Updated 5/1/26 - ae
The End-of-Year process is where the ACTIVE students will be ‘rolled’ to their Next School & Next Grade, all ACTIVE seniors appropriately marked will be ‘Graduate’, etc. Therefore, it is very important that the information directing PowerSchool what to do with student’s data be correct. These items must be completed prior to Tech Services running the End-of-Year Process.
Do NOT drop students now with a future date in PowerSchool, they won’t receive their grades!
START NOW: Due June 5th
___ Retained Students, 5th Year Seniors, & Seniors attending summer school to graduate
Start Page > Select Student > Courses and Programs > Scheduling Settings
Change their Next Year Grade to their current grade level & Next School Indicator to your school on the Scheduling Setup page. (This step will prevent seniors from being automatically graduated.)
___ Active Students transferring to another VUSD school
Start Page > Select Student > Courses and Programs > Scheduling Settings
Leave the student ACTIVE, change the Next School and Next Grade on the Scheduling Setup page. Make sure you notify the other school via email / via phone so that they are aware.
NOTE: If the student is Pre-Registered or Transferred Out (inactive), then the student will NOT be ‘rolled’ to the Next School. You will have to transfer these students.
Pre-Registered: Select Student > School Enrollment > Transfer Pre-Reg Student to Another School
Transferred Out: Select Student > School Enrollment > Transfer to Another School
___ Run Next Year Schedule Warnings
Start Page > Data and Reporting > Reports > VUSD Reports > Next Year Schedule Warnings
Look at the warning for each student listed and determine if the data is correct. If not, change the appropriate item, then rerun the report until every warning listed is for correct data. This will show students marked to be: Retained, Demoted, Moved to another school, Skipping a grade Level, Invalid grade levels for Next School, Pre-Reg students with invalid next grade, etc.
NOTES:
- You can sort on any column by clicking on the column title.
- This report only looks at ACTIVE students, NOT Pre-Registered or Transferred Out students.
- You can right click on the blue student #, select Open link in new tab to go directly to that Student’s
Scheduling Setup page to make a change.
-To find your students who are pre-registered, use the search function /enroll_status=-1
Do week after school is out:
____ Students who will NOT be attending VUSD next year
Start Page > Select Student > School Enrollment > Transfer Out Of School
Transfer Out all students who have already notified you they will NOT be attending VUSD next year as of the day after their last day of school. It is important that you use the appropriate Exit Code for CALPADS. Enter where the student is moving to (school / town / state / country) in the Transfer Comment box.
___ Transfer Out the students that you marked as “Not returning to VUSD” in their Next School
Indicator.
Start Page > Select Student > Courses and Programs > Scheduling Settings
Use this search to find these students: Next_School=999998
Middle & High Schools: Do after receiving email notification that grades have been posted & report cards generated. Do NOT drop students prior to receiving email, otherwise students will not receive grades!
___ Students who will NOT be attending VUSD next year
Start Page > Select Student > School Enrollment > Transfer Out Of School
Transfer Out all students who have already notified you they will NOT be attending VUSD next year as of the day after their last day of school. It is important that you use the appropriate Exit Code for CALPADS. Enter where the student is moving to (school / town / state / country) in the Transfer Comment box.
___ Transfer Out the students that you marked as “Not returning to VUSD” in their Next School
Indicator.
Start Page > Select Student > Courses and Programs > Scheduling Settings
Use this search to find these students: Next_School=999998
High Schools only: Do after receiving email notification that grades have been posted to Historical Grades/Transcripts. Due Wednesday, June 11th, so that “HS Diploma Awarded” can be posted to graduating seniors for transcripts being sent to colleges.
___ Foreign Exchange Students If a Foreign Exchange student received a Certificate:
Compliance > Graduation, Postsecondary Status and UC/CSU Information
Transfer them out as of the date after their last day in school. Use Exit Code T240-Moved to another country. Enter the name of the certificate they received in the Diploma Type and fill in any needed Transcript Notes.
If a Foreign Exchange student received a High School Diploma (not a certificate): Then they are a Graduate and you should handle their data in the same manner as all of the other graduates.
NOTE: It does NOT mean they are graduates just because they participate in the graduation ceremony.
___ Students who will NOT be attending VUSD next year
Start Page > Select Student > School Enrollment > Transfer Out Of School
Transfer Out all students who have already notified you they will NOT be attending VUSD next year as of the day after their last day of school. It is important that you use the appropriate Exit Code for CALPADS. Enter where the student is moving to (school / town / state / country) in the Transfer Comment box.
___ Don’t forget to Transfer Out the students that you marked as “Not returning to VUSD” in their
Next School Indicator.
