--- title: "End of Year: System and Application Administrators" slug: "end-of-year-system-and-application-administrators" updated: 2026-06-04T15:38:40Z published: 2026-06-04T15:38:40Z --- > ## Documentation Index > Fetch the complete documentation index at: https://support.eduphoria.net/llms.txt > Use this file to discover all available pages before exploring further. # End of Year: System and Application Administrators System and application administrators can review the lists below for end-of-year tasks to complete for each Eduphoria application. You can also review our annual training recommendations for Aware, Strive, and Forethought. Personnel changes, product usage adjustments, and product updates may all result in changes to training recommendations. If you need help designing a plan, contact [training@eduphoria.net](mailto:training@eduphoria.net). In addition, you can access Eduphoria's [Managerial Tasks Checklist](https://docs.google.com/document/d/1LjYHO4odMhAzkidcHkjjaiFLHWeoR7iS4Q_wC15MLsE/template/preview), a calendar of updated articles for required and recommended tasks. Select **Use Template** to add a copy to your Google Drive. You can also download a list of [Recommended Annual Training](https://docs.google.com/document/d/1Ox8pBX494rcPQungfZqlPa_VAQLeo39NBtY4gwkfwr4/template/preview) for Eduphoria users of **Strive**, **Forethought**, and **Aware**. Select **Use Template** to add a copy to your Google Drive. If you are interested in receiving a quote for training in your district, email us at [training@eduphoria.net](mailto:training@eduphoria.net). ## **Management** - [Create user accounts](/v1/docs/creating-user-accounts), [manage existing accounts](/v1/docs/user-account-management), [delete unused accounts, or reactivate them](/v1/docs/deleting-reactivating-user-accounts) as needed to manage staff and location changes. > [!NOTE] > **Note:**If your district is syncing your Employee Information System with Eduphoria to manage your user accounts, you don’t need to do this step. - [Run roles and rights reports](/v1/docs/running-reports-to-view-user-roles-and-rights) and check the [Roles and Rights Spreadsheet](https://docs.google.com/spreadsheets/d/1mpnSjcTeI-HH85g7WNgu6FtLudTbJ7oYH8GQhXfn3Fs/edit#gid=2056499031) to [set user roles and rights](/v1/docs/setting-user-roles-and-rights) aligned to district policies. > [!CAUTION] > **Warning:** To avoid a data breach, ensure all district and school administrators have appropriate access to information pertinent to their role for each application. - Review your schools and departments list to [create schools and departments](/v1/docs/creating-schools-and-departments) or free up licensing by [merging and closing schools and departments](/v1/docs/creating-schools-and-departments#merging-and-closing-schools-and-departments). > [!CAUTION] > **Warning:** Deleting schools can affect some data and may cause data loss. Instead, retire irrelevant information with a name change. - [Set up the instructional calendar](/v1/docs/creating-instructional-calendar) (in Management) so Planners will show accurate instructional dates as teachers write lesson plans over the summer. ## **Aware** - After assessments have been administered, [archive tests](/v1/docs/mass-editing-assessments#mass-archiving-assessments) that are ready for filing. - [Archive student forms](/v1/docs/archiving-student-forms) when nothing needs to be updated or changed. - Review and [delete Quick Views](/v1/docs/accessing-data-analysis-in-quick-views-and-data-views-bank) when no longer in use. - Update the [instructional calendar](/v1/docs/creating-instructional-calendar) and its [reporting calendar](/v1/docs/creating-a-new-reporting-calendar) (in Management). - Check your state’s official standards website and [update standards](/v1/docs/updating-new-learning-standards) for your district curriculum. - Review and delete any shared views that are no longer needed using. ## **Strive** ### **For Appraisal Administrators:** - [Archive goals and evaluations](/v1/docs/archiving-appraisals-and-goals-at-the-end-of-the-year) at the end of each year. Watch the video in the [Additional Resources](/v1/docs/end-of-year-system-and-application-administrators#additional-resources) section below to learn more. - Use the [Strive Setup Checklist](/v1/docs/strive-setup-checklist) to evaluate your processes and determine whether any changes are needed after the archive is complete. ### **For Professional Learning Administrators:** - [Import and export portfolios](/v1/docs/importing-and-exporting-staff-portfolios) with a WXE file. > [!NOTE] > **Note:** User Portfolios can be exported to a WXE file from one district and imported into another district. If users are leaving the district they may request a copy of their Portfolio WXE file to take with them. New users to your district might bring their WXE file from their previous district for you to import. - Update elements in your system, including [categories](/v1/docs/creating-course-categories) and [training locations](/v1/docs/managing-training-locations). Add new [credit types](/v1/docs/set-course-credit-types)and [instructors and guests](/v1/docs/adding-instructors-and-guests) as needed. > [!CAUTION] > **Warning:** Do not delete credit types of instructors as deleting credit types can impact historical data. - eCourses continue until you archive them. [Archive eCourses](/v1/docs/create-an-ecourse#course-status) or copy and open them as new courses for the new year. ## **Beacon** - Establish and communicate course and unit definitions, naming conventions, and expectations for strategy usage for next year - Enable [Curriculum Planning](/v1/docs/instructional-calendars) for next year. - Review and create next year’s [courses](/v1/docs/courses-1) as needed. - Review and add [units](/v1/docs/units) to next year’s courses as needed. - Review [teacher plan templates](/v1/docs/templates) to ensure district alignment. - Enable [Teacher Planning](/v1/docs/instructional-calendars) for next year. ## **Forethought** - [Set up the instructional calendar](/v1/docs/creating-instructional-calendar) (in Management) so Planners will show accurate instructional dates as teachers write lesson plans over the summer. - Check the TEA website and [update standards](/v1/docs/updating-new-learning-standards) for your district curriculum. - Review and [update checklists](/v1/docs/using-checklists-to-add-and-track-information) if changes are needed. - Review and [update the district template](/v1/docs/creating-the-district-lesson-plan-template) for lesson plans if changes are needed. ## **Formspace** - Forms will continue to collect data throughout the year. [Export and clear data](/v1/docs/export-and-clear-form-data) from your forms. - [Archive documents](/v1/docs/archive-documents) to audit your list and remove any Forms and Surveys no longer being used. - Identify users who are leaving the district and [replace users in workflows](/v1/docs/set-general-options#replace-user-utility-tab). ## **Facilities&Events** - Review users to [update user roles and rights](/v1/docs/fe-roles-and-rights). - [Manually add a room](/v1/docs/manage-rooms-add-edit-copy-mass-edit) to campuses and [import rooms or assets](/v1/docs/importing-rooms-and-assets).[](/v1/docs/manage-rooms-add-edit-copy-mass-edit) - Replace[asset managers](/v1/docs/assigning-an-asset-manager) and update approvals in [reservation workflows](/v1/docs/reservation-setup#reservation-workflows). ## **Helpdesk** - Review and [manage technicians and roles](/v1/docs/manage-technicians-roles) for supervisors and other user groups. - [Archive tickets](/v1/docs/archive-old-requests) that have closed for the year. - Review tickets to [add and configure request types](/v1/docs/add-configure-request-types). ## Additional Resources [YouTube video player](https://www.youtube.com/embed/xirAXWQ9Pwc?si=6A8g8Gm0qgCwBXBc)