollover.
   Note: Districts should check the "Years in U.S. Schools" field to verify information has been entered by running the "Programs – Bilingual/ESL" report, or by running a custom report and selecting "Years is US Schools" from the compliance options, along with "Bilingual/ESL" from the "Status" options. If nothing has been entered into the field, users should enter the number and save the student's "Program Compliance" screen.
7. For all programs, forms left in draft will be updated to reflect the new academic year (e.g., 2024-25 will become 2025-26).
8. For districts who manually assign student rosters via the District Admin > Users > Edit User Roster screen, this information will be removed during the rollover process. Administrators must reassign students to staff for the new school year unless the district is using rostering through an automated process.

Pre-Rollover

Step 1: Save the Date

July 9th is the scheduled rollover date for all districts.

Step 2: Verify Appropriate Forms are Locked

Verify which draft forms should be locked and which can remain in draft by running the "Students by Forms" report. This report can be found in Reports > [Select program] > Students by Form.

1. For SE Manger, IEP meetings that occurred in this school year must be locked for the start-of-school PEIMS 163 record to be accurate.
   Note: IEP meetings that have not yet occurred should stay in draft, and data will be maintained on the draft IEP.
2. For SE FIE, full and individual evaluation reports that were completed this school year should be locked to ensure accuracy.
   Note: FIEs that are not yet complete can stay in draft, and data will be maintained on the draft SE FIE.
3. For SE IEP Goals, progress reports for goals currently in effect remain active.
   Caution: Do not master or discontinue subject/focus areas that remain in effect for the start of the next school year. Goals completed during the current school year cannot be reactivated after rollover.
4. For clients subscribing to SE 504, ELLA and RTI, forms are locked at the district’s discretion. Draft forms do not affect the rollover process, and after rollover, information found on existing draft forms will remain, along with an updated academic year, campus, and grade. Forms should, however, be locked as soon as they are completed to maintain a record of decisions made and improve the accuracy of reporting.

Step 3: Run SPP Indicator Reports

To ensure all students and relevant data are captured for current reporting periods, be sure to work and finalize your SPP Indicator report data prior to rollover.

1. SPP Indicator 6 – Provides a list of students aged 3-5 for whom a COS form may need to be completed. Helps prep/verify SPP Indicator 7.
2. SPP Indicator 7 – Ensure all needed COS Entry and Exit records have been completed and locked prior to running your final report.
   • Use SPP Indicator 6 to look for any students that may be missing from your SPP Indicator 7 report.
3. SPP Indicator 13 – Ensure all "Supplement Transition/SPP Indicator 13 Folder Review" and/or "Transition: SPP Indicator 13 Folder Review" forms are locked.
4. TSDS Child Find – Ensure all "Full and Individual Evaluation/Upload and IEP Meeting" forms are complete, dated correctly, and locked.
   • SPP 11: Run the "Referral Timelines" report, looking at the SPP Indicator 11 table. Only students who will be completed during the following academic year, FIIE, and/or IEP meeting, remain on the report.
     • Verification of SPP 11 may also be done using custom reports.
       1. Select Current Campus and Grade in the "Enrollment" column.
       2. Select the desired, or all, SPP Indicator 11 data points in the "Compliance" column.
       3. Choose Special Education under "Status."
       4. Export to Excel and filter as desired (consider looking at dates and statuses first to help narrow down your results).
       5. SPP 12: Run the "Referral Timelines" report, looking at the SPP Indicator 12 table. Only students who will be completed during the following academic year, FIIE, and/or IEP Meeting, remain on the report.
          • Verification of SPP 12 may also be done using custom reports.
            1. Select Current Campus and Grade in the "Enrollment" column.
            2. Select the desired, or all, SPP Indicator 12 data points in the "Compliance" column.
            3. Choose Special Education under "Status."
            4. Export to Excel and filter as desired (consider looking at dates and statuses first to help narrow down your results).

Step 4: Run the Rollover Preparation Report

To verify the completeness of campus and grade information, run the "Rollover Preparation" report in Reports > Administrative. Items with a red "X" should be addressed.

Step 5: Verify Calendar Accuracy

1. As early as possible, enter dates for the district’s current board-approved academic school year, if the district subscribes to SE Manager and/or ELLA.
   1. Go to District Admin > Districts > Academic Year Calendar.
   2. Select the current school year from the Select an Academic Year drop-down.
   3. Address the required (highlighted) fields.
   4. If the district subscribes to SE IEP Goals, populate the 6-Week and/or 9-Week Reporting Period End Dates.
   5. Click Save.
   6. Click Set School Day Calendar.
   7. Click each date that is a nonschool date between the first and last days of the school year.
      Note: Weekends are already selected.
   8. Upon completion, click Return to Academic Year Calendar.
2. Verify district and campus information has been edited to reflect the next school year by running the "District & Campus Information" report. This report is found in Reports > Administrative > District & Campus Information.
   1. If needed, correct dates in District Admin > Districts > Academic Year Calendar.
   2. Correct campus information in District Admin > Campuses > Add/Edit Campuses. Ensure each campus has a "Next Campus," per the district feeder pattern.
   3. Ensure each campus has the appropriate 6- or 9-week report period indicator, if the district subscribes to SE IEP Goals.
   4. SE Manager users should edit the campus’s Instructional Time as needed.