Start Page > Select Student > School Enrollment > Transfer Out Of School
Use this search to find these students: Next_School=999998
___ Non Graduating Seniors (NOT 5th year seniors or Special Ed seniors returning next year)
Do the following steps for Non Graduating seniors that will not be returning to VUSD:
NOTE: If Non Grad has already been transferred out of school, then update their Exit Code, Exit
Comment & School Completion Status information. Transfer Info > Current Enrollment
Transfer Out of School (enter the following):
Start Page > Select Student > Functions > Transfer Out of School
Exit Date (use the day after their last day of school)
Exit Code Examples, but not limited to these:
T200-Moved out of State (removes student from 1 year & 4 year cohort calculations)
T240-Moved out of US (removes student from1 year & 4 year cohort calculations)
T260-Enrolled in Adult Ed for HS Diploma (not a graduate in 1 Year or 4 year cohort)
C320-Completed GED (No HS Diploma) (not a graduate in 1 year or 4 year cohort)
C330-Passed CHSPE (No HS Diploma) (not a graduate in 1 year or 4 year cohort)
C360-Completed grade 12 w/o completing Graduation Requirements (not a graduate in 1 year or 4
year cohort)
Enter Exit Comment, then Submit
Update Current Enrollment for the following:
Start Page > Select Student > School Enrollment > Enrollment History > Current Enrollment
School Completion Status:
Example: 120-Special Education certificate of completion (not a graduate)
250-Adult Ed HS Diploma (counts as graduate only if completed by August 15th of their
4th year of high school and reported to CALPADS by 8/27)
320-Completed GED (No HS Diploma) (not a graduate)
330-Passed CHSPE (No HS Diploma) (not a graduate)
360-Completed grade 12 without completing Grad Requirements (not a graduate)
Checkmark Use UC/CSU Override
Select the appropriate UC/CSU Course Requirements Met
Submit
Enter any information that you want to print on the transcript in the Transcript Notes. Remember that anything entered in the Transcript Notes becomes part of their legal document.
Start Page > Select Student > Compliance > Graduation, Postsecondary Status and UC/CSU Information
___ Verify Graduate list
For a student to be automatically “Graduated” and moved to the “Graduated Students” school in PowerSchool, the student must be ACTIVE. Do the following steps to verify required fields have been done correctly:
On the Start Page click on 12, to get all of your Active 12th graders.
Then use either List Students or List Builder to make your list.
Run this list again after you are done making changes to verify all changes were completed.
Note: Sorting the students in the order shown will cause the Non-Graduates to appear at the top of the list to save you time.
List Students: Set up List Students similar to this example.
How to verify the list (not VCIS):
On the list, if Next Grade=12 and Next School=(their next school number, NOT 999999 or Blank):
These are your “Retained/5th Year Seniors” and should appear at the top of the list. Verify the Next School number is correct. (91-ED, 92-GW, 94-MW, 96-RED, 98-SEQ, 170-VCIS, 171-VTEC, 390-Visalia Special Ed Adult Program) If students are missing, then update their Next Grade & Next School Indicator on the Scheduling Setup and rerun list.
On the list, if Next Grade=99 and Next School=999999:
These should be the students who received a diploma & graduated. Verify each name to make sure that every one of these students received a diploma! NOTE: This affects the CA Dashboard results.
If you see any other students on this list that do not fall into either of the above categories, then they must be fixed. For example if the Next School is 999998, but the Next Grade is not 99.
Contact SIS Team @ Tech Services, if you don’t know what to do.
If you do not see students on this list who graduated, check and see if they are in the Graduated Students (All students who graduated mid-year should already be in Graduated Students.)
How to find MID year Grads:
Change school to Graduated Students
Search for: /Graduated_SchoolID=(your school#);ExitDate>(1st day of this school year)
This should give you a list of students who were manually graduated from your school earlier in
this school year.
How to verify the list (VCIS):
Since VCIS manually graduates each student, verify that all of your seniors have next grade set to 12 and next school is set to VCIS. Update any that have next grade = 99 or next school = GRADSTU or next school = 999999 otherwise these students will be automatically graduated during the End-of-Year process.
___ When you are done with the Foreign Exchange, Non Grads, and have verified all of the Graduates have their Next Grade and Next School set correctly, email the SIS Team so we know when everyone is done and we can start the next process.
Summary Timeline:
Start now: Schools change Next Year Grade and Next School for current seniors that will be returning next school year or attending summer school to graduate, TK students, students who will be retained, and students transferring to another VUSD school.
