Tools End Of School Year Processing Rollover End of School Year Processing - Rollover Rollover is the functionality to move the school data from current school year to the next school year. Once a school year is rolled over, students can be promoted to the next grade and failed students can be retained to the same grade level. Also all the users, courses, calendars get rolled over to the next year. When the current year is ending you will receive a message on the CrownSIS homepage "Rollover Required". Remember that rollover is an irreversible process and must be performed by the Superadministrator at the end or towards the end of the current school year. Once rolled over, your school data cannot be reversed to its earlier state. Therefore, please use caution. To rollover the school data go to Tools >> Rollover . Give the student re-enrollment date ( meaning the date the students should be active in the next school year, which is also the attendance start date and is usually the first day of school for students ), the marking period begin & end dates. If you have semesters and quarters defined for this school year, those marking periods will display automatically. You will have to provide the begin and end dates only. Course sections do not rollover, since these depends on the dates and availability of teacher and rooms. So you have to create the course sections again. Teacher and Student schedules do not rollover either. You have to schedule the students and teachers into correct course sections in the new school year. All other school items will rollover so you do not have to re-enter them. Remember, you can do a premature rollover, meaning rolling over a school year before it actually ends. Schools often require to do this for planning purposes. If you perform a premature rollover, you can flip back to the current school year and complete all operations like usual. You will be able to set up the next school year and schedule teachers and students into courses sections and provide them with schedules for the new school year. How To Bulk Import Staff Into CrownSIS Managing staff data for an educational institution can be a time-consuming task, especially when dealing with large numbers of personnel. Fortunately, CrownSIS offers a "Staff Bulk Data Import" feature that simplifies this process, allowing administrators to import multiple staff records simultaneously. This guide will walk you through the steps to successfully bulk import staff data into CrownSIS. Step 1: Access the Staff Bulk Data Import Tool To begin the process: Log in to your CrownSIS account with administrative privileges. Navigate to the "Tools" section from the main dashboard. Click on "Staff Bulk Data Import" to start the bulk import process. Step 2: Download the Data Import Template Before importing staff data: In the first step of the import process, you will be prompted to download the data import template. This template is a spreadsheet designed to ensure that the data you input is correctly formatted for CrownSIS. Click on the download link to obtain the template file. Open the template in your preferred spreadsheet software (such as Microsoft Excel, Google Sheets, etc.) Step 3: Fill in the Data Import Template With the template ready: Following the format and guidelines provided in the template, fill in the necessary staff information. The template will typically include columns for staff names, roles, contact information, and any other required fields. Ensure that all mandatory fields are completed accurately, as missing or incorrect data can lead to errors during the import process. Once all staff data has been entered, save the file in the format specified by openSIS. Step 4: Upload the Data Sheet Now that your data sheet is prepared: Return to the "Staff Bulk Data Import" tool in CrownSIS. In the second step, you’ll be prompted to upload your completed data sheet. Click on the upload button and select the file from your computer. After uploading, the system will begin processing the data. Step 5: Confirm Field Mapping Once the data sheet is uploaded: In the third step, the system will automatically recognize and map the fields from your data sheet to the corresponding fields in CrownSIS. Review the field mapping to ensure that each column from your data sheet is correctly matched to the appropriate field in the system. If the mapping is incorrect, you may have the option to manually adjust the field mappings. After confirming that everything is correct, proceed to the next step. Step 6: Start the Import Process With the field mapping confirmed: In the final step, click on the "Start Import" button to begin importing the staff data into CrownSIS. The system will process the import and add the staff records to your database. Step 7: Handle Import Errors If any errors occur during the import process: The system will generate a report detailing the issues that caused the data to be rejected. You can access this report by clicking on "View Report" in the Staff Bulk Data Import tool. The report will list the specific staff records that encountered errors, allowing you to identify and correct the