Each year, the current academic year's data in the Academic Planning Database (APD) is copied forward as the starting point for the next planning year. This is the rollover. Academic Affairs and the Salesforce team do it together. This page explains what carries over, what doesn't, and what Academic Affairs does before and after.
Timing
Academic Affairs sets the start and due dates each year. The general order:
- After July 1: Academic Affairs gets the data ready (see Before the rollover).
- Teaching commitments and instructor adjustments are rolled over first. The Salesforce team tells Academic Affairs when they're done.
- Curricula, classes and instructors follow, from a date Academic Affairs sets.
- Workspaces switch to the new planning year when the Salesforce team updates the planning year setting. The timing is agreed with Academic Affairs, usually late summer or fall. Until the records are rolled over, the workspaces show the new year with nothing in it, so this step waits for the data.
What carries over
Records are copied in this order, because each depends on the one before:
| Record |
What is copied |
What is left out |
| Teaching commitments |
Every commitment for the current year, as a new commitment for the planning year |
Faculty who already have a planning-year commitment. Faculty in the Others or Visitors category who had no classes this year. |
| Instructor adjustments |
Approved adjustments, attached to the new commitments |
Bank Withdrawal and Sabbatical adjustments |
| Curricula |
Current planning-year curricula, for the new planning year |
Curricula for a course with no offered class |
| Classes |
Classes, copied to the matching term in the new planning year |
Classes with a Dean Decision of Remove |
| Instructors |
Instructors on the copied classes |
Anyone without the Instructor role |
Academic Affairs gives the Salesforce team the list of teaching commitments and adjustments to roll over, and their updated adjustment statuses.
Some class fields fill in automatically when the class is created, from its course (subject, catalog number, class title and name). Dean Decision starts blank on every copied class.
Before the rollover
Academic Affairs:
- Resolves the APD / PeopleSoft validation errors for the summer and fall terms.
- Adds any missing courses from the Tsinghua, Americas and Weill programs.
- Cleans up other APD data, and updates the faculty HR fields on the new teaching commitments.
- Checks the enhancements list for anything that must happen before the rollover.
- Makes sure the planning year's Academic Year and Term records exist.
The Salesforce team creates Salesforce users for new APD users and updates the area coordinator list.
After the rollover
Academic Affairs checks and finishes the new planning year:
- Validate the counts. For example, the number of planning-year classes should match the current year's exactly.
- Remove what isn't happening: classes not offered (set Dean Decision to Remove, and remove their curricula if no other section is offered), instructors and teaching commitments for faculty not teaching that year.
- Add what's new: courses and classes, faculty contacts, teaching commitments and adjustments, and leaves and sabbaticals.
- Review the rolled-over adjustments (approve or delete each), the APD data validation reports, and irregular class teaching amplifiers.
- Update reports and list views (mostly Classes and Teaching Commitments) for the new planning year and terms.
- People: train new APD users, and add or remove people in the Academic Planning Chatter group.
Changes to the current year after the rollover
Once the rollover is done, a change to the current year (usually spring) isn't copied to the planning year. Ask the APD users whether it should be made there too. Changes made before course planning starts on October 1 can go straight into the planning year.