End-of-Year (EOY) Checklist

Important: PowerSchool End-of-Year is irreversible. Complete validation, confirm next-year setup, and create a verified database backup before running EOY.

Use this checklist to prepare districts and schools for year-end closeout in PowerSchool, reduce reporting risk, and ensure a clean rollover into the new school year. This page combines core PowerSchool EOY requirements with Oklahoma-specific reporting and validation considerations.

EOY at a Glance

Phase	What to Complete	Status
Pre-EOY setup	Build next year, verify calendars/terms, confirm FTE setup, and review student next-school/next-grade values.	Review
Validation	Run EOY validation, fix all errors, and confirm graduates and transfers are coded correctly.	In progress
Protection steps	Create and store a database backup and optionally archive lunch transactions and historical grades.	Required
Run EOY	Execute the process during a protected window when the server can run uninterrupted.	Do not start early
Post-EOY review	Confirm enrollments, grade progression, school assignments, FTEs, and Oklahoma reporting readiness.	Pending

Recommended Owners

District SIS Lead: overall coordination, validation review, final run approval
State Reporting Lead: Oklahoma compliance review, report spot-checks, SIF/WAVE readiness
School Registrars/Data Managers: student next-year data cleanup, graduate review, transfer checks
System Administrator: backup, server availability, monitoring during the EOY run
Nutrition/Fee Manager: lunch archive review and financial reconciliation awareness

Master Checklist

Detailed Pre-EOY Requirements

1. Set up the upcoming school year

Before EOY, the next year must be fully created and structurally ready. This is more than a calendar step; it is the foundation that allows PowerSchool to create valid new enrollments.

Create the next school year at the district level.
Confirm each school has valid year term dates.
Review school-level setup for highest grade and default graduating school behavior.
Confirm calendars, schedules, and any district-specific structures needed for summer planning are in place.

Best practice: Complete next-year structural setup before student cleanup begins so registrars can validate against real destination schools and grades.

2. Review student rollover fields

The EOY process depends heavily on student next-year values. Errors here cause the biggest rollover issues.

Next School: required for proper school assignment in the new year.
Next Grade Level: drives promotion, retention, demotion, and graduation outcomes.
Graduates: must be explicitly identified with grade 99 and school 999999.
Multi-school districts: confirm students moving between buildings are assigned to the correct next school.

If students are missing next-school values, use the Set Next School Group Function where appropriate, then review exceptions manually.

3. Prepare next-year FTEs

PowerSchool assigns students to next-year FTEs during EOY using the Default for these Grades option. If FTEs are not correctly configured for the upcoming year, students may roll with invalid or missing FTE assignments, which can affect attendance and ADA calculations.

Create next-year FTE records for all schools.
Map all applicable grade levels to the correct FTE.
Spot-check special schools, alternative programs, and any nonstandard grade configurations.

Risk: Missing FTE setup may not stop EOY, but it can create downstream state reporting and ADA accuracy problems that require manual cleanup.

4. Protect historical data

EOY clears or changes certain data as part of the rollover. Plan for retention needs before you begin.

Create a full database backup after shutting down the PowerSchool server.
Store the backup in a secure, retrievable location.
Optionally export ASCII archive copies of lunch transactions and historical grades.
Inform departments that fee balances and fee transactions are not changed by EOY, while lunch activity records are treated differently.

What the EOY Process Changes

Understanding the impact helps teams validate the right areas afterward.

Validates next-school values and next-year term setup.
Promotes, retains, or demotes students based on next grade level.
Transfers students to new schools based on next-school indicators.
Graduates students when configured with grade 99 and school 999999.
Sets student exit dates based on the school’s last day of the year.
Creates new enrollments with updated next-grade and next-school values.
Carries lunch balances forward while removing individual lunch transaction detail records.
Removes parent access history records such as PhoneLog, DBLog, Sign In, and Bulletin records.
Copies course records to the CoursesByYear archive for the upcoming year.

Oklahoma-Specific Review Points

For Oklahoma districts, the rollover is not only an SIS event; it affects downstream state reporting quality. Review these items before and after EOY.

Confirm attendance and enrollment data are clean before closeout, especially for students with late exits, no-shows, or unusual enrollment patterns.
Review graduates, dropouts, and transfer exits for state-appropriate coding.
Spot-check lunch/economic disadvantage records if your district depends on state publishing tied to lunch-status data.
Verify calendars and attendance configuration are stable for new-year reporting, especially if your district publishes through SIF Unity/WAVE.
Review Oklahoma-specific reports commonly used for annual verification, such as Attendance Register, Statistical Summary, Student Master Register, and Transportation Register, as applicable.

Oklahoma note: If your district uses SIF Unity/WAVE publishing, review recent Oklahoma state reporting release notes and troubleshoot known issues before assuming a post-EOY publishing problem is caused by rollover alone.

Post-EOY Validation

Immediate spot checks

Verify a sample of promoted students moved to the expected grade.
Verify retained students remained in the correct grade.
Verify inter-school transfers rolled to the correct school.
Verify graduates exited correctly and are no longer active in the new year.
Verify next-year FTE assignments exist for a sample across grade bands and schools.
Verify lunch starting balances carried forward as expected.
Confirm historical access logs and archived course data behavior align with expectations.

Operational checks for Oklahoma districts

Run sample Oklahoma reports and compare counts against expected year-end numbers.
Review any pending or blank state reports; if needed, use district troubleshooting steps such as restarting OLAP Tomcat or refreshing attendance processes according to your support guidance.
Check new-year enrollment publishing for students with special program participation, unusual residency situations, or sub-district-specific complexities.

Common Risks and How to Avoid Them

Risk	Impact	Mitigation
Missing Next School or Next Grade	Students may not roll correctly, may stay in the wrong school, or fail validation.	Run pre-EOY exception lists and correct records before validation.
Graduates not coded correctly	Seniors may remain active or fail to exit as graduates.	Audit all expected graduates for grade 99 and school 999999 before EOY.
Next-year FTEs not configured	Invalid FTE assignments and inaccurate ADA calculations.	Set up next-year FTEs at every school and map all grades before EOY.
No verified backup	Limited recovery options after an irreversible process.	Create, store, and verify a recoverable backup before running EOY.
Server interruption during EOY	Process delays or possible data integrity concerns.	Run during a controlled maintenance window with no planned restarts.

Decision Log

EOY will not be run until validation errors are fully resolved.
A recoverable database backup is mandatory before execution.
All schools must confirm next-year FTE readiness before final approval.

Recommended Run-Day Plan

Freeze major data changes except approved EOY corrections.
Confirm stakeholder signoff from SIS, state reporting, and IT.
Perform final backup.
Run EOY validation one last time if late changes were made.
Start EOY during a protected maintenance window.
Monitor progress without restarting or interrupting services.
Complete immediate post-run spot checks.
Communicate completion and open the post-EOY review window.

Optional post-EOY communication template

Subject: PowerSchool EOY Completed

The PowerSchool End-of-Year process has been completed. Schools may begin post-EOY verification activities. Please review student enrollment samples, grade progression, school assignments, and any Oklahoma state-reporting checks assigned to your team. Report issues immediately to [Assign Owner].