School Year Transition
What happens to student data at the end of each school year — and who is responsible for each part.
End of year is a recurring event inside a live contract, and it is distinct from what happens when a contract ends — that is covered in Data Transition. This page sets out how Impact Suite handles the annual rollover and, more importantly, which decisions belong to the educational agency rather than to us.
The short version
Nothing about the rollover is manual, and no data decision is ours to make. Roster changes flow from the agency’s student information system through the nightly sync. Grade promotion, school transfers, withdrawals, graduations and new enrollments are applied automatically as the feed changes. Retention and deletion are directed by the agency.
Who is responsible for what
Impact Suite
- Operate and monitor the roster sync so SIS changes apply without agency intervention.
- Retain records for the period set in the agreement, and no longer.
- Preserve the historical record: a student who leaves does not have their prior concerns, assessments or plans rewritten or removed by the rollover itself.
- Provide export on request, in JSON or CSV, at any time.
- Perform secure deletion to NIST SP 800-88 standards when directed, with a certificate of destruction.
The educational agency
The agency remains the source of truth and the decision-maker. It controls what the SIS publishes, which schools and school years are in scope, retention settings, and any archival or deletion decision. What happens to the records of graduated and withdrawn students is the agency’s call. We act on documented instruction and neither delete nor retain unilaterally.
The school
Closes out — or deliberately carries forward — open concerns, cases, assessments and intervention plans before year end. The platform surfaces open items so nothing is lost silently at rollover. No data-migration task falls to the school.
Teaching staff
No end-of-year action is required. Class and caseload assignments update from the SIS feed. Staff who change schools or roles have their access updated from the same feed, so permissions follow the roster rather than needing manual reassignment.
What carries forward, and what does not
| At rollover | |
|---|---|
| Student demographic and enrollment data | Updated from the SIS — grade advances, school changes apply |
| Open concerns, cases, plans | Carry forward; surfaced for review so they are closed deliberately |
| Completed assessments and historical records | Retained per the agreement — not archived or purged by rollover |
| Staff access and caseloads | Recalculated from the roster feed |
| Graduated and withdrawn students | Retained per the agreement until the agency directs otherwise |
Retention in general
Records are kept while they serve the educational and regulatory purpose they were created for. Security and audit logs are retained for six years, consistent with HIPAA expectations; operational infrastructure logs for 30 days. The agency’s agreement governs, and where its own retention schedule is shorter or longer, that schedule applies.
Full detail is published in our Data Inventory.
Deletion during a contract
An agency can request deletion at any time — for an individual student, a cohort or a school year — without waiting for contract end. Requests go to support@impactsuite.com and are actioned against the same NIST SP 800-88 standard, with a certificate of destruction on request.