problems. Additionally, you can download this list of staff records for further review and troubleshooting. How To Bulk Import Students Into CrownSIS Bulk importing student data into CrownSIS is a straightforward process that allows school administrators to efficiently manage large numbers of students. This guide walks you through the steps to add or update student records in the CrownSIS system using the bulk import feature. Accessing the Student Bulk Data Import Navigate to Tools : Begin by logging into your CrownSIS portal. From the main dashboard, locate and click on the “Tools” option in the navigation menu. Select Student Bulk Data Import : Within the Tools section, find and click on “Student Bulk Data Import.” You will be presented with two options: Bulk import new students to the database Bulk update existing student records Adding New Students Step 1: Download the Data Import Template If you wish to add more students, click on “Bulk import new students to the database” . This will initiate the first step, where you will be prompted to download the data import template. This template serves as a guide for entering the student data correctly. If you have created custom categories and custom fields within the student record, this template will also include those fields. Step 2: Fill Out the Template Open the downloaded template and fill in the necessary student information. Make sure to follow the template structure carefully to ensure that the data aligns with the fields required by CrownSIS. This typically includes details such as student names, ID numbers, grades, and other relevant information. Step 3: Upload the Data Sheet Once you have completed the data sheet, return to the CrownSIS portal and upload the file. The system will process the file and recognize the fields contained in the sheet. Step 4: Field Mapping Confirmation The CrownSIS system will automatically map the fields from your uploaded file to the appropriate fields in the system. Review the mapping to ensure that everything is correct. If any discrepancies are found, you may need to adjust the field mappings. Step 5: Import the Student Data After confirming the field mappings, proceed with the import by clicking the option to start the import process. The system will begin importing the student data into the database. Step 6: Review Import Report If any errors occur during the import process, the data will be rejected, and you will be notified. To view details about any errors, click on “View Report” . This report will list the students whose data was not imported successfully. You can download this list for further review and correction. Updating Existing Student Records To update existing student records, follow the similar steps outlined above but select “Bulk update existing student records” instead of the option to add new students. This allows you to modify existing student data without creating duplicate records. Step 1: Export Current Student List To update existing student records, click on “Bulk update existing student records” . The system will prompt you to export the current list of students in an Excel format. This file will include an internal GUID column, which is crucial for the update process. Note: Do not delete the GUID column, as it uniquely identifies each student record and is essential for the system to update the records correctly. Only 100 student records can be updated at a time. If you have more than 100 students, delete those rows before uploading the file. Fill in or update data in the desired fields and upload the file. Step 2: Update the Data Open the exported file and make the necessary updates to the student data. Ensure that the GUID column remains intact and unchanged. Step 3: Upload the Updated File Once you have made the required changes, save the file and upload it back into the CrownSIS system. Step 4: Map the Fields The system will prompt you to map the fields in your updated file to the fields in the CrownSIS system. Carefully review the mapping to ensure accuracy. Step 5: Verify the Mapping In the next step, verify the field mapping. This is your chance to double-check that all fields are correctly aligned with the system. Step 6: Start Importing the Updated Data Proceed to import the updated data by clicking the start import option. The system will process the updates and apply them to the existing student records. Step 7: Review Import Report If any student data couldn’t be updated due to errors, this information will be shown in the “View Report” section. You can download this report to see which records encountered issues and require further action. By following these steps, you can efficiently manage student data in CrownSIS, whether you are adding new students or updating existing records. This streamlined process saves time and reduces the potential for data entry errors. How To Export Data From CrownSIS CrownSIS allows a Superadministrator to download data in Excel format for portability. In the event you want to keep a backup of the data for yourself, or you have decided to move to a different platform, you can download the following data categories that