About the Rollover:
Q: What does the
Rollover do?
A: The
Rollover ends the processing of forms for the current year and prepares the
system to accept forms for the new school year. Current-year forms are archived
within the software, and an Audit is created which serves as an archive that
can be accessed from outside of the software.
Q: Will I still
be able to see those forms in the software?
A: Yes,
you can view forms from previous years in Admin by clicking on:
Administration > Previous Years Applications.
Q: Can I run
reports on those applications?
A: Reports
can be run for current and previous school years.
Starting
the Rollover:
Q: Do I still
need to schedule a Rollover in the Portal?
A: No,
you do not need to schedule a rollover appointment in the Portal. You can start
your system rollover when you are ready.
Q: When can I
start the Rollover?
A: Starting
on May 1, a prompt will be shown when you launch the software letting you know
if your system is eligible to be rolled over.
Q: Can I start
the Rollover prior to May 1?
A: You
can manually start the Rollover prior to May 1. However, since the Rollover
ends the processing of forms for the current year, it is strongly recommended
you process all forms before starting the Rollover.
Q: What if I
don’t want to start the Rollover when I see the prompt?
A: You
can choose to close the prompt and you will be reminded again the next time you
launch the software. You may also choose to set a reminder for a later date.
Q: How do I
perform the Rollover?
Rollover with SUN Bucks
(California UBA):
Q: What happens
to the SUN Bucks applications in the system during the Rollover?
A: The
applications in the system at the time of the Rollover will be archived like
all other forms in the system. You can still view these forms in the Previous
Years Applications section of Admin.
Q: Will I be
able to run reports on the archived applications?
A: Yes,
you will still be able to run the application reports as well as the EDCS
report for those applications.
Q: After the
Rollover, will I be able to continue to process SUN Bucks applications for the
upcoming summer?
A: Yes,
you will be able to continue collecting and processing SUN Bucks applications
submitted online immediately after the Rollover.
Q: What if I
don’t have a completed Online Form Design for SUN Bucks in the Portal when I
start the Rollover?
A: If
you do not have a completed Online Form Design for your SUN Bucks forms, the
Online Form Design for SUN Bucks that is in the system at the time of the
Rollover will be re-imported. This will allow you to continue collecting and
processing SUN Bucks applications. Once the Online Form Design for the new
school year is completed, that Form Design will be imported and the prior
deactivated.
After the Rollover:
Q: When can I
start collecting forms for the new school year?
A: During
the Rollover, the system will check the Portal for any completed Online Form
Designs and will automatically import any it finds. If any are imported at this
time, you will be presented with some settings that you can change as needed
for your application website. Once this step is completed, your website should
be online and you can start collecting online submissions.
Q: What happens
if Online Form Design orders are completed after I have completed the Rollover?
A: The
system will continually check the Portal for completed Online Form Designs. If
any are found, you will be prompted to import those form designs or may choose
to import them later.
Q: When can I
start scanning paper forms?
A: The
system does not check for paper Form Designs during the Rollover since setting
these up is a more involved process. Once you have received your printed paper
forms, contact support@image-1.com for assistance. Q: Why do I need
to wait until July 1 to Validate applications?
A: NSLP
and Income Survey forms cannot be processed (Validated and Exported) until the
updated USDA Income Eligibility Guidelines for the new school year take effect
on July 1.