Data Rollover

Prepare for a new school year with Data Rollover.

In this article

Requirements

Suspend import

Disable data deletion

Set data rollover for your organization

A Data Rollover is a feature available for School Passport that allows you to prepare classes for the new school year or semester. Data Rollover includes the following options:

• Suspend import from the end of the previous academic year or semester until the beginning of the new one
• Disable data deletion

This ensures that no information is lost during this transition period. After the rollover period ends, School Passport will automatically resume syncing with the data sources. 

Please note that only Primary District Admins are responsible for selecting the appropriate rollover date and setting up the new school year. 

Requirements

• District Admin permissions are required.
• Available for Import applications only.

Suspend data import

During the rollover process, you can temporarily pause the import of data from all SISes and data sources to prepare for the new school year or semester. Even if import pauses, Export and 2-way Sync applications will still consume old data, and you will still be able to update data sharing for them. When a rollover period for this option ends, data import will resume automatically. 

Using this option is recommended for the following cases:

• Storage of important data: Importing data during a data rollover may delete or replace important existing data from the previous academic year. Pausing import keeps this data until the rollover period is complete.
• Avoiding data conflicts and errors: Importing new data during the rollover period may result in conflicts with existing data, for example, if there are changes in class names or identifiers for the new school year. Pausing import helps prevent conflicts and errors and maintains data integrity.

When the "Suspend import" is activated, the data sources sync status will be updated to the School Year Rollover Period. 

Disable data deletion

This option allows you to temporarily stop the deletion of any data, regardless of its relevance. However, data synchronization and import will remain active. When a rollover period for this option ends, data deletion will resume, and any unnecessary/outdated data that was kept will be removed from School Passport. 

Using this option is recommended for the following cases:

• Summer schools: Summer schools usually have unique data processing requirements. By suspending data deletion, you will retain important information and any changes made during the summer months.
• Training on applications for teachers: If you are training teachers or other educational staff to use new applications, it may be necessary to retain data for practical training, even during the transition to a new school year.
• Supporting data management for SIS administrators: SIS administrators may need access to the old data during the transition to a new academic year to ensure smooth data processing. Suspending data deletion can help them ensure stable SIS operation.

Set data rollover for your organization

1. Sign in to School Passport and go to Connect.
2. Go to the Administration > Data Rollover.
   
3. Select an option you want to use.
4. Set a time for the rollover period.
5. Click Save.