are given below. Just click on the Excel icon to download data. Please note that transactional data like Student Attendance, Scheduling and Gradebook data cannot be exported. These master data can be exported and recreated into a local database or a different SIS very easily. How To Perform Rollover To A New Academic Year In CrownSIS Rollover is the process of moving your school data from the current academic year to the next in CrownSIS. Once a rollover is complete, students can be promoted to the next grade, retained if necessary, and all essential school information—like users, courses, attendance codes, calendars, and settings—is copied to the new school year. When the current school year is nearing its end, you will receive a message on the CrownSIS homepage stating: "Rollover Required" . ⚠️ Important: Rollover is irreversible and should only be performed by the Super administrator . Please make sure all prerequisites are verified before proceeding. ✅ Pre-Rollover Checklist (New Feature) Before performing the rollover, CrownSIS now displays a Pre-Rollover Checklist to guide you through two critical prerequisites: Grade Level Progression Ensure all grade levels have the "Next Grade" defined, except the final grade in the school. Student Enrollment Status All continuing students must have their "Next Grade at Current School" option set. To verify these, click on the Review Grade Level Settings and Check Student Enrollment Records buttons directly on the Rollover screen. Once you’ve confirmed that both are in order, check the box labeled: _"I have verified all settings above before proceeding." _ This acknowledgment is mandatory before continuing with the rollover. 📝 How to Rollover Your School Data Once the checklist is verified: Go to Tools > Rollover . Enter the Student Re-enrollment Date — typically the first day of the new school year. This is when students will become active for attendance. Fill in the Begin and End Dates for the academic year and the marking periods (e.g., Semesters and Quarters). If you had them defined in the current year, the system will show the same periods for the next year—you’ll just need to input the dates. Click Rollover to begin the process. After rollover, log out and log back in to view and work in the new academic year. 🔁 What Rolls Over and What Doesn’t ✔️ Rolls Over: Users (Staff, Students, Parents) Courses Attendance Codes School Settings and Calendars Grade Level Setup and other master configurations ❌ Does Not Roll Over: Course Sections Teacher and Student Schedules Course sections and schedules depend on room and teacher availability for the new year. These must be set up again from scratch in the new school year. 🚧 Can You Perform a Premature Rollover? Yes. CrownSIS allows you to do a premature rollover —before the current school year officially ends. This is useful for planning purposes. Once done, you can switch back to the current school year from the year switcher and continue daily operations as usual. You can set up schedules, assign teachers and students to new course sections, and get ready in advance—without interrupting your ongoing school operations. If you need further assistance, contact our support team or visit https://CrownSIS.com . How To Use CrownSIS Api CrownSIS is built with APIs. The system allows Superadministrators to access this feature to retrieve data from the system via JSON payload. To access the API, navigate to Main Menu >> Tools >> API To start using the API, you have to generate an API key. Before you do that, click on the API Docs link to download and read how to use the API. Click on the Generate New API Key and give it a title and click Generate . Once generated, this Key value will be needed to access the APIs. You can generate multiple tokens and they will all be valid for accessing APIs. __ Check access of APIs by clicking the gear button and if access is turned off then turn-on access and update it. You can test the APIs via PostMan . For School Details, do this: Your_opensis_URL/api/getSchoolDetails/academicYear/{ academicYear } Example: If API Key = TwP3Falr28vDS6cX8R8wCqCheopNzW4psUO9ibQaR/nsxCWlgpMvoQTfQmoTh78UfD academicYear =2021 Then URL will be Your_opensis_URL/api/getSchoolDetails/academicYear/2021 Go to header section and write X-API-KEY and paste the value of API Key Screen Shots of JSON data returned to the browser: System Access Log The system access log is provided so that system administrators can keep an eye on unauthorized access to the system. Every access attempt is logged in the system with the user's email address, date and time stamp, name, profile, and IP address. The status shows whether login was successful or not. It also counts failed login attempts and can disable an user after multiple failed attempts. You can set the number of attempts under Settings - > School -> Preference. A search functionality between dates are provided so that you can view the access records within a specified date range. Clicking on the Delete Log will delete the records permanently. You can download the access log in Excel format by clicking on the Excel logo before deleting the records.