End-of-year rollover best practices

From year to year, there are some things to keep in mind regarding your Little SIS Sync Agent setup. The steps below will walk you through the rollover process for end-of-year as you transition to the new academic year or term. 


1. Halt your automations

The first thing that you will want to do once the school year has ended is to halt your jobs that are on a staged or automated schedule. Simply open the job settings in the sync agent app, navigate to Automation Settings, and select "Manual" from the list, and Save. This will prevent your jobs from continuing to run throughout the summer. Make sure that you do this for all active, automated jobs, including your Guardian sync.

2. Reconfigure your CSV export files

Once your school year has ended, you will also want to halt the automated CSV export. This can be configured within your SIS in most cases. Once your Master Schedule has been set for the new academic year, you'll want to ensure that the SIS query is configured for the correct year, and then you can resume the automated delivery to your local server file.

It is important that you maintain the same headers, file location, and file name on your automated CSV if you want to re-use your existing jobs for the new year. A change of either will result in your having to completely reconfigure the existing jobs. 

3. Reconfigure your jobs, if needed

If you have any changes for the new year, like a class naming convention change, or you want to adjust your inclusion or exclusion rules, you can edit your existing jobs to account for these changes. If you are scaling up to a complete district rollout, you can clone existing jobs or start from scratch to ensure you are provisioning all of your classes. More on the job creation process can be found here.

If your teachers have provisioned classes from the previous year, it is best practice to include the academic year in the Class Name mapping to avoid any confusion between current and previous classes year over year. 

4. Delete previous year's PROVISIONED and DECLINED classes

Classes that have not been accepted by the teacher will continue to sit in their Classroom feed year over year unless they are deleted or declined by the teacher. Declined classes will continue to show up in the Classroom Explorer, which can make the view less useful in coming years. It is best practice to delete these classes using the Bulk Delete feature in the Classroom Explorer to ensure the smoothest experience for teachers at the start of the new school year. 

5. Archive previous year's ACTIVE classes

It is best practice to archive previous year's ACTIVE classes in order to streamline the student and teacher Classroom experience. This ensures that students are only accessing Classrooms for the current year, and that their feed is not being clogged up with out-dated Classroom information. Teachers can archive classes on their own, and perhaps should be instructed to do so at a time that is convenient for them, but you can determine a cutoff date on which you will be bulk archiving the remaining classes. 

As a reminder, archiving classes does not delete the class - teachers and students can still access their Classroom data within Drive. Additionally, teachers can access archived classes in their Classroom page and can copy posts from archived classes. 

6. Run jobs manually 

As with the first time that you started with Little SIS Sync, you'll need to run your jobs manually and approve new class invitations or matches before you automate the sync jobs. More about approving class changes can be found here; and more information about linking to existing classes can be found here. The reason for this is to ensure that the job, once updated for the new school year, performs as expected before automating it. 

7. Reset automation schedule 

Once you have run your initial manual job, you can now set your staged or automated schedule. This goes for the Guardian sync as well, which we recommend resuming after the school year has started. It is not likely that you will need to update your guardian export from the SIS, unless you included any academic year information in the query or the file output.