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Posted May 31, 2022

To begin Closing the School Year process navigate to Security > Maintenance > Close School Year. You need the Security Full role to access this page. Note: If the Close School Year cannot be started, an explanation is provided on the first step. Note: The second to last step of the Close School Year will have you contact PCR Educator to make an archive. This may take up to 2 business days so please plan accordingly.

Closing the School Year does the following:

Copies Next Year Student Fields to the current year

Moves students to their next grade level
Archives student grades to Historical Marks
Archives student attendance to Historical Attendance
Updates CMS widgets with the setting "Use Next Academic Year" from Yes to No
Purges processed notifications, except emails associated with:

Inquiry records with an academic year greater or equal to the current admissions year.
- Example: You are closing the school year for 2017/2018. An inquiry is applying for 2017/2018 and has 3 notifications, 2 of which have already been processed and 1 of which is unprocessed. The 2 processed notifications will be deleted.
- Example: You are closing the school year for 2017/2018. An inquiry is applying for 2018/2019 and has 3 notifications, 2 of which have already been processed and 1 of which is unprocessed. None of these notifications will be deleted.
Inquiry Actions Note: Notifications that were associated with an inquiry action where the inquiry action has been deleted will be treated like an Inquiry notification.
Finance

AP Credit Memo
AP Invoice
AP Payment
AP Purchase Order
AP Vendor
AR Customer
AR Credit
AR Invoice
AR Receipt

Financial Aid Awards
Student Health Visits
Development

Development Ask
Development Contact
Development Donation
Development Payment
Development Person

Note: Purging notifications deletes processed Notification Jobs from the date you close the school year which includes removal of the individual notification information as well as any attached files stored in the database.

Note: Once you finish Closing the School Year, the following records will be permanently removed from the database:

Gradebook grades
Marks for any report
Comments for any report

Note: Once you finish Closing the School Year, the following records will be purged and you may not have access to individual details:

Attendance records
- Note: Discipline records are retained, but Daily and Period Attendance are purged.
Student Pictures for students that do not contain a status of Enrolled for any division in the current or next year.
- Example: The student status is Pre-Enrolled for next year. The student photo is retained.
- Example: The student status is Enrolled in the current year and Graduated for next year. The student photo is retained this year, but would be removed with next year's close if the student's status remains Graduated.
- Example: The student Withdrew this year. Their current and next year status is listed as Withdrew. The student photo is purged.
Inquiry Pictures for inquiries/applicants with an academic year prior to the pre-close admissions year.
- Example: The school year being closed is the academic year 2020/2021. The current year of the inquiry is 2020/2021 even though admissions has moved forward to 2021/2022. The photo is retained.
Student Check In / Check Out records. If you are billing for Check In / Check Out records, records that have already been billed for will be removed. If you are not billing for Check In / Check Out records, all records with a check out date will be removed.
- Note: Invoices are still retained, but the association to the original Check In / Check Out record will be removed.

You may want to consider exporting your data using a DAT Query if you may need these details in the future.