Welcome to the Rollover process to setup your school for 2022-2023
Welcome to the Beehively Rollover Process! Here, we will be helping you to set up the new school year, and ensure that all the previous year’s data is archived properly. Let's get started!
At the beginning of the rollover process you will be asked to create a new school year.
Start by clicking on “First, let’s setup your next school year”. If school year is already setup for you by support, then you should be able to click "Let's get started" and start rollover process.
Adding your school year
This button will create a new school year that will appear on your Beehively portal in the archived school years section.
Once the next school year is created, Click on “Go to Rollover Process”. And then click on “Let's get started” to initiate the rollover process.
The following screenshot shows the steps of the rollover on left-hand side
A progress bar is located on the top right corner of the page. It will show your progress as you continue through each step..
As soon as you finish a step, it will turn Green to indicate that you have reviewed and completed that step.
Let’s go step-by-step
STEP 1 : Prepare the next school year
In this section, you will set up the next school year and identify each of the grading periods.
Once you are done setting up the academic periods, click “confirm” on bottom right to save the set up.
STEP 2 : Download Grade and Attendance Backups
In this section, you will download backups for all grade and attendance reports. We recommend that you store these in a Google Drive folder, or another easy to access repository. Your previous school reports are always available in the Beehively portal, should you ever need to access them in the future.
For now, the Grade report would have already been backup in the respective classroom, you should be able to review them from here [screenshot]
Once you are able to see the reports backup, you can confirm this step.
Click “Download Backup” to confirm and move to the next step. Please note that this step may take some time depending on the size of your school.
STEP 3 : Move Students Up to the next Grade Level
In this section, you will move students from their current grade level to the grade they will be in next year.
The left-hand column shows the classrooms for the current school year and how they will be mapped to the next school year on the right-hand column. It is recommended that you only select Primary Homerooms (e.g. Pre-K through 12th Grade) for this mapping process. Any classrooms that are not accounted for in this step can be Bulk enrolled at a later time (see step 5).
Classrooms that are graduating from the school can be mapped to the Graduating classroom where their Profiles will be archived in the system.
For example in the screenshot below, 1st Grade will be moving to 2nd Grade.
On the left side select 1st grade, and on the right side select 2nd Grade
(1st Grade → 2nd grade)
Once the mapping is completed, please click on confirm to proceed to the next page.
STEP 4 : Clone Classes and Courses
In this section, you will clone any class or courses that you would like to use again in the next school year. This includes all settings that are tied to a course.
STEP 5 : Course Enrollment
By default, all students should be enrolled in all Courses associated with their new Classroom. If there are Courses that are not listed in the Classroom (e.g. a separate Spanish Classroom not tied to any grade level). You can Bulk enroll to those Courses through the People tab in the Beehively portal. Please contact us at support@beehively.com if you have any questions about this step.
STEP 6 : Clone Grade Reports
In this section, you can pick which grade report templates you would like to clone to use again next year.
STEP 7 : Review And Confirm
In this section, you will have one final chance to review all the selections you made for your Rollover and confirm that you are ready to initiate the process.
Once you have reviewed each step please let us know so that we may review on our end as well!
At any point, you can also click “Diagnostics” in front of any task you have finished to review it. You can make changes to the selected step from here as well.
The Diagnostics page will show you the before and after result for the selected step.
STEP 8: Make the New School Year Live
In this section, you can make the new school year live. You will want to do this after all teachers and administrators are done using the current school year, typically we see this happen in late June or July. Please note:
ONCE CLICKED, THIS PROCESS CANNOT BE UNDONE
Kindly send an email to support so that we can review your rollover steps before you confirm the final step for rollover.
Finishing Up
Once the new school year is made live you have completed the Rollover process! Your school should be all set for the upcoming year, and you may continue to use the Beehively portal uninterrupted.
As always, Beehively support is available during this time to ensure a smooth transition to the new school year. Should you have any questions or require assistance with any aspect of this process (or anything about the software in general), you can always feel free to contact us at support@beehively.com
Things to remember during the rollover steps
1. At any point of the steps, if you go back and make changes to any of the steps you have previously confirmed, you will need to perform all the steps once again, so kindly ensure that you perform all steps once again. This kind of a warning is display if you gone back to any of the steps and made a change.
2. Ensure to send us an email notifying that you have completed until Step 7 so that support can review and confirm back
Thank you, and have a great school year!
The Beehively Team