Knowledge Base

Article 10150563

What do I need to do to get my Renaissance web-based program(s) ready for the new school year?


Product: Renaissance, Renaissance Accelerated Math, Renaissance Accelerated Reader, Renaissance English in a Flash, Renaissance MathFacts in a Flash, Renaissance Star Early Literacy, Renaissance Star Math, Renaissance Star Reading

Platform: Macintosh, Windows

Last Updated: 7/19/2019


Issue:

What do I need to do to get my Renaissance web-based program(s) ready for the next school year?

Resolution:

Attention, Custom Data Integration (CDI) users:

If you have arranged for this service, our Technical Service Consultants have set up CDI to automatically link your student information system (SIS) data to your Renaissance database. Contact a consultant to set up CDI for the new school year, or to discuss how to set up your Renaissance database for summer school. Do not follow the steps in this article since most of them are not necessary.

Table of Contents

Click a link to jump to the section you are looking for.

Tips for Summer School

Step 1: Setting the Dates for the New School Year

Step 2: Setting up Marking Periods and Days Off

Step 3: Setting up Reporting Periods for Renaissance Consolidated Reports

Step 4: Adding New Teachers

Step 5: Enrolling Students

Step 6: Adding New Students

Step 7: Setting up your New Classes

Step 8: Inactivating Students

Step 9: Enrolling Students and Assigning Personnel

Step 10: Application Specific Information

To View Records from a Previous School Year

Tips for Summer School

Check KB article #7901571 for recommendations on using the software during summer school.

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When summer school is over and you are preparing for the new school year, there are a few tasks you will need to complete.

Step 1: Setting the Dates for the New School Year

  1. After logging in to Renaissance as a district user, click the School Years tile on the Home page.
  2. On the School Years page, click on "Add School Year."
  3. On the Add School Year page, click in the fields to enter the school year start date and end date. The dates for the new school year cannot overlap the dates for any of the existing school years.
  4. Click the [Add] button.
  5. When the new school year begins, it will automatically become the current school year and the year that all users are working in automatically when they log in. This will also automatically promote all students to the next grade level. If any students will not be moving ahead to the next grade, you will need to manually edit these students and set their grade back by one. Note this will also impact the students' grades in previous school years. For example, if a second grader is being held back and you are editing the grade back to 2, if you choose to work in the previous school year they will appear to be a first grader.

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The remaining steps can be completed now or at a later time. If your new school year has not started yet and you wish to continue with school year setup, you will need to choose to "Work in a Different School Year" from the School Years page and select 2018-2019.

Step 2: Setting up Marking Periods and Days Off

  1. Marking periods are used for setting goals in Renaissance Accelerated Reader and Renaissance Accelerated Math, and also when running reports. You can copy marking periods from a previous school year, however this link is only available if you have not copied marking periods before for this school year and if there are marking periods available for the selected school(s) from the previous school year. Marking periods can also be manually added for one or more schools using the "Add/Edit Marking Periods" link on the School Years page. Note: If you will be copying classes from a previous school year (Step 7) marking periods will also be copied at that time and you should skip this step.
  2. Days off are taken into account in some of the report calculations. They are also used in the AR Reading Practice Goals Record Book when the software calculates a point goal based on a student's Star Reading GE score and amount of Daily Reading Time. Review your school year start and end dates, and add days off that include any week days when your schools are not in session. Days off can also be copied from the previous year and dates will be adjusted as needed.

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Step 3: Setting up Reporting Periods for Renaissance Consolidated Reports

District Administrators and School Administrators can add reporting periods that are used for all Renaissance Consolidated reports. Each reporting period that is added will be available to every teacher, staff member, and administrator that uses the Renaissance software on this site, after the next data consolidation. To add new reporting periods:

  1. After logging in to Renaissance as an admin user, click the Consolidated Reports tile.
  2. On the Consolidated Reports page, click on "View Reporting Periods." 
  3. On the Reporting Periods page, click on "Add Reporting Period." 
  4. On the Add Reporting Period page, click in the fields to enter the reporting period name (Description), the short name (displayed on reports), the start date, and the end date. 
  5. Click the [Save] button.
  6. You should consider removing your reporting periods for previous years, since data will only be gathered for students with current enrollments.

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Step 4: Adding New Teachers

Manually add your new teachers by following these steps:

  1. Click the Users tile on the Home page.
  2. Click "Add School Personnel".
  3. Enter the information for the person you are adding. Information marked with an asterisk is required; other information is not. First and last names are limited to 35 characters.
  4. If you want to add more teachers, click [Save and Add] and add the next person's information. If you want to add only this person, click [Save].

OR

Use the Renaissance import feature to import a flat file (.TXT, .CSV, .XLS, and .XLSX) containing personnel information into your Renaissance site. See KB article #5508275 or the Renaissance software manual for more information on this option.

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Step 5: Enrolling Students Coming from Another School

If you have new students and they used the same Renaissance site at their old school, they are already in the software. You'll just need to enroll them in your school. Click HERE for step-by-step instructions.

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Step 6: Adding New Students

If you have new students that are not coming from another school on your same Renaissance site (or you are at the only school on your site), add your new students using one of these methods:

  • Manually add new students. Click HERE for step-by-step instructions.
  • Use the Renaissance import feature to import a flat file (.TXT, .CSV, .XLS, and .XLSX) containing student information into your Renaissance site. See KB article #5508275 for more information on setting up your text file.
  • This is also the ideal time to check for duplicate student user accounts and merge them together as necessary. Please compare potential duplicates carefully because there is not an option to demerge students.

