May is typically when you should be planning on how you are going to be updating the directory for the coming year and getting the database ready for updating returning family data and new family entry.  It's also the time that we recommend you transfer the software over to the new coordinator if you will no longer be doing the job at your school.

1.  Graduate and promote students:

The graduation process moves all students up one grade based upon the grades set up in your database and archives students graduating.  You must run the graduation process before you start to enter students for the upcoming school year. 

Things to check before and after you graduate

• Are your grades set up properly?   Go to Administration and the grades tab. All the grades that are checked will be used by the graduation process to determine what grade to promote a student to next and what the "graduation" grade is.  Grades should be checked sequentially and there should be no gaps between checked grades.
• Does your school have an opt in or opt out policy?  Will you require families to confirm their data (opt in) or just have them notify you if something has changed or they want out (opt out).  If your policy is opt in you should set all families to a "don't print" status AFTER you graduate.  You do this by going to the defaults tab in administration and resetting all to don't print.

2.  Transfer to a new directory coordinator:

There are a few simples steps to transferring the software and license to a new coordinator: 

• Backup your data file.
• Have the new coordinator install the software on their computer.
• Email your school's license and data file from your computer to the new person.
• The new person saves the files in the appropriate folder and restores.

Please follow the directions shown here in our support center for the details: 

3.  Determine how your are going to collect new and returning family data:

Families respond best when they know in advance the procedure.  Now is the time, before school lets out for the summer, to tell families how your are going to confirm their information.  Will you be emailing the Data Confirmation letters?  Will you be using eConfirm to collect the responses?  Will they need to opt in?  My school posts this information on our website and includes a flyer in the annual back to school packet that gets mailed to all families.

And don't forget to include new families to your school as well.  Since you don't have their email address you will need to use your school's website and flyers to get them on board.