Processes and Procedures
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      Data Rollover Pre-Checklist

      🧰 Pre-Checklist – Preparing for the DRM

      Before hosting or scheduling the DRM, complete this checklist to make sure you’re ready:

      ✅ 1. Review the District's Setup

      Make sure you understand:

      • Which SIS the district uses (e.g., PowerSchool, IC, Skyward)

      • Whether they sync data via File Upload or API Plugin

      • What products the school is using, Food Service, Affinety's activities and sports registrations, etc.

      • Whether they have Bridging Mode enabled or not. (Determines the need for the Student Assignment tool)

      👉 This info is usually on the District Maintenance page.

      ✅ 2. Understand the Sync Method

      • File-Based districts will be processing CSVs and often need to handle syncs manually.

      • API-Based districts (e.g., PowerSchool with SmartSchool plugins) are more automated.

      This changes where you go and what tools you’ll use in the DRM.

      ✅ 3. Check Last Year’s Data Rollover Timeline

      Look at their past tickets or notes to see:

      • When they did their rollover last year

      • Any known issues that came up

      • What tools/methods they used (e.g., plugins, manual syncs)

      ✅ 4. Coordinate with the SIS Lead & DataBridge Manager

      Reach out and confirm:

      • If they’ve already done the rollover in their SIS

      • If not, when they plan to do it

      • Whether they plan to make structural changes this year (e.g., new schools, new grade levels, etc.)

      • It may also be a good time to check the versions of the API plugins and update them ahead of time if needed. 

      ✅ 5. Gather Expected Enrollment Numbers 🎓

      Ask for expected enrollment counts:

      • By grade (especially for incoming K/6/9 students)

      • By site/building

      This gives you something to compare against when checking data accuracy during the DRM.This can also be done at the meeting, but knowing them ahead of time can save you time. 

      ✅ 6. Book the Meeting 🗓️

      Invite all relevant district stakeholders, and clearly state:

      • This is an annual meeting

      • Takes about 60–90 minutes

      • Ensures data integrity and proper automation

      Include an agenda if helpful:

      “We’ll walk through syncing your SIS data into SmartSchoolK12, verify the correct students are enrolled, and clean up accounts for graduates.”

      ✅ 7. Prep Your Tools

      Be logged into:

      • Admin Site

      • LCS1000

      • Google Share (if transferring plugins)

      • Any documentation folder

      Have handy:

      • Plugin Version Template (for PowerSchool sites)

      • Batch Editor Tool on LCS

      • Your own checklist or notepad to track issues

      🛠️ You're Ready for the DRM When:

      ✅ You’ve reviewed their sync method and SIS
      ✅ You’ve confirmed rollover timing
      ✅ You know what changes (if any) they’re making
      ✅ You’ve got enrollment targets
      ✅ You’ve invited the right people
      ✅ You’ve got your tools loaded

      Next step: Go run Step 3A (File-Based) or 3B (API-Based) depending on the district’s integration! Instructions can be found here -> Data Rollover Meeting Agenda