While many schools have ended their academic year in the last several weeks, it’s finally time to put a bookend on the 2020-2021 school year. Before entering the new school year, it’s vitally important to process and save records from the previous school year.

In what’s often looked upon as a tedious task, Sycamore School’s Year End Closeout Process makes it simple to organize and save academic records from the previous school year. The following are a list of tasks that will help your school wrap up school year records in Sycamore.

Verify Attendance

Making sure attendance is accurate and up-to-date is important at the end of every school year. It’s even more significant for this past school year when virtual attendance and distance learning were so prevalent. For this reason, it can be difficult for schools to identify classes where attendance might have been missed. This is why we have the Attendance Posting Report. Schools are able to generate this report and locate missing attendance records in various classes. Once schools have located those missing attendance records, they can take attendance for those missing days. When attendance is verified, schools will complete the attendance tasks in the Year End Closeout. 

Save and Archive Report Cards

Another pivotal task in wrapping up your school’s records is saving and archiving report cards. Inevitably, there will be a time down the road when a family needs access to a previous report card. That’s why it’s essential to generate and finalize report cards for all students and terms. It’s also not unusual for some students to make up work after the school year has ended. So it’s key to remember to generate report cards for those students before entering the new school year.

Conveniently, once schools have generated report cards, they will stay in each student’s profile in the Documents tab. That way if a family needs access to that report card in the future, the school can easily locate it. We also recommend that schools save report card PDFs to their local server. In the instance that all eighth-grade students’ report cards are needed for the state, school board, district office, etc., the secretary, registrar, or whoever is in charge of generating report cards, can access those report cards in-bulk from the local server.

Confirm Graduate Records

Before playing “Pomp and Circumstance” at graduation, it’s critical to have graduating students’ historical records in place before the graduates move on to their next journey. In Sycamore’s school management system, schools will need to have graduation dates set in graduating students’ profiles, and mark the students as graduated. This lets the school management system know the students are graduating, and schools can begin to archive graduating student documents.

To make it easier to track documents from various years, Sycamore creates zip folders for each graduating student. For each year students attended your school, there will be zip folders containing attendance records, report cards, transcripts, etc. Not only does this create more storage space for your school, but it also increases the organization and structure of your graduating students’ documents. The days of worrying about misplacing transcripts or report cards are over. Rest assured these records are safe, secure, and schools can access them at any time in Sycamore’s comprehensive school management system.

To learn more about how Sycamore’s Year End Closeout Process can help your school wrap up school year records with worry-free data storage in an affordable school management system, please schedule a demo to start your free trial today.

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