Start of Year Check-List - CEWA (Catholic Education Western Australia)

This document should be read in conjunction with the SEQTA End of Year manual. Some tasks can be completed at either end of year, beginning of year, or both.

It is important to seek direction from your governing body or systemic board office to determine what reports and information the school needs to produce in the coming year. This is mostly in terms of Attendance/Census reports, Academic reports and any other data required specifically for your jurisdiction.

These reports need to be run and saved before you start with the Start of Year Process/Check-List

The tasks below must be completed after student roll over and you have gone through the End of Year Roll-Over Check-List 

Description	Done
BEFORE STUDENT ROLLOVER:
Disable the AOS Sync Profile
Archive Academic Reports
Print and Save Attendance and Pastoral Care Reports *It is assumed that it's been run on a regular basis as per our recommended best practice.
PREPARATION FOR SEQTA SET-UP IN THE SCHOOL'S ADMINISTRATION DATABASE:
New staff members for the upcoming school year have been entered
Student rollover has been completed and class lists printed (if required)
If your school uses an external timetabling software (eg: EdVal, Timetabler etc), a new sync profile must be set up before the timetable will be rolled out and synced into SEQTA It is suggested that your timetable and the relevant Sync Profile, be setup at least 2 weeks prior to the return of staff, so that any issues can be attended to.
SEQTA TIMETABLE ADMINISTRATION:
For internally created timetables
For externally created timetables
Setup Non-teaching days, holidays and Term dates in Manage days sub-page of the Timetable Management page
Setting up a new Sync for data syncs
Setting up a new Sync for Timetabled Syncs
Re-Enable the MANAGE SYNC (NEW) Profile
Enable the MANAGE SYNC Profile
For Internally created timetables (e.g. timetables manually created in SEQTA), once students and staff have been rolled over from your database complete the following:
For Internally created timetables: Create class roll groups
For Internally created timetables: Assign Teachers to roll classes
For Internally created timetables: Enrol students into their correct roll group and/or class (completed in SEQTA)
If the following is not synced through, Create: New Subjects as required. Set subject priority, Unit code, Course code and extra Attributes
Change group number of past timetable periods
SEQTA ADMINISTRATION:
Set attendance alert reset date
Adding new staff to SEQTA
Setting Staff permissions
Removing left staff from SEQTA
Removing unused correspondence templates
Student groups
SEQTA Engage - Manage Guardian accounts - Revoke Engage accounts for families who have left the school at the end of the academic year
SEQTA Learn - Manage Student accounts - Revoke Learn accounts for students who have left the school at the end of the academic year
PLANNING AND PROGRAMMING:
Change groups for past timetable periods If your school uses term or semester based timetables in SEQTA, ensure that you change the Group number of the previous year/semester timetable to 0. This is to avoid confusion when bridging classes in the new academic year.
Programme setup
Syllabus - Review all Syllabus entries to ensure they are up-to-date, or if missing, check the Syllabus management page for available downloads. If not available, submit Service Desk ticket to have new Syllabus added.  NOTE: It’s important to deactivate previous syllabus versions immediately after activating the most up-to-date versions. Failure to do so may result in issues with the appearance of syllabus throughout the SEQTA suite.
REPORTING:
Remove past timetable periods from marks book display
Preparing for Academic reporting
Academic Reporting signatures: Ensure you have all staff signatures and other resources are ready for the first round of reports, or a process is in place for capturing those assets early in the New Year.