Schoolzilla

How do I set user permissions over the summer and how do data display?

As a Schoolzilla Administrator, you can control which rosters of students your users can view based on the school year that just completed and pre-populated enrollments for the upcoming year.  This includes the school level permissions that a School Leader user has and the student-course level permissions that a Teacher user has.  For additional information about what end users will experience (from their perspective), please see here.

Roster visibility is defined by the following dates.  You can make adjustments to any date by making a request to Schoolzilla Support. Each of these date settings must be assigned at the district/organization level and are not school specific.

Schoolzilla Parameter Description Default Values
Roster Freeze Date This is the date that the rosters in Schoolzilla will reflect after the school year finishes. For example, June 4, 2022. During the school year this value reflects today's date. The default for this value is the last day of your first closing school site.
Roster Freeze Start Date This is the date that the roster freezing is set to start. For example, June 4, 2022. During the school year, this date setting is off and rosters reflect as of today's date.    The default for this value is the last day of your first closing school site.
Roster Freeze End Date

This is the date that the roster freezing is set to turn off and set rosters to reflect today's date.  For example, Sept 7, 2022.  During the school year, this date setting is off and rosters reflect as of today's date.

This date also directs Schoolzilla dashboards to show the new school year as active.

The default for this value is the first day of the new school year of your first opening school.
Roster Roll Over Window

This is the number of days ahead of the first day of school that you would like your rosters to roll forward to reflect the upcoming school year rosters (for example, 14 days).

This value does not impact the Roster Freeze End Date, which impacts which school year the Schoolzilla dashboards reflect as current.

The default for this value is 14 days (2 weeks) before the first day of your first opening school.

 

If you customize the value, your customized value will be used in all future years.

Here is an example of how these settings may be used.  Imagine that your high school has their last day of school on 6/3/22 and your elementary and middle schools end on 6/4/22. The first day of school for all schools for 2022-23 is 9/7/22. All new teachers will start on 8/16/22 and all returning teachers will start on 8/23/22.

child holding yellow star and child holding green star

Your Roster Freeze Date and Roster Freeze Start Date are both set to your last day of the high school, 6/3/2022, because it is the first closing school.  On 6/4/2022, users will be linked to students as though it were still 6/3/2022 and reflect whatever enrollments students had on that date.

You choose to update the Roster Freeze Date to be 5/28/22 to capture any students that might have exited early.

14 days before first day of school

Your Roster Roll Over Window is set to 14 days by default.  That means that 2 weeks before the first day of school, users will stop seeing students they served last year and will start seeing students they will serve in the upcoming year.  This is dependent on course enrollments being pre-populated in your SIS.

You can choose to update the Roster Roll Over Window to 21 days (to 8/17/22) to support a PD event that you have on 8/19/22. If you update the roll over window, your customization will be used in future years unless you request to change back to the 14 day default.

New teacher accounts will be created after the Roster Roll Over Window is triggered if the teachers are populated in the SIS with course enrollments.

Chronic Absence example

Your Roster Freeze End Date is set to the first day of school for the first opening school in your district, 9/7/22.  This will trigger Schoolzilla to recognize the new school year as the current one and all trend lines will update to reflect the current year and one previous.  Similarly, Metric Zoom will now reflect the current year and up to four previous.

Data will start populating for metrics after the first day of school has occurred. Some data types may start updating immediately (ex: attendance), while others may not (ex: grades or benchmark exams will not update until new data are entered).

For additional information about what end users will experience (from their perspective), please see here.

FAQ

Will data for the school year that just finished continue to update on the Schoolzilla dashboards?

Yes! Nightly refreshes of data will continue throughout the end of the year and summer to ensure metrics are accurate, late added grades are reflected and any corrections made in your systems are reflected.

Which data are available during the two week period before school starts?

The data on your Schoolzilla dashboards will continue to reflect the school year that just completed.  This includes the Enrollment metric, which will reflect current enrollment as of the end of the year that just completed.  Your access to students will change to allow you to view last year's data for your rising students, but no forward projections are available.

What are these dates currently set to?

In the table above, you can read how we determine the default dates for these parameters based on the school calendar information we receive from your SIS.  Over the summer, we regularly refresh these values to capture changes after you do your new year rollover.  If you would like to know the exact dates in place, please reach out to Support.

What do new teaching staff see?

If you have new staff members with email addresses populated in the SIS and course enrollments are already populated, user accounts will automatically get created and the user would be able to log in and view their incoming students two weeks before the start of the school year, based on the Roster Roll Over Window setting.

How are summer school data reflected?

Unfortunately, we can't set the roster information to show rosters for the school year that just completed as well as summer school; only one set of rosters is possible.  If you would like to discuss possible options for viewing Summer School data, please reach out to Support.