There are several tasks that are required to get your Student SupportTracker system ready for a new program year.

Here are the steps and support articles related to each one of them.

Add New Data Collection Periods

Add a new Reporting Year with your district's start and end dates; a matching Reporting Term and Registration Period will be automatically created.

• Managing Data Collection Periods

Edit the Newly Created Registration Period

Edit the newly created Registration Period to review which school sites this Registration Period applies to (typically all school sites) and select which Enrolled Programs you will track in this program year.

• Setting Up Registration Period Information

Update this Year’s Funders

Which funding sources will provide support for this program year? Edit each current Funder and in its Active Reporting Terms section, after switching to the newly created Reporting Term, indicate which school sites they are supporting this new program year. If a Funder is no longer providing support, do nothing with their record.

Add any new Funders as needed.

• How to Define Funders

Update this Year’s Partners

Which Partners will continue to work with your program in the new year? Edit each returning Partner and in its Active reporting terms section, after switching to the newly created Reporting Term, indicate which school sites they will be working with this new program year. If a Partner is no longer working with you, do nothing with their record.

Add new Partners as needed.

• How to Define Partners

Update Site Calendars

Add a new calendar listing all the days/dates services may be provided for all school sites. Note that selecting all days/dates assumes services can be provided to students experiencing homelessness on any day of the week all year long; if this is not the case, edit the days/dates accordingly and then apply them to the appropriate school sites.

• How to Add or Edit a Site Calendar

Update Services and/or Activities

Review your services and activities offered in the previous program year. Which ones will you provide again in the new year?

For those activities you will offer again, enter them into the appropriate school site Activities section. Note that many activities are set up in the Admin Site and can be shared with other sites, reducing set-up time by only having to set the activity up once.

For those services you will continue to provide, enter them into the appropriate school site Services section. Note that many services for students are set up in the Admin Site and can be shared with other sites, reducing setup time by only having to set the service up once.

• Activities and Services Sections Overview
• Creating Scheduled Activities
• Creating Unscheduled Activities
• Managing Services
• Editing and Deleting Activities and Sessions

Set Up Online Registration Forms (if applicable)

New registration forms must be set up for each new Reporting Term. If the form you will be using is very similar, let us know, and we will copy it to the new Reporting Term. After we have made the copy, you can then make any modifications needed for the new Reporting Term (e.g., changing deadline dates).

These articles can guide you if you are editing a copied form and/or creating a new form.

• Guide to Creating and Managing Registration Forms
• Registration Forms Overview
• Configuring the Registration Landing Page
• Creating a New Registration Form
• Editing the Registration Form and Default Fields
• Form Elements
• Form Custom Fields
• Registration Form Final Review and Preview