End of Year Process

End of Year Process in Frog

Users

New users will be created, and any users who have left the school will remain in Frog but will have had their ‘MIS link’ removed so an administrator can choose to remove them from the Frog platform later.

The reason that Frog will not automatically delete these users is because if any students or staff members were to leave; only to return at a later date, their account would still be in the platform, making it quick and easy to reinstate them with all their info and data intact. Also, were there to ever be a problem with the CES import and legitimate users weren't imported, they would have their accounts deleted which would cause problems.

What to check for to see if new users have been imported correctly:

• Identify one or more new users created as part of the AAY process in CES
• Open the Users application​​​​​​​​​​​​​​ in Frog
• Search for the username (or part of it) and verify it exists in Frog
• Verify the username is as expected
• Any users imported from CES correctly will have a tick in the MIS column.

Remove old users

It may be that the school is confident about removing some users immediately.

Steps for removing a small number of old users:

1. Log into the Frog platform as an administrator
2. Navigate to the Users application​​​​​​​
3. At this point you can either filter by Year group or Registration by selecting the column header to make this job easier
4. You could just search for the user using their name or username
5. Use the Select button to allow you to select multiple users
6. Once you have selected some users, select the Action cog and use the Archive option to remove the users.

It is possible to delete users in bulk using the CSV export/import functionality in Frog.

Note: Archiving a user will result in its removal from the platform. This action cannot be undone by a site Frog administrator. The administrator should be completely sure that they want to archive the user before proceeding. If a user is likely to return to the school, it is possible to make their account Inactive instead.  This prevents them from logging in or being assigned work but is easily reversible if the SifRef for the user remains the same in CES.

Groups

All classes, years, roll groups, houses and clubs in Frog are types of Group. These groups are created automatically through the CES synchronisation. You cannot control membership of any groups created and managed via the CES-Frog sync process from within Frog by using the Groups & policies application​​​​​​​. Frog calls these ‘MIS-linked’ groups.

MIS linked groups that carry over from one year to another will see their members update to the new membership.​​​​​​​

At the start of a new academic year, any existing class and roll groups that are no longer present in CES lose their connection to CES but will remain in Frog.

However, if new classes are created but class names are reused for the new year, old class groups will have the name prepended with last year’s academic year:

• e.g. - Y10/Sci will become 2020_Y10/Sci.

The way Frog determines this is that as part of the sync process, each group has a unique ID associated with it. When synchronising the groups, Frog applies the following rules:

• If the name and ID of a group in the sync data matches the name and ID of a group currently in Frog, then it is determined to be the same group. The membership is updated based on the info in the sync data
• If the ID matches, but the name doesn’t, then it is determined to be the same group, but with a name change. Frog updates the name and membership based in the info in the sync data
• If the name matches, but the ID doesn’t, Frog interprets this a new group but with the same name as an existing group. In order to avoid confusion, groups cannot have the same name in Frog, so the current group in Frog is unlinked, and renamed by prepending 2020_ to the name, and a new group is created with the duplicate name, and populated with the members from the sync data
• If neither the name, or ID matches any current groups in Frog, this is a new group and is created and populated using the info from the sync data.

What to check for with Groups:

• Check new groups have been created - Check with the site's data manager for the name of a few classes and verify they exist in Frog. Remember Frog updates from CES overnight so any changes in CES will not be reflected in Frog until the next day
• Check new groups are named correctly
• Check correct members have been assigned to new groups
• Delete old unlinked groups if required
  • Open Groups & policies
  • Search for last year’s groups, they should have 2020_ prefix (or similar) and the MIS column should be blank (no tick)
  • Use the Select button to multiply select the groups you want to delete
  • Use the Action cog to choose the Delete group option. 

Note: Deleting a group is a permanent change which cannot be undone.

Sites

When you have performed all your user and group checks and housekeeping within Frog, you need to ensure your Frog site permissions are in line with any changes that have been made. If you have shared a Frog site with a group or class in the previous year, it may be that this group has changed with the new academic year, so the Frog site may need to be shared again.

Best practice is to have a few spot checks using Frog sites where the required permissions are known, but give some coverage to possible scenarios. Such as:

• Where the group has the same name/ID - The Frog site will still be shared with that group

• Where the group has the same ID/different name - The Frog site will still be shared with that group, but the new name will be shown

• Where the group has the same name/different ID - The Frog site will still be shared with the *original* group, but that will have the 2020_ prefix added to its name

  • Note: The Frog site will *not* be shared with the newly created group with the same name. This is the most common case where manual intervention is needed to share the site with the new group

• Where the group had been unlinked from CES - The Frog site will still be shared with that group.

Any Frog sites created by teachers who have since left the school will not be deleted. If another user is taking over and needs to manage them, rather than sharing an Administrator user can change the ownership of these Frog sites via the Action cog in FrogDrive > Sites.

Assessment Cycles & Periods​​​​​​​​​​​​​​

Assignments and matrixes

When users are removed from the system, any marking for them in assignments will be archived as well.

Any matrixes from the old academic year should be downloaded before the AAY process in carried out in CES if a school wished to keep them (this can be done at any time during the year).

As an Admin, you can export all matrices as CSV files:

1. Open Assignment manager, and go to Matrixes
2. Use the View menu to View all matrixes
3. In the Action cog, select Export to CSV.

This can take some time, but you can continue to use Frog in a new tab.

Bulk closing old assignments

Within the Assignments tab in Assignment manager​​​​​​​, there is an option for teachers to bulk close all their old assignments. 

Cycles & periods

For Frog to know when your academic year starts and ends, you need to set dates. Matrixes cannot be used if the current date is not in an assessment cycle. To manage this:

1. Open System preferences​​​​​​​
2. Select Assessment cycles and targets
3. Select the Edit button
4. Select + Cycle
5. Give your cycle a name, e.g. 2020/2021 
6. Set an end date, e.g. 31/12/2021
7. If your preschool or school also uses Frog progress, you will need to expand the Cycle space and include dates for each term
8. Select Save.

Eportfolios

When an ePortfolio collection is created, it is not directly connected to any MIS linked group. However, when you edit a collection, to add new users, if the existing students are no longer in the original group, their ePortfolios will be converted to Frog sites and removed from the collection.​​​​​​​

Noticeboards

Any expired notices are still visible to those with Edit and manage rights should they need to be resurrected. There is an option in the Action cog of the notice board widget allowing you to Delete expired notices.​​​​​​​