How to Track New School Year Setup completion from the MAT MIS

This article explains how to track the completion of the New School Year Setup for schools using the MAT MIS without logging into each school site. It details the necessary permissions, prerequisites, and how to use the audit tool to monitor progress. It also addresses common issues such as missing schools and access restrictions based on the subscription tier.

You can see each of your schools' progress on completing the New School Year Setup, without needing to log into school sites.

Top Tip: All schools (excluding those going live in September) need to complete the New School Year setup process to ensure there are registers in September. You can see further details here: How and when do we do the end of year process?

Permissions

To access this page, you'll need either the Group: Monitor: Administer or Group: Monitor: View permission. If you don't have permission, you'll need to ask an administrator to give you permission following these instructions.

Using the audit tool

Just go to Analytics > School Year Setup Audit - this will default to the most recent academic year set up. Use the dropdown to select the academic year and see your schools and their progress.

You'll see a column for how many steps (out of a total possible 8) have been completed, and at the very end a column for when the last change was saved.

You'll see a colour-coded column for each step of the new School Year Setup:

• Locked - This will be coloured grey, and shows for steps that have not yet been unlocked by previous steps being completed.
• Incomplete- This will be coloured red, and shows steps that must be completed (the Academic Calendar step).
• Available - This will be coloured yellow, and shows steps that are now available and unlocked.
• Complete - This will be coloured green, and shows steps that have been marked as complete.
• Skipped - This will be coloured grey, and shows steps that have been marked as skipped.

Top Tip: The dates and times will reflect the most recent status set.

If you have permission to log into their school site, you can click on the school name to see when each step was actioned, and jump right into that school's setup on their School MIS site.

FAQ

What if a school doesn't have Meals or Interventions?

If a school doesn't have Meals or Interventions, they cannot see this section of New School year Setup on their site, so can't mark it as Complete or Skipped.

On the MAT MIS, these steps will continue to show as Available, and you won't be able to have 8/8 marked as complete for this school.

Not all of our schools are on the page?

First, check you have an active data-sharing agreement set up between your MAT MIS site and your school’s sites to allow the data to be populated. You can check they have been confirmed by following the instructions in this article.

Next, check if the academic year has been added to the schools' sites. The school won't appear on the audit page until this has been done: Adding the next Academic Year to your Arbor site

Why can't I access this area?

The feature is available to customers on the MAT MIS Plus or Enterprise tiers. All other Arbor packages won’t have this feature by default. Want to upgrade or find out what package you’re on? Just get in contact with our Partnership Team by emailing customersales@arbor-education.com