End of Year: System and Application Administrators

Aware

• After assessments have been administered, Archive Tests that are ready for filing.
• Archive Student Forms when nothing needs to be updated or changed.
• Review and delete Quick Views when no longer in use.
• Set up the Calendar to update the Instructional and Reporting Calendars (in Management App).
• Check the TEA website and Update Standards for your district curriculum.
• Review and delete any shared views that are no longer needed using Managing Views.

Strive

For Appraisal Administrators:

• Archive Goals and Evaluations at the end of each year.
• Use the Strive Setup Checklist to evaluate your processes and determine if any changes need to be made after the archive is complete.

For Professional Learning Administrators:

• Import/Export Portfolios with a WXE file.

  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 and Training Locations. Add new Credit Types and Instructors and Guests as needed.

  Note: Do not delete credit types of instructors as deleting credit types can impact historical data. 

• eCourses continue until you archive them. Archive eCourses or copy and open them as new courses for the new year.

Forethought

• Set up the Calendar (in Management App) so Planners will show accurate instructional dates as teachers write lesson plans over the summer.
  
• Check the TEA website and Update Standards for your district curriculum.
  
• Review and Update Checklists if changes are needed.
  
• Review and Update the District Template for lesson plans if changes are needed.
  

Formspace

• Forms will continue to collect data throughout the year. Export and Clear Data from your forms.
• 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.

Facilities&Events

• Review users to Update User Roles & Rights.
• Manually Add a Room to campuses and Import Rooms and/or Assets.
  
• Replace Asset Managers and update approvals in Reservation Workflows.

Helpdesk

• Review and Manage Technicians and Roles for supervisors and other user groups. 
  
• Archive Tickets that have closed for the year.
  
• Review tickets to Add & Configure Request Types.

System Management

• Create, Manage, Delete, & Un-Delete User Accounts to manage staff and location changes as needed.

  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 & Rights Reports and check the Roles & Rights Spreadsheet to Set User Roles & Rights aligned to district policies.

  Note: 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 & Departments or free up licensing by Merging and Closing Schools and Departments.

  Note: Deleting schools can affect some data and may cause data loss. Instead, retire irrelevant information with a name change.

• Set up the Calendar (in Management App) so Planners will show accurate instructional dates as teachers write lesson plans over the summer.