- Export the PDF progress reports and evidence packets you will need on record.
- Archive students who are leaving your caseload; their evidence is preserved.
- Transfer students to next year's teacher or case manager where the owner is known.
- Keep returning students active so their history continues unbroken.
- Do the cleanup before summer access changes, not after.
The end of a school year is a handoff, not a hard stop. Done well, your evidence is captured, students who are moving on are archived cleanly, and the staff picking up those students next year inherit a continuous history instead of a blank slate.
Export what you need on record
Before anything changes, generate the year-end artifacts you know you will reference: final PDF progress reports for IEP goals and evidence packets for any student whose data may come up over the summer. A downloaded PDF is yours regardless of what happens to plans or rosters afterward.
This is also a good moment to send a closing parent update where it fits, so families end the year seeing the same evidence the team used.
Archive students who are moving on
For students leaving your caseload, graduating, or moving schools, archive the record. Archiving clears them from your active dashboard while preserving the chart, logs, and evidence, so nothing is lost if their data is needed later.
Use Archive Student for year-end cleanup: it clears your active list while preserving every record you might need for a later records request. Avoid Delete Permanently during cleanup, because it erases the student and all their evidence irreversibly.
Transfer or keep returning students
Where you know next year's owner, transfer the student so the receiving teacher or case manager inherits the full chart and history. The new staff member continues logging from the last entry, and the evidence stays continuous across the year boundary.
For students staying with you, simply keep them active. There is no need to re-create anyone; an unbroken history is more useful than a fresh start, especially for multi-year IEP goals.
Time the cleanup right
Do your rollover before summer staffing and access changes take effect. If seats are freed or staff accounts change over the break, you want students already exported, archived, or transferred so no record is left without an owner.
On a School or District plan, coordinate the timing with your administrator. A short plan at the building level beats every teacher improvising in the last week of school.
Frequently asked questions
Do I have to delete last year's students?
No, and you should not. Archive students who are moving on. Archiving preserves their evidence while clearing your active list for the new year.
How does a multi-year IEP goal carry over?
Keep the student active or transfer them to the new owner. Either way the chart and history continue unbroken, which is exactly what a multi-year goal needs.
Should I export reports before summer?
Yes. Generate final progress reports and evidence packets before access changes. A downloaded PDF stays with you no matter what happens to rosters or plans.
Who handles rollover on a school plan?
Coordinate with your administrator. A building-level plan for archiving, transferring, and freeing seats avoids students being left without an owner over the break.