Summer’s almost here! Will your district be offering summer school this year, like so many others? On behalf of the entire team here at Aeries, we’re here to offer some tips and insight into why building your 2022 Summer School in the current school year database is the best way to go.
Some of the benefits may make sense, but others may actually come as a surprise. Let’s dive into the perks of setting up summer school in the current year.
Data Reporting & Analytics Made Easy Throughout the Year
First, setting up summer school in the current year allows for easy data reporting/analytics across the full academic year. This is partly because the data for summer school courses is housed in the same database as the data for the regular school year, making it more straightforward to run reports and analyze data.
Setting up summer school in the current year also allows multiple schools to be easily fed into one summer school program. This is extra helpful for districts who offer summer school across several different campuses.
Save Your Counselors and Data Technicians Time
Course requests for summer can also be gathered and compiled at the same time and on the same screen as course requests for next year, which saves time for counselors and data technicians (we know they’re busy!). You also have the flexibility to set up transcripts to reflect summer school courses either being taken in the current school year or the next school year, while still just working in a single-year at a time.
Avoid Additional Configuration
Another benefit of setting up summer school in the current year is that integrations and vendors can remain connected during summer school, without any additional configuration. Automated integrations like Google can only point to a single year/database. If summer school were set up in a separate database from the regular school year, integrations and vendors would need to be reconfigured to work with the new database manually. However, with summer school set up in the current year database, integrations and vendors will continue to work as normal during summer school.
Portal Access, Simplified
Setting up summer school in the current year also makes things simpler for managing portal access. For example, Parent and Student Portal access does not need to be redirected when summer school is built in the current school year database.
And of course, there are those reasons why using a separate database when setting up summer school is quite less than ideal:
New Year Rollover is more difficult when summer school is not housed in the current academic year database. This is because new summer school data is automatically associated with the student record and does not require copying to another database(s). This can save time and avoid potential data discrepancies.
Having summer school in a separate database can also often lead to duplicate student records, which can cause data discrepancies. This is generally because of the added complexity of managing the process across databases, leading to confusion, mistakes, and inaccuracies in data.
Setting up summer school in the current year database truly is the best practice for a number of reasons. It allows for easier reporting, makes it easier for integrations and vendors to keep working, and is more convenient for your end users. If your district is planning to offer summer school this year, be sure to set it up in the current year database and don’t hesitate to reach out to Aeries if you need help! Want to learn more about the benefits? Be sure to sign up for our Summer School Setup & Management Webinar on March 24th.