At the end of each academic year (or the beginning of the new academic year), after all borrowing ceases, a set of steps must be run.


Note:  we advise that Wonde and Autosync user imports should be switched off before the Rollover and new Cohort creation occurs to avoid the auto imports bringing in user records from the outgoing year after the rollover has setup for the new year.


Ad Hoc and autoSync Patron Imports

  1. Rollover:
    1. All academic levels to their new year level (includes auto update of academic period to new year). Top year of the school will be graduated and all other levels will roll up automatically. Refer to step 1 below.
    2. Add the new incoming Cohort, e.g., Prep (bottom of primary or elementary school), year 7 (bottom of high school).
  2. Set the Holiday Calendar to provide EOY control on due dates for different groups, and vacation borrowing. Refer to step 2 below.
  3. If you have set a Circulation Right which applies a fixed due date, then you must adjust these Circulation Rights accordingly.
  4. Update existing and import new students into Infiniti.
  5. Update form classes for existing students unless the form classes are included in the import file.
  6. Optionally purge graduated/left users with no loans outstanding.


Wonde Imports

  1. Rollover:
    1. All academic levels to their new year level (includes auto update of academic period to new year). Top year of the school will be graduated and all other levels will roll up automatically. Refer to step 1 below.
    2. Add the new incoming Cohort, e.g., Prep (bottom of primary or elementary school), year 7 (bottom of high school).
  2. Note:  the End date of the new cohort MUST match the graduation year in the new Class of nnnn.
  3. Set the holiday calendar to provide EOY control on due dates for different groups, and vacation borrowing. Refer to step 2 below.
  4. If you have set a Circulation Right which applies a fixed due date, then you must adjust these Circulation Rights accordingly.
  5. Optionally purge graduated/left users with no loans outstanding.


Steps


1. Rollover Existing Students, Set New Academic Period, Add the incoming Cohort

  1. Run the Rollover routine and add the new incoming Cohort (includes auto set of the new Academic period).

2. Holiday Calendar Update

  1. Some loans, especially textbook and year long loans, can create due dates for return in the following academic year. To avoid this occurring, review the instructions on how to configure your Holiday Calendar to ensure all long loans are captured at the end of the current year.  You may wish to use the fixed due date in a relevant Circulation right to control long loans instead of using an EOY Calendar line.
  2. If you wish to issue loans across a holiday period you will need to check your Holiday Calendar as the year end approaches as per step 2. in the solution.

3. User Imports

Note: It is very important to run the Rollover and set the new Academic Period before importing users by any method and adding new Form classes  (incl Wonde and autosync) .

  1. Check that the Academic Period is set to the new current year if not already done in above - the Rollover process. See how to do this... 
  2. Add new, and update existing students with cohorts and form classes as per Step 2 above. See how to do this...
  3. Add just new Form Classes for all existing students. See how to do this...
  4. All new Staff. Note: Staff members do not have cohorts or form classes (remember after importing staff to add them to the appropriate library group in Configure > Access controls > Library Group > Staff).
  5. Add/update Student and Staff Images (optional). See how to do this...


4.  User removal

  1. Removal of graduated and left users (optional). See how to do this...