This article outlines the five steps of the yearly rollover process for Oklahoma public schools. The first three steps should be completed by early summer. The last two steps will occur between mid-July and the beginning of August, after the OSDE enables data communication for the upcoming year. Below are the steps and timeline:
|
February-June |
May-June |
June-July |
July-August |
August-June |
|
Due: June 5th |
Due: June 15th |
Due: July 15th |
Due: 1st Week of August |
Ongoing |
[February-June] Create the SchoolInsight Academic Year
Your first step in preparing for a future academic year is to create the next year in SchoolInsight. It’s important to note that you can create your future academic year and work on the configuration of students, courses, classes, rosters, etc, for that year, without affecting current year Wave reporting. This means that schools that need to register students for the upcoming year and those that need to work on upcoming year schedules, can do so anytime. To learn how to create the future academic year, click here.
[May-June] Enter/Update Required Wave Data Fields
Entering and updating Wave data is an important step in the rollover process. Most Wave data will be copied to the next academic year, however, some data in the new academic year will need to be updated. For example, make sure to update calendars, grading period dates, new students, etc. in the new academic year. To learn which data fields should be reviewed and updated, click here.
[June-July] Verify Wave Data and Make Corrections
Take care of data validations and cleanup tasks as soon as possible. These tasks can be done in SchoolInsight any time, including before the Wave integration is enabled. Therefore, you don’t have to wait until the data is sent to the Wave to see issues and correct them. Click here to learn more about Wave data validation for a new academic year.
[July-August] The OSDE and SchoolInsight Transition the Wave Integration
This step does not require action on your part but rather, will be completed for you. The OSDE will inform SchoolInsight when the Wave is ready to receive data for the new academic year. This communication typically happens sometime between mid-July thru early August. At this time, SchoolInsight will begin sending the new academic year data for you and you will be notified of the change.
[August-June] Monitor and Correct Warnings and Errors
Once the rollover is complete and the new academic year data is being sent to the Wave, continue to monitor and correct errors in SchoolInsight and check the Wave for validations. It’s best practice to keep a daily watch on the Wave data and to correct errors early in the academic year. Once the year is under way and the bulk of your data has been validated, you can change your schedule to start checking errors weekly. Click here to learn more about how to view and correct validation errors.