This article includes a list of tasks that we both require and also recommend, ensuring your system is ready to be closed for the end of the school year and ready for use for the new school year.
YEP Prep Checklist
For a successful closing of the school year, and start of the new school year, we highly recommend using this checklist to prepare for your YEP and make sure your system is ready for the start of the new school year.
** = Required/Highly recommended
**Your Year End Process should be done with the assistance of an EduTrak Support Technician. To schedule an appointment, please click this link.
Pre- YEP
- Zero out family accounts
For family accounts with one graduating student remaining, collect money if needed or refund if possible. Since these accounts will no longer have any enrolled students for the next school year, you want zero them out and leave them empty in order for them to get deleted during the YEP. This helps clear your system of outdated data.
- ** Download & save Free and Reduced Reports from the Admin site for the current school year. Save 1 copy of each Report available (these reports are not easily accessible after YEP and are often needed when reviewing FR information for previous years.) You will only need to save the free and reduced reports on the Admin Site. The food service reports found on the Lunch Cashier System (LCS) under the Reports tab will be automatically saved for you, as part of the Year End Process.
- Notify EduTrak via a support ticket when your Free and Reduced Online Application (if you use it) should be turned on/off for the new school year.
Before YEP Appointment:
- **Note what date SIS will complete their Year Roll over
- Gather Edutrak admin users contact info for the school year- send to Edutrak
- Disable browser extensions if applicable
- **Turn off the Anti-Virus on the computer where YEP will be completed
- Download TeamViewer for YEP appointment
Post YEP
- **Update your Master Data and update expiration date for students with existing benefits. This is done after July 1st. We will send an email with specific instructions about how this is done. Please follow the instructions carefully, or reach out to our support team for assistance with this. If you do update it yourself, feel free to put in a support ticket when you are done and we will check it over for you.
If you use our Free and Reduced Module, this must be done before you enter new Free and Reduced information for the new school year.
- **Verify the Expiration Date is the 31st operating day of the upcoming school year. If you find that it is not correct, please notify support via a ticket.
- Update Low balance notifications
- Update “Manage Users”
- Update Menu Prices
- Update Meal Defaults, if necessary
- Undelete returning families
- Before the first day of serving, test run your point-of-sale, make sure all settings are correct