Hello all,
currently I am tasked with migrating our schools data to gibbon as it promises to be one of the solutions with the most features for this task. I set up school years/terms, imported students and sorted them in groups/courses/classes an managed to set up the past year (to get the gist of it) quite well.
Now I would like to get to the rollover so someone other than me can work with our gibbon. I would love some input on rollover workflows. The dialog in admin>useradmin>rollover is very tedious to do and logs me out before I can verify all students status, yeargroup and formgroup.
Under admin>sysadmin>import from file there is one option “DataStruxture-studentEnrolmen”, that looked promising but didnt work for me.
appreciate your input
Hi @Unlearned2348
The Rollover and Import from File → Data Structure - Student Enrolment are generally used for different purposes, so you shouldn’t normally need to use both.
The rollover page is designed to show you exactly what it is is going to do before you click Proceed (re-enrol existing students, enrol new students, set graduating students to Left, etc.). Once your school structure is configured correctly, it should mostly be a matter of reviewing the actions and proceeding.
Before running the rollover, I’d make sure the new school year is fully prepared:
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Home > School Admin > Manage Form Groups → Copy All To Next Year
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Then edit each form group and set its Next Form Group so Gibbon knows where students should progress.
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If you’re carrying courses/classes forward, go to Home > Timetable Admin > Manage Courses & Classes → Copy All To Next Year as well.
If the rollover says something like “Year groups or form groups are not properly set up, so you cannot proceed with this section,” that’s usually an indication that the year groups/form groups (or their progression) haven’t been fully configured for the new school year.
The Student Enrolment import is mainly intended when you’re importing enrolment data from another system or making bulk enrolment changes. It isn’t normally part of the annual rollover workflow.
Regarding the session timing out, that sounds like a separate issue. If you have a lot of students, you shouldn’t need to verify every individual student on the rollover page. Once the year groups, form groups, and next form groups are configured correctly, the rollover is intended to handle the progression automatically. If your session is expiring before you can review the page, you may want to increase the PHP/session timeout on your server while performing the rollover.
Hopefully that helps. If you’re still having trouble, could you let us know:
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Which version of Gibbon you’re running?
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Whether this is your first rollover in Gibbon?
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Exactly where in the process the timeout occurs (loading the page, reviewing it, or after clicking Proceed)?