Step 6: Verify Enrollment Information

Verify "Next Campus" and "Next Grade" information. This report can be found in Reports > [Select program] > Student Campuses and Grades.

1. Supply/edit information in Student Information > Enrollment. Students will not roll over correctly if information is missing (e.g., Next Campus), and districts should manually correct missing information after the rollover has completed.
   • "Program Name" will only show if the report category is "SE Manager." Program name fields are not required for rollover but may prove helpful when planning for the next school year.
   • For districts not using SE Manager, the "Home Campus" and "Next Home Campus" fields are not required.
2. Edit Next Grade on all students being retained.
   • Consider next grade on EEs (i.e., do they remain EE or change to PK or KG, based on age and eligibility?).
   • Consider next grade on all 12th-graders who will not graduate (i.e., do they remain 12 or change to PS?).
3. Consider Next Current Campus for all students going to a new campus in the fall.

Post-Rollover

Step 7: Verify Rolled Data

Run the "Student Campuses, Grades and Program Names" report after rollover to verify students were promoted to the correct campuses and grades.

1. If the district subscribes to Connex, campus information will be automatically updated for students, based on SIS enrollment once Connex is turned back on.
2. When the district has verified their SIS has rolled, the district must contact SuccessEd so we can schedule turning Connex back on for users.

Step 8: Verify Creation of PEIMS 163 Record for Special Education Students

To ensure accurate reporting for the current school year, run the "PEIMS 163 Snapshot" report located in Reports > SE Manager > PEIMS 163 by Snapshot Date. Use the first day of school as the Services Start Date. These records are created from students’ “Next Determination of Services" section from the last locked IEP.

Additional Helpful Reports

1. All Programs: "Staff Information" – Verify users have the appropriate campuses, products, roles and status. This report allows for easy identification of users to be deactivated and those for whom changes need to be made to their products, campuses, and roles.
   Note: If a new campus was added, verify staff needing access to that campus are given the campus (including the District Admin).
   1. Select the category of Administrative and the report Staff Information.
   2. Select the desired parameters (campus, staff members, products, roles).
   3. Select the desired Status.
   4. Click View Report.
2. All Programs: "Lock Comparison Report" (meeting and/or evaluation forms)
   1. Select the category of Administrative and the report Lock Comparison.
   2. Select the desired parameters (campus, status, grade, student, locked by).
   3. Input the desired Start and End Dates.
   4. Select the desired form (IEP -eetings, FIE, 504, and/or ELL) in the Form Types drop-down.
   5. Click View Report.
3. All Programs: "Students by Form" – Ensures key forms are locked prior to staff checkout and provides a list of any forms to be completed in the new school year
   1. Select the appropriate category and the report Students by Form.
   2. Select the desired parameters (campus, status, grade, case manager, student).
   3. Select the form name.
   4. Select the desired lock status (both, draft, locked).
   5. Input the desired Start and End Dates.
   6. Click View Report.
4. Special Education: "Federal Count Data List" – Allows for quick and easy identification of students in need of an IEP meeting or FIE based on any particular date
   1. Select the category of Special Education and the report Federal Count Data List.
   2. Select the desired parameters (campus, status, grade, case manager, student).
   3. Input a Report Date.
   4. Select the Compliance Type: "Non-Compliant" (for those students out of timelines), "Compliant" (those that are within timelines), or "Both."
   5. Click View Report.
5. Special Education: "Student Campuses," "Grades and Program Names," "Class List by Subject," and/or "Related Services by Service" reports – Allow you to predict staff needed for the following school year
   1. Select the category of Special Education and the report name.
   2. Select the desired parameters (campus, status, subject, related service).
   3. Click View Report.

Pre-Post Rollover Reports

Prerollover

Run the following reports to capture information from meeting decisions during the current school year and ensure all forms have been locked.

• Administrative: District and Campus Information
• Administrative: Rollover Preparation
• Administrative: Staff Information
• All Programs: Students by Form
• All Programs: State Assessments
• All Programs: Student Campuses and Grades
• Special Education: Extended School Year (ESY) Services report
• Special Education: PEIMS 163 by History
• Special Education: SPP Indicator 6, 7, 13, TSDS Child Find reports
• Special Education: Staff Planning

Postrollover

• Administrative: Lock Comparison
• Administrative: Staff Information
• All Programs: Student Campuses and Grades
• Special Education: PEIMS 163 by Snapshot Date
• Special Education: Federal Count Data List
• Special Education: Class List by Subject
• Special Education: Related Services by Service
• Special Education: Staff Planning
• ELLA: Bilingual/ESL Record
• 504: Section 504 Compliance