Closing allows a campus to tidy their data collected over the course of a year/term. The various processes available are not required. However, they help remove and archive non-relevant data from the various screens and reports in TIPWeb-IM. This allows less filtering and sorting through old student/teacher distributions and students/teacher whom are no longer on your campus. A Last Run Date is displayed for each of the Student Closing and Teacher Closing categories listed. This date indicates the last time the respective process and/or part of the process was completed.
BEST PRACTICE: Closing processes cannot be undone. Only use the processes that fit your campus' current policies.
Questions? Contact your district instructional materials coordinator or the Hayes Software Systems Customer Support team at 800-495-5993.
Change Student Distributions to Lost - allows the selection of a portion or of all student distributions and change them from DIST to LOST (options to change the student distributions are by Date, Title, and Grade)
Print form letters for students who failed to return their distributions by the established deadline in order to help collection efforts
Remove/Archive Book History - Students - allows the removal of student collected and reconciled transaction book history data and send it to the archives (since the last time this process was run)
By removing and archiving collected records (CLTD) from student accounts, receipts only reflect current distribution obligations (making the receipt as succinct as possible)
By removing and archiving reconciled records (PAID/PRTL and LOST statuses already reconciled with the district) from student accounts, this receipts only reflect current distribution obligations (making the receipt as succinct as possible)
Remove/Archive Cleared Students - allows the removal of cleared student accounts (cleared means there are no materials assigned, in any status, to the student) and sends it to the archives (since the last time this process was run)
By removing and archiving cleared or empty student accounts, this allows the next import to only bring in currently enrolled students (students whom are no longer on the campus now only exist in the archives)
Change Teacher Distributions to Lost - allows the selection of a portion or of all teacher distributions and change them from DIST to LOST (options to change the teacher distributions are by Date and Title)
Print teacher receipts for teachers who failed to return their distributions by the established deadline in order to help collection efforts
Remove/Archive Book History - Teachers - allows the removal of teacher transaction book history data and send it to the archives (removes and archives data accumulated since the last time this process was run)
By removing and archiving collected records (CLTD) and transferred records (XFER) from teacher accounts, receipts only reflect current distribution obligations (making the receipt as succinct as possible)
Remove/Archive Cleared Teachers - allows the removal of cleared teacher accounts (cleared means there are no materials assigned to the teacher, in any status) and sends it to the archives (removes and archives data accumulated since the last time this process was run)
By removing and archiving cleared or empty teacher accounts, this allows the next import to only bring in currently enrolled teachers (teachers whom are no longer on the campus now only exist in the archives)