Aspen Rollover Step by Step

Before you attempt to rollover to the new school, make sure that the following steps are completed: 

• Graduate the seniors.  
• Create a snapshot of all retained students.  District view, filter to active students. Change the field set to “Counselor Fields”.  Sort descending by the retained field and select only students with a “Y” in the Retained field.  
• Create a separate snapshot of retained seniors.
• Create a snapshot of seniors getting an Alt Certificate.  
• Create the Aspen instance of the school year that just finished.  This will be used for state reporting.  You will need to put in a Pando ticket to have Follett do this. 

Remember: PreReg status students become active

Make sure that you run step 2 before step 5.  Otherwise, Pre-Reg students will get archived and you will need to manually put them back in.

To execute the rollover, do the following:

District view, District TT, Setup ST, Details leaf, Options, End of Year Rollover…

Steps 1 and 7 are self-explanatory.  Here are the screen shot samples of steps 2-6 from the rollover from 2021-2022 to 2022-2023.  You will need to adjust the year to the current year. 

Step 2:

Step 3:

Step 4:

Step 5:

Step 6: