Your 2024 Annual Procedures Checklist

With the school year coming to a close, it's time to talk about your annual procedures for 2024–25, including all of the gotchas and things to know before the end of the current academic year.With the end of the school year rapidly approaching, we’ve put together a list of items that managers should be sure to review. To get started, view the online help about annual procedures and your school’s policies and procedures guide.



Depending on your school’s setup, you’ll need to complete various steps to close out the current academic year and prepare for the upcoming one.



These may include:

• Create or review upcoming school years and terms to prepare for new, incoming students. You’ll need these before you can create courses, activities, advisories, and dorms.
• Publish upcoming years and terms. Then, if necessary, hide any past years that users should no longer access.
• Create sessions and dates for athletics.
• Add and update users.
• Review and update role memberships.
• Update faculty members. If you withdraw an employee, remember to also withdraw them from their groups. Otherwise, they’ll retain their access to the group as a past employee.
• Update students. This includes graduating, promoting, withdrawing, and repeating current students.
• Either roll over data to the next year or import data into the next year. Do not use both rollovers and imports; that would duplicate data.
• Edit the upcoming school year to become the current year.
• Enroll incoming students as current students by reclassifying them.
• Review the content throughout your school website and the community to ensure that it is up to date. This may also include updating forms and your school’s privacy policy.
• Update group page settings and access for academics, activities, advisories, athletics, and dorms.
• Review your admissions settings and candidates. You may need to determine which entering years appear as options on inquiry forms, designate the upcoming admissions year as the current year, enroll accepted candidates, update role membership to the incoming student or student roles, deactivate candidates who aren’t enrolling, and update their role membership to be past candidates.
• Review existing authorizations for the “legacy” ON API. You’ll also grant and revoke access for users who manage the integrations, regenerate tokens, and use the updated tokens (keys and secrets).
• Review the existing keys and certificates for your single sign on (SSO). The exact steps will vary based on whether you use Microsoft Azure AD, SAML 2.0, ADFA Metadata, Google G Suite, or Okta. Ensure they won’t expire during the upcoming academic year.
• Handle updates for any integrations. For example, you might set emergency contacts for new students if you use an integration to send automated text messages or phone calls.

Your school will likely have additional annual procedures specific to your school. For example, you might update locker assignments or collect feedback surveys.



Don't forget that platform managers can access online help about annual procedures from the Tasks section of their Home page in Core.



Thanks for reading this week, we hope this information helps! Good luck and happy end of the school year!