The Field Rollover/Clear Out screen is used as a part of end of year processes to roll over staff Charter fields into the next school year, and to clear out specified student fields and update them with default values.
Permissions for this screen must be enabled for the desired profiles in Users > Profiles > Florida Reports > Setup.
The Field Rollover tab allows staff Charter fields to be rolled over into the next school year. Only districts using ERP will have this tab available.
1. In the Florida Reports menu, click Field Rollover/Clear Out.
The Field Rollover tab is opened by default. Currently, the only field rollover option is Charter Fields.
2. Select each charter field you want to roll over, or select the check box in the column header to select all fields in the list.
3. Click Rollover Fields.
When the process is complete, the "# of Log Records Rolled" column displays a check mark and a number to indicate how many log records were rolled for each field that was selected. Users must be active for records to roll over. New log records are created for the user in the next school year with the same value(s) that are in the current year log record.
When you navigate away from this tab and return, or the screen is refreshed, the Date of Last Rollover, Last Rollover Count, and Last Rollover User columns are populated. Only the information from the last roll over is stored. There is no audit trail that tracks all the roll overs that were performed.
The Field Clear Out tab allows the selected student fields to be cleared of their data and set with a default value in the current school year.
Ensure you have selected the desired school year at the top-right corner of the screen.
1. In the Florida Reports menu, click Field Rollover/Clear Out.
2. Click the Field Clear Out tab.
3. In the blank row, select the desired field in the Field Title pull-down.
Student fields with a type of date, checkbox, select one, select multiple, and number are available.
4. Press Enter to add the field to the table.
5. Select the desired Default Value for the field, or leave N/A selected.
6. Click Save.
7. Continue adding additional student fields to the table, as needed.
8. To clear out the data in the listed student fields and update the fields with their selected Default Value, click Clear Out Data.
The Student Records Updated column displays a check mark and the number of student records updated. Only students with an enrollment record in the current syear will be updated (students are not limited by active start or end dates, as long as there is one enrollment for the current syear). When you refresh the screen or navigate away from this tab and return, the Student Records Updated column is cleared; these values are not stored anywhere.
