Archive additional information at End-of-Year Rollover

During the end-of-year rollover process, Aspen writes current data to the Student Context Attributes and Staff Context Attributes system tables, as described below.

Student fields written to the Student Context Attributes system table during the End-of-Year Rollover:

  • Calendar
  • Enrollment status
  • Grade Level
  • Homeroom
  • Homeroom teacher
  • Locker
  • Year of graduation

Staff fields written to the Staff Context Attributes system table during the Staff End-of-Year Rollover:

  • Calendar ID
  • Department
  • Homeroom
  • Status
  • Type

Note: To be archived, these fields must have values for the current school year.

You can archive additional student and staff data so that it is accessible for later use.

To archive additional student and staff data:

  1. Log on to the District (Root Organization) view.
  2. Select District > Setup > Preferences. The General preferences page appears.

  1. Click the Advanced sub-tab.
  2. At Fields to copy from Student to Student Attributes, enter the OIDs or aliases of the fields on the Student table you want to copy to the Student Context Attributes table as historical data. Use commas to separate the fields.
  3. At Fields to copy from Staff to Staff Attributes, enter the OIDs or aliases of the fields on the Staff table you want to copy to the Staff Context Attributes table as historical data. Use commas to separate the fields.

The archived data is stored to the blob value fields on the Student Context Attributes and Staff Context Attributes system tables after the End-of-Year Rollover wizard is run.

Note: These steps create one Student Context Attributes record per student per year, and one Staff Context Attributes record per staff member per year. However, if the End-of-Year Rollover is run more than once, multiple records will be created for the school year.

View the archived data in the District (Root Organization) view, Global > All > select Student Context Attributes or Staff Context Attributes > Audit Records. Expand the default field set to include the fields.

Note: Inactive records for withdrawn students are not included in the End-of-Year Rollover, so that data does not get archived. Consider writing this data from the Student records to the Student Enrollment Withdrawal records.