Upon clicking on Office Use…System Admin, an additional menu becomes available. This menu is entitled Ready for Next Year?
and it is the process for follow once you are ready to roll over to the next school year.
When you are ready to "Roll Over" to next year, the first step is to Promote and Retain Students. To do this, go to Office
Use...System Admin and click Promote/Retain Students. Choose the highest grade level your school offers. A list of students in that grade will be in the list to the right. Select the students to be retained. If a student is not selected; it is assumed he/she will be promoted. On the highest grade level, you can also enter a
graduation date for the students to be promoted or graduated. When you click “Okay”, this will mark on their student information sheet if they should be promoted or retained. When you complete "Step 2.
Advance Grade", the students marked promoted will have their grades advanced and the ones marked retained will not. Repeat this process for the remaining grades working from the highest to the lowest grade level.
After you have completed step one of the "Roll Over" process, you may move to Step 2, Advance Grade. Select the highest grade level you offer and click “Okay”. All students not previously marked as retained will be promoted one grade level. Repeat this process for the other grade levels always working from highest level to lowest.
Once steps 1 and 2 are complete, you may click on Step 3, Add School Year. This will all a new school year to all active students.
After this step is complete, you will notice they will have the
upcoming year listed under their name. All new records entered will be responses to the new school year.
The fourth step in getting ready for the new year is to Assign Lockers. To assign lockers, first make sure you have entered lockers by going to Office Use...Lockers and adding the lockers and
Chapter 11 System Admin
combination choices. Also, make sure in your System Profile you have selected which combination to use. Once these steps are complete, you may go to Step 4, Assign Lockers. Click "Clear Assigned Lockers" to make all lockers available. Then click "Assign Lockers". The lockers will be assigned based on section. The student's locker number and combination can then be found on the student information form as well as in the locker views.
The last step in getting ready for the new year is to Assign
Homerooms. You may automatically assign students to homerooms based on grade level. To do this, go to Step 5, Assign Homerooms.
You will be asked to choose which teachers may be selected as homeroom teachers for a particular grade. The students in that grade level will then be divided equally among the selected teachers. The teacher's name and room number will be placed on the student information sheets. This process will be repeated for all grade levels.
The elementary Ready for Next Year? section contains a slightly different menu than the High School section. Step 5, Placement is a section which allows administrators to view placement information that has been entered through the teachers’ classroom view. Under Student Skills in the Classroom navigator, teachers can choose the option entitled Student Placement. This allows them to enter information on whether the student is a role model, a Title I
participant, or has an IEP. In addition, information can be entered on the various students that this particular student may have a conflict with.
When administration clicks on Step 5, Placement, they can see this information and schedule students according to the data the teachers have entered. Teachers can then be assigned to students through this section. If teachers have entered Placement data, then Step 6, Assign Teachers does not have to be done because it will already be
completed through the Placement step.
However, if teachers have not entered Placement data, then Step 5,
System Admin Chapter 11
Harmony User’s Guide Page 127 Placement can be skipped and teachers can be assigned through Step 6, Assign Teachers.
Chapter 11 System Admin
Staff 12
Harmony
User’s Guide
Chapter 12 Staff
Personnel
New personnel documents are created by clicking the Create button in the Staff/Personnel view and then choosing Personnel.
The personnel documents are filled in just like the student
documents. The phone numbers will automatically add the "-" where they are needed.
The "Sub Needed" field should be "yes" if a substitute is needed for this person if they are out, and "no" if they do not require a sub while they are on leave.
Make sure to enter the email address if you want to enable staff to create Emails to Teachers. Additionally, you will want to enter a room number and a title for each Personnel. The remaining fields are optional; however, it is helpful to have as much information entered for each Personnel as possible. For instance, creating mailing labels or envelopes for staff will not work properly if addresses are not entered for each person.