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Step 7: Setting up your New Classes

Although courses carry over from year to year, classes are unique to each school year. If you don't set up your new classes and assign students and teachers to those classes, your students and teachers will not have access to any tasks in Renaissance when you move ahead to the new school year. There are several ways to create new classes

  • Copy classes from the previous school year. If your class names stay the same from year to year, this option will save time. You will also have the option to copy classes and teachers or copy classes, teachers and student enrollments. Click HERE for step-by-step instructions on copying classes from a previous year.
  • Manually create new classes. If you create new classes and are assigning teachers to their classes now, be sure to set the roles based on which programs they will be using. Click HERE for step-by-step instructions on adding new classes.
  • Use the Renaissance import feature to import a flat file (.TXT, .CSV, .XLS, and .XLSX) containing class information into your Renaissance site. If you include student and personnel information in the file, you can add/enroll students and add/assign personnel at the same time. See KB article #5508275 or the Renaissance software manual for more information on this option.

Note: Accelerated Math teachers must assign an objective list to their new classes before assignments can be printed.

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Step 8: Inactivating/Unenrolling Students

If students are leaving your school but they will be using the same Renaissance site at their new school, do not delete them! You may unenroll them from your school, but keep in mind if students are first unenrolled from their old school before they are enrolled at their new school, they will be automatically unenrolled from all classes at their old school. This will impact whether their data appears on reports. See the last section of this article on viewing records from a previous year. Click HERE for step-by-step instructions on unenrolling students that are no longer attending your school.

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Step 9: Enrolling Students in Classes and Assigning Personnel

If you have already enrolled students and assigned teachers to classes for the new school year, you may not need to complete this step.  On the Courses and Classes page, you can see if there are any Incomplete classes in any of your courses.  Incomplete classes may not have students enrolled or teachers assigned and would need to be manually edited.

Enroll the students into each of their classes, then assign the appropriate teachers as needed, making sure to set the roles based on which programs they will be using. To prevent students from using capacity in programs that were not purchased for them to use, only assign products you want the students to have access to. Click HERE for step-by-step instructions.

TIP: Before students can use an application, they must be enrolled in a class that has a lead teacher assigned for that Renaissance program.

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Step 10: Application Specific Information

For Accelerated Reader users:

Adjustments to Individual Student Settings, for example, the Book Levels and Interest Levels students are allowed to quiz on, remain with the students from one year to the next. Teachers should review the settings to be sure they are set appropriately for their students' current grade and reading level.

If you use the Accelerated Reader Date and Time Restriction preference to restrict student quizzing before and after specified dates, you should edit this preference for each school and set your new school year dates. Click HERE for step-by-step instructions.

For Star users:

If you are using Renaissance Star Math or Renaissance Star Reading, keep in mind the Student Settings (Math Instructional Level, Estimated IRL, and Extended Question Time Limit) carry over from whatever was set for students in their previous classes. Let your teachers know to check these settings to be sure they are set appropriately for their students.

If you are using one or more Star programs, you'll want to review your screening dates for the new year and adjust them as needed.

  1. Log in to Renaissance and click on the first Star program tile (or the first Assessments tile if you use Renaissance Star 360).
  2. Click on "Screening, Progress Monitoring & Intervention", then "View Screening Dates".
  3. Review the screening dates.  If you need to adjust the dates, you can do that for each school individually or you can choose All Schools from the drop-down menu and set them all at the same time.  Be sure to click [Save] if you make any changes.
  4. Repeat these steps for your other Star programs, with the exceptions of Renaissance Star Custom and Renaissance Star Spanish.

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To View Records from a Previous School Year:

In most Renaissance programs, records are not dependent on the active school year. An Accelerated Reader teacher can view all quizzes taken by current students, including those from other schools and previous years. Renaissance English in a Flash teachers can view all previous work completed by their current students. Star teachers can view test results from previous classes/school years if the "View Student's Historical Star Assessments" capability is added to their assigned capabilities. In all of these programs, customize your reports and set the start date to include data from a previous year.

If an old Accelerated Math class was using the same objectives as the current class, the current Accelerated Math teacher can view a student's previous status (e.g., Intervene, Mastered, Reviewed, etc.) on objectives in the Assignment Book. The student's previous work will not be included on reports generated for the current school year. To include work from other years on Accelerated Math reports, the students must still be enrolled in the old classes, and the classes must have a teacher assigned with lead roles for Accelerated Math. You must log in as a district or school user, or the previous teacher, then choose one of the following: 

  • To report on data at the student level (for example, if you are running a Student Record report for one student), customize your reports and set the reporting period dates to include the dates for which you want data.
  • To report on data at the school or class level, choose to Work in a Different School Year on the School Years page selecting the year for which you want data.

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Keywords: 10150563, school, year, ZKBClientServer; ZKBSchoolYear, RenaissancePlacePlatform

Renaissance, Renaissance Accelerated Math, Renaissance Accelerated Reader, Renaissance English in a Flash, Renaissance MathFacts in a Flash, Renaissance Star Early Literacy, Renaissance Star Math, Renaissance Star Reading are trademarks of Renaissance Learning, Inc. and its subsidiaries, registered, common law, or pending registration in the United States and other countries.

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