Year End Processing - "Rollover"
The Year-End Processing utility is used for resetting the data files at the end of the 4-H year. This is done just before enrollments are added for the new year. Before proceeding with year-end, consider the following:
1. Print re-enrollment forms for the new year BEFORE doing year-end processing.
NOTE: If re-enrollment forms are printed after year-end processing, the age of each member will be incremented an additional year.
2. Make a complete data backup of the Youth Enrollment data files for historical purposes.
3. Make a historical data folder under Youth Enrollment. Copy all the data files from the current data folder to the historical data folder. This folder can be accessed from Youth Enrollment by changing the data path. This step is optional.
4. Delete any Inactive or Terminated members/leaders from the file. This option is optional and can be found under File Utilities.
The purpose of running this utility is to increment the grade, age, and year in 4-H of all members and leaders. The status of all members and leaders is also set to INACTIVE. As members and leaders are re-enrolled for the new year, this status field must be changed to Return. Those members and leaders who do not re-enroll remain Inactive in the file. The inactive members do not print on any of the 4-H reports and can be deleted as a mass group at any time. The category of Others and status of Alumni remain unchanged during year-end processing.
5. Go to Utility > Process Year End Data. Read all screens that pop up.
NOTE: If Year-End Processing does not finish cleanly, NEVER run it again without restoring the original data files. If Year-End Processing is run twice in a row, grade and age will be incremented twice.
Year-end processing also increments the Year in Project of all active member/leader project records. An option is given to set all projects Inactive or keep them Active.
Year-End Processing will delete all group volunteer records, group youth records, and training log records.
NOTE: If the file contains 'Inactive' records from the past year which are to be deleted from the file, be sure to delete these records before doing year-end processing. Year-end processing sets all records to 'Inactive'. Deleting 'Inactive' records after year-end processing has been completed will erase the entire member/leader file.
Additional steps that may be taken to set up the program for the new
enrollment year:
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Go to File\County Information. Change the 4-H Age Calculation Date to the current year. (Required.)
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Go to Preferences\Default Member Entry. Set the Activity/Award Year to the current year. (Required.)
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If you wish to clear the member project file before new and re-enrollments are added to the file, go to Utilities\File Utilities\Utilities\Delete Member Projects. This is optional. Your decision will depend on what is most efficient and practical for you and your office procedures.
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If you want all member projects set to Complete as false, go to Utilities\File Utilities\ Utilities\ Set Member Projects Complete to False. This is also an individual decision as to what is most effective for your program.