Tuesday: 6/9
- Tech Services will post Golden State Merit Seals & Seal of Biliteracy to seniors. Afterwards HS counselors will be able to verify that their seniors/graduates are marked correctly. It can be run for a preselected group of students (ex: select the counselor’s group prior to opening this page), select which set of grades to use (Note: grades will not be “stored” (posted to transcript) until Tuesday after school year ends), select Grade Level, and Status ALL, then SUBMIT. Data and Reporting > Reports > VUSD Reports > Graduating Completer Report (under Student Data section).
Use these pages to make changes:
CTE Pathway or CTE Certificates:
Select student > Compliance > Career and Technical Education (CTE)
UC/CSU Course Requirements Override, Golden State Seal Merit Diploma (GSSMD), Seal of Biliteracy, Postsecondary Status Information:
Select student > Compliance > Graduation, Postsecondary Status and UC/CSU Information
CSF Lifetime Member: Select student > VUSD Custom Fields > CSF Life Member Grad
Friday: 6/5
- Last day of school year
Monday: 6/8
- MS & HS teachers finalize grades in the gradebook prior to check out. School administrators verify all grades are entered in the gradebook & ready to be posted.
Email SIS Team when done.
Tuesday: 6/9 - Morning
- Once all of these sites (DIV, GA, LJ, RID, VO, ED, GW, MW, RED, CAA, SEQ, VTEC, CCDS) have notified the SIS Team that they are ready. SIS Team will post grades, process Academic Eligibility, & generate MS/HS report cards. SIS Team will also post Class Rank for seniors.
Tuesday: 6/9 - Afternoon
- After grades have been posted to PowerSchool, SIS Team will notify all
schools that they can now transfer out Drop Outs, Foreign Exchange students & students that will not be returning to VUSD next year.
- Sites email the SIS Team when they have completed entire End-of-Year School Checklist.
Due by 4:00pm
Wednesday: 6/10
- SIS Team post “HS Diploma Awarded” to ACTIVE students that have Next School set to “Graduated Students” and Next Grade are set to 99. Tech Services will email HS registrars when done, so they can start printing transcripts for colleges.
- High Schools email their verified Graduate/Completer Verification Worksheet to SIS Team.
Due by 4:00pm
If you need assistance with any part of the above steps, please feel free to contact SIS team at 559-931-8086 or create a ticket. We are here to help! 🙂
This section is for SIS Team only:
____SIS Team mark when schools notify SIS Team their grades are complete: Must be completed by Monday, 6/8:
_______ DIV _______ GA _______ LJ _______ RID _______ VO
_______ ED _______ GW _______ MW _______ RED _______ VTEC
_______ SEQ _______ CCDS (Note: VCIS manually enters their grades)
Do after all MS & HS notify SIS Team that they are done verifying grades are in & correct (Due 6/10)
____ (6/9 Tuesday) Notify Connor once all MS & HS have reported that they are ready for grades to be posted to PowerSchool. SIS Team will post the grades from the gradebooks to Historical Grades/Transcripts, update Academic Eligibility, and generate report cards.
____ (6/9 Tuesday) After HS report cards have been generated, email HS registrars letting them know they may start the 2nd section titled “High Schools only”. (Transfer Out the Non Graduate Seniors, Foreign Exchange students, students not returning to VUSD next year, etc.) Remind HS that ALL items on the End-of-Year School Checklist must be done by 4:00 pm on Wednesday, in order for SIS Team to be able to post the "HS Diploma Awarded” on Thursday morning.
____ SIS Team received notification End-of-Year School Checklist is complete: (Due 6/11 by 4 pm)
_______ ED _______ GW _______ MW _______ RED _______ VTEC
_______SEQ _______CCDS _______VCIS
Do after all HS notify SIS Team that they are done with the checklist (Due 6/5 by 4 pm)
___ (6/10 Wednesday) James - when all high schools have reported that they are done with the entire EOY School \ checklist, post the Diploma Type of “HS Diploma Awarded” to ACTIVE seniors who have Next School set to “Graduated Students” and Next Year Grade set to 99. (Do NOT include VCIS, SEQ, CCDS, HHI, VSEAP Seniors. Qualifying students @ VCIS, & SEQ are manually graduated. Qualifying CCDS & HHI students are manually graduated from their home school. VSEAP students age out instead of graduating.
____ (6/10 Wednesday) AFTER SIS Team has finished posting “HS Diploma Awarded”, email HS registrars letting them know they may start printing transcripts for colleges.
___ (Due 6/10 by 4 pm) SIS Team has received HS Graduate/Completer Verification Worksheet back from:
_______ ED _______ GW _______ MW _______ RED _______ VTEC
