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
**We highly recommend doing the Year End Process with a EduTrak Technician. To schedule an apointment, 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 This helps clear your system of outdated data.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 District site for the current school year. Saving 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)
- Notify Edutrak via a support ticket when Free and Reduced Online Application 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 TV for YEP appointment
Post YEP
- **Update Master Data- Due July 1st
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
- Undelete returning families
- Before the first day of serving, test run your POS, make sure all settings are correct