Processing Summer Roll Ups

The Summer Roll Up process is a series of activities that must be completed in IRIS ParentMail at the start of every academic year.

If you have changed Management Information System (MIS) since your last Summer Roll Up, to ensure there are no duplicates and to reset existing data, contact our Support Team using Live Chat or log a support ticket (a Service Cloud account is required).

Summer Roll Up ensures:

• School leavers are removed
• Students are moved to the required year group and classes
• New students are added

Your IRIS ParentMail administrator should complete the Summer Roll Up process.

Prerequisites

Before completing the Summer Roll Up process, ensure the following prerequisites are met in the order described below.

IRIS ParentMail Administrator Permissions

To access the Summer Roll Up Wizard, you must have Manage Users and MIS Integration permissions:

1. Go to Users > List.

   

2. Use Search to locate and select the relevant user who is completing the Summer Roll Up.
3. Select Actions then Permissions.

   

4. Select Show for Manage Users, then select Grant for all the permissions.

   

5. Select Show for Manage Settings, then select Grant for MIS Integration.

   

6. Click Save to confirm the settings.

   

Add Pre-Admissions Data to IRIS ParentMail

You must manually import your pre-admissions data or add them from your MIS.

We recommend you add pre-admissions to ensure that any Cashless Catering accounts can be linked and persons have the opportunity to register and download the app before September.

Move Leavers into a Leavers Group

We recommend moving students who are leaving your organisation into a "Leavers" group if you need to retain their details in IRIS ParentMail, for example, to chase up outstanding payments, send final communications, and so on. This ensures new students are not merged into the group.

When this group is no longer required, you can remove the data for the group.

Does Your Organisation Use IRIS PlusPay?

If your organisation uses IRIS PlusPay for Registers or Cashless Catering, additional steps are required. Go to Manage Registers and Link Cashless Accounts to Till Systems.

Update Student Data in Your MIS

Whether or not you synchronise your MIS data with IRIS ParentMail, you must add any new student data, remove leavers data, and move students into the classes and registration groups for the upcoming academic year in your MIS first.

If IRIS ParentMail is connected to your MIS, complete the Summer Roll Up wizard, else when you have updated your MIS data, download the new data.

Alternatively, create an import file (.CSV) containing the updated student details. Your import file must be comma-separated and structured as follows:

StudentForename,StudentSurname,StudentID,Year,Reg,DOB,Gender,Relationship,Title,ContactForename,ContactSurname,ContactID,PrimaryEmail,MobileNumber,HouseName,HouseNumber,Street,District,Town,County,Postcode,Priority

Import your Updated Data into IRIS ParentMail

You must import the downloaded MIS data or updated user details you have created manually into IRIS ParentMail — go to Importing Data.

Run the Summer Roll Up Wizard

If you have changed your MIS since last summer, do not attempt to import data as this duplicates data. Contact our support team using Live Chat or log a support ticket (a Service Cloud account is required).

To start the Summer Roll Up wizard, do the following:

Unless explicitly stated , this procedure is the same whether or not IRIS ParentMail is connected to an MIS.

1. Go to Overview.
2. From the Summer Roll Up Alert in Your Alerts, select Start Roll Up Here.

   If you exit the Summer Roll Up Wizard for whatever reason, you can return to the wizard by selecting Continue Roll Up from the Summer Roll Up Alert.

   

   If the Summer Roll Up wizard has been started by another administrator, the person responsible for your IRIS ParentMail can select Take over Roll Up to access the wizard. A warning message is displayed with the details of the administrator who started the process. You must ensure the administrator is not completing any actions before taking over.

3. If you have completed the summer rollover in your MIS, select Yes - Proceed & disable MIS Link.

   If you have not completed roll up of your MIS data or want to do a manual update, select Exit & Resume Later to exit the wizard.

   

   The MIS link is turned off to ensure that no further changes are made to IRIS ParentMail data before the Summer Roll Up wizard has completed.

4. To remove students who have left, select Remove Leavers.

   If such student data has already been removed, select Skip/I have already removed leavers.

   

5. If your IRIS ParentMail is not connected to an MIS, skip this step.

   Select Enable Autolink/MIS Link.

   

6. If your IRIS ParentMail is connected to an MIS, skip this step.

   If you have not moved students into a new year group or class yet, select Promote Students, else select I have already promoted.

7. If your organisation makes use of the IRIS ParentMail Registers feature, the Registers step is displayed. Select Yes to update your registers, else select No.
8. If your organisation makes use of the Cashless Catering feature, the Cashless step is displayed. Select Yes to link accounts, else select No.
9. Select Finish to close the Summer Roll Up Wizard.