School Year Rollover Process and Best Practices

By following the steps below, you will be opening the next school session in Blackbaud’s Tuition Management. This will allow you to prepare your school account for the upcoming school session and allow your payers to begin enrolling. By rolling over the current school year, you will be copying the existing school settings, accounting settings, billing items and family accounts over into the next school session.

Warning: Any changes made in the current year will not automatically update in the new school year after it has rolled over. For example: if a payer changes something on their account in the year prior it won’t update in the new year.

To start the process, navigate over to Settings and then Manage School Years. From here, you’ll want to create a new school year, which will confirm that the rollover is going to be setting your school up for the next available year. There’s also a View log option which will show you details about who created previous rollovers, what year they were for, and when it was completed.

Before getting started with your School Year Rollover, here are some commonly asked questions and tips that can help streamline the process.

  • Once the rollover process has been confirmed, it will take some time to finish. At this point, you can safely navigate away from this page as the process completes in the background.

  • The rollover process can only be run for one school at a time.

  • Once the school year rollover process has been completed, it can’t be reversed so ensure that you are prepared before confirming.

  • Any new fees, school settings, or discounts created in the current year will not be carried over into the new year. Once the school year is rolled over, all updates will need to be made in both school years.

  • After rolling over the new school year and confirming the settings are correct, you will want to ensure that your families enroll into the new school year. To update the Default Enrollment Session, navigate to Settings, Manage School Settings, Online enrollment and update the Default Enrollment Session to the new school year.

    Note: If you are still enrolling in the current school year, this can be changed at a later date.

  • Once the school year rollover is complete and families are enrolled in the new school year, you can use balance rollover to move account balances forward into the new year so payments can be collected in the new payment cycle.

  1. What should you do to prepare for rollover? Before starting the rollover process, ensure all fees, discounts, payment plans, payment methods, and due dates are selected.

  2. What should I do about my Financial edge settings? If you are using Financial Edge NXT, you will need to complete the authorization in the new school session. To complete this action, navigate to the Set Financial Edge Settings and select Connect to FE NXT.

  3. Will my fees, discounts, payment plans, and payment methods roll over? Yes

  4. Why does the family ID change every year for roll over? The family ID changes each year as the 2 digits listed after your 5 digit school code indicate the school session that the family is currently enrolled in.