New Year Rollover

New Year Rollover (NYR) is an automated process that removes classes and releases product subscriptions. Class assignments and student progress data are removed. This process does not remove content created, customized, or uploaded by teachers. Teacher and student accounts (logins) are retained and should be reused each school year.

Auto-rostered districts have a time parameter referred to as the Pause Period. The pause period is a customizable time frame during which administrators can make changes to the ingestion files in preparation for the new school year without impacting teacher and student access to the current school year’s data.

Pause Period

Pause Period is designed to temporarily stop data file ingestions from loading into EasyBridge during the time frame selected so that teachers and students can continue to access their current classes while preparations are made for the upcoming school year. When the pause period ends, EasyBridge resumes data ingestions for the new school year, allowing the district to start the year with clean data. Districts can set their own pause periods on the District page in EasyBridge.

Note: Once new year rollover completes, teachers will not have access to the previous year’s data for auto-rostered classes.

District Administrators can change the pause period dates for their district directly in EasyBridge. (School administrators have view access to the New Year Rollover tab, but cannot make any changes.)

Caution: If there is more than one district administrator, it is important to coordinate within your district the dates for which pause period will be set.

Follow the steps below to change the pause period dates for your district:

  1. Sign in to SavvasEasyBridge with your district administrator credentials.
  2. Navigate to the District page. Use the drop down arrow to select New Year Rollover. You will land on the New Year Rollover page below.

  3. Click either calendar icon to the right of the dates.

  4. Select the start date, and then select the end date.
  5. Click the blue Save Settings button to save the dates. A confirmation message displays temporarily indicating Your settings have been updated.

Pause period dates cannot be changed after new year rollover takes place. After new year rollover completes for the district, the calendars are grayed out and the following message displays: New Year Rollover already completed for the current calendar year. Changes cannot be made to the pause period dates until the next calendar year.

Districts can choose to keep manually rostered classes after new year rollover has completed. The default setting in EasyBridge is to remove all manually rostered classes at the end of pause period and when the first ingestion file is processed for the new school year.

Manually rostered classes are created and managed outside of the integration. This includes Google Classroom classes imported into Realize, as well as classes uploaded using bulk upload tools and classes teachers create directly on the learning platforms.

To change how manually rostered classes are managed during new year rollover for your district, follow the steps below to make changes.

  1. Sign in to SavvasEasyBridge with your district administrator credentials.
  2. Navigate to the District page. Use the drop down menu to select New Year Rollover.

  3. Select the radio button for how to proceed with your district's manually created classes. By selecting Yes, all manually created classes, including Google Classroom classes, will remain after new year rollover. Selecting No schedules them to be automatically removed. You are prompted to confirm manually rostered classes should remain and not be removed.

Teachers who have manually created classes and would like to keep them for the next academic year have the option to opt specific classes out of the new year rollover process. Districts that do not wish for their teachers to opt classes out can disable this feature through EasyBridge.

  1. Sign in to SavvasEasyBridge with your district administrator credentials.

  2. Navigate to the District page. Use the drop down menu to select New Year Rollover.

  3. Select the radio button for No. This prevents all teachers from selecting classes in Realizeto opt out of new year rollover. By default, this setting is enabled and set to Yes. For their manually rostered classes in Realize, teachers see an option to retain that class for the next school year. See Class Settings for New Year Rollover in the Realize teacher help to learn more.

If you do not actively change your pause period, your district will use the default dates, or the dates you chose last year. The default dates are:

Start date = June 30

End Date (Ingestion Resumes, NYR begins) = August 10

During the pause period, your ingestion files will be in dry run mode only. No changes will be saved back to the database. This allows you to evaluate the information and make as many changes as needed to get the most accurate data possible for the new school year. Ingestion files will not be processed during this time. You will receive warnings and errors in your email notifications and SFTP Reports, but nothing is saved to EasyBridge during the dates selected for the pause period. Your SFTP Reports will indicate you are in the pause period.

Note: Dry run mode evaluates each file in isolation, and does not validate relationships between the files or compare incoming files with previous files.

The following is an example that provides more context to help you determine the best pause period for your district.

School year ends on June 3

Summer school begins June 20

SIS rollover work begins July 15

SIS rollover ends July 27

Teachers are back preparing for the new school year August 14

The new school year begins August 21

Based on the example dates provided, pause start date should be after June 20 and before July 15. July 10 works well.

Pause end date should be after July 27 and before teachers get back on August 14. August 9 works well. The data will be more stable at this time.

The pause period date should be AFTER the session (semester, quarter, or summer) you would like to synchronize. This allows changes to be made in the SIS and synched with EasyBridge Auto and the learning platforms. The following is additional information to consider before selecting your district’s pause period:

  • Dry run ingestions will still be on-going during the pause period data range.
  • The roster sync will be paused until the end date of your pause period.
  • New Year Rollover occurs the same day the pause period ends. On this day, classes, class data, and product subscriptions for the old school year are deleted on the learning platforms, and new data is ingested to prepare for the upcoming school year.
  • The end date of the pause period cannot be changed the day after. New Year Rollover is automatically triggered on the end date if new files are found.
  • If no files are available to load for the new year, New Year Rollover will occur as soon as files are sent.
  • If the previous year’s data is sent for the new year, nothing will be processed. All rows will be rejected.

See How to Change Pause Period in EasyBridge steps above. Pause start date can be changed after the original pause date has passed, but before the end date (New Year Rollover) has passed. The pause end date can also be changed any time prior to the start of New Year Rollover. The example below is provided for additional clarification.

Example 1 – Change of pause start date

  • Original pause start date = July 1. This stops the data file ingestion process.
  • On July 3, the pause start date is changed to July 10. Ingestion file processing resumes until July 10.

Example 2 – Change of pause end date

  • Original pause end date = August 1
  • On July 25, the pause end date is changed to August 7. Ingestion file processing continues to be halted. On August 8, New Year Rollover takes place, and ingestion files for the new school year will begin to be processed.

Districts that are considered mixed mode - predominantly auto rostered classes, but also have one or more manually rostered class - can check when their new year rollover will occur for all of the schools, regardless of rostering source. Auto rostered classes will continue to follow the established pause period dates.

For manually rostered classes, administrators have the option to opt out of new year rollover.

Caution: If manually rostered classes are not opted out of new year rollover, they will be removed after the district pause period ends, and when a new ingestion file is sent for the auto-rostered classes.