Overview
This guide outlines the key actions required for the annual Student Rollover from one Academic Year to the next, ensuring a smooth transition.
Action 1 — Confirm New Academic Year Start Date Confirm the start date with SEAtS. A new Academic Year (College Year) will be configured in advance. At the agreed cut-over date/time, the new Academic Year becomes live. Important: do not send new-year data before the agreed date — it will be recorded against the previous year.
Action 2 — Review Workflow Details
Review configured workflows and raise a support ticket if any workflow-related changes are required before rollover.
Resetting Workflows (Self-Service)
In the Home page filter builder, expand Wellbeing and select the workflow to reset. Apply the filter, click Edit Workflow Status, select the appropriate stage, set a next check date after the rollover, and save. Repeat for each workflow. This also closes any open CRM interventions linked to the reset workflow.
Closing Cases in Bulk
In the Cases Page, filter by the relevant date range and status (In Progress, Overdue, Not Started). Select all results and use Close Intervention. Repeat in pages of up to 200 if needed.
Data Import Guidelines
Include the college year name in Student and Timetable import file rows to associate data with the correct year. Refer to the SEAtS Data Interface Master Specification for full details.
Common Mistakes to Avoid
Sending data before the agreed rollover date. Not reviewing workflow details before rollover. Not including the college year name in import files. Not ensuring workflows are set to Enabled/Live before rollover.