In the event that you wish to end your contract and switch solutions, we will start the offboarding process with you. It is preferable to start this process before the end of your contract, in order to make sure you have all your data requirements covered. We ask for a 30 day notice period for a data back up in most cases, so we can plan and prepare the administrative and technical side of things.
Inform your CSM of your decision. We will require this in writing. It can be via a support ticket, or mail, but please make sure the contract owner is in copy of this. We will then confirm the end of contract dates, and move to address your data needs.
We will organise a meeting to discuss the options available. We can provide a link to download your database from a specific date. This date should be the last day you have entered data into your MySchool. We would advise this date to be set 14 days before the end of your contract to give your team enough time to recover all reports and PDF which will not be available from the back up.
Once we have a final date, we will send a link for you to able to download your database. Please note this is time sensitive, so once received, please download the data promptly. Once you have downloaded the data, you will no longer be able to use the access token, but the Database remains yours.
You would need to have knowledge of SQL databases, and be familiar with MySQL for example. We are unable to assist with this.
Now you can extract reports, and PDF's which are in your system. This has to be done per school year if you wish to keep historic copies of grade reports, invoices, or other files. Make sure you understand your your local data laws, as you may not need to download all the historic reports form your MySchool instance.
Once the contract date is passed, your instance will be withdrawn and deleted. No further access will be possible, so make sure you have contacted your community and change any hyperlinks linking to MySchool. We will also close the access to the support desk. You can always contact us via our website if you have any further requests.
Extract your reports
Here are a few tips to help you obtain simple lists already available from your MySchool instance:
1. Quick reports
To export your active student data then Quick reports is the easiest way. Select the student data, with no filters added. This will give you the entire active school population.
In the export tab, you can select the fields you wish to export. This is the same for Users (Guardians/Donors/Staff). If you wish to extract historic lists, then change the system year dates and use the time travel feature.
2. Export to excel/Custom report
If you need to export courses and subjects, then we suggest using Export to Exel. This is normally found within the data report module. if it is not available on your instance, then please contact our support team to add this to your instance. The export is filtered by school level and scholastic year. We maybe able to use custom reports to assist you. If any custom work is needed, then this may incur additional charges.
A list of admissions can be exported from the Prospects & Application list view. It will export the details shown in the grid. Individual applications cannot be exported in mass.
The transaction page allows you to export your invoices in PDF form. Select the year, then mass select the invoices by checking the box located next to Type. Then Print the invoices/credit notes issued.
Fees will need to be exported individually, via the Print screen function.
5. Grade reports/Transcripts
MySchool grade reports can be downloaded per class per year. They are generated individually at each download, it is not possible to export them in bulk for the school. if you wish to keep a copy of the PDF's, we advise you to use the Download class overview available in Grade reports/Review.
If you just need an overview of the grades achieved then use the Transcripts for a lighter version. If you select multiple students, then limit your selection to a class level or school level depending on the size of your school, as this can take time to generate if you have a large student population.
6. My Files/Student files
You will need to download these per user. Ask your staff, parents, and students to download a copy before the end of your contract. The documents will be deleted with the system upon termination. We cannot extract files from the student profile tab.