There are several tasks that are required to get your Student SupportTracker system ready for a new program year. Here are the steps with related support articles.

Add New Data Collection Periods

Add a new Reporting Year with your district's start and end dates; a matching Reporting Term and Registration Period will be automatically created.

• Managing Data Collection Periods

Edit the Newly Created Registration Period

Edit the newly created Registration Period to review which school sites this Registration Period applies to (typically all school sites) and select which Enrolled Programs you will track in this program year.

• Setting Up Registration Period Information

Update this Year’s Funders

Which funding sources will provide support for this program year? Edit each current Funder and in its Active Reporting Terms section, after switching to the newly created Reporting Term, indicate which school sites they are supporting this new program year. If a Funder is no longer providing support, do nothing with their record.

Add any new Funders as needed.

• How to Define Funders

Update this Year’s Partners

Which Partners will continue to work with your program in the new year? Edit each returning Partner and in its Active reporting terms section, after switching to the newly created Reporting Term, indicate which school sites they will be working with this new program year. If a Partner is no longer working with you, do nothing with their record.

Add new Partners as needed.

• How to Define Partners

Update Site Calendars

Add a new calendar listing all the days/dates services may be provided for all school sites. Note that selecting all days/dates assumes services can be provided to students experiencing homelessness on any day of the week all year long; if this is not the case, edit the days/dates accordingly and then apply them to the appropriate school sites.

• How to Add or Edit a Site Calendar

Update Services and/or Activities

Review your services and activities offered in the previous program year. Which ones will you provide again in the new year?

For those activities you will offer again, enter them into the appropriate school site Activities section. Note that many activities are set up in the Admin Site and can be shared with other sites, reducing set-up time by only having to set the activity up once.

For those services you will continue to provide, enter them into the appropriate school site Services section. Note that many services for students are set up in the Admin Site and can be shared with other sites, reducing setup time by only having to set the service up once.

• Activities and Services Sections Overview
• Creating Scheduled Activities
• Creating Unscheduled Activities
• Managing Services
• Editing and Deleting Activities and Sessions

Register Participants

There are several ways to get participants into the system for the new year.

1.  If using an SIS data sync, update new students as they are placed into the system after being identified as experiencing homelessness in the SIS.

2.  Add students individually

Add individuals manually as they are identified. 

If you know the individual was served in a previous year, you can use the From Prior Reporting Term feature described in this support document. One or numerous students can be added this way.

If you are unsure if the student was served in a previous year, after entering initial information for the participant, the system will check to see if a participant from a previous year matches the newly added student's information. If yes, time can be saved as the record is moved to the new term reducing the amount of needed data entry.

3.  Export/update/re-import students

Export the Participant Demographics report from previous term using the Participant Demographics For Updating report.

Update the data in the file including updating student’s grade level, adding new students you know are attending and removing those that will not be participating this term.

Import the file in Tools > Import data > Participant Registration. Use this help document to support the importing process.

4. Use Online Registration Forms

Create a new registration form for the new Registration Period including setting up new custom fields if needed.

** If the new year’s form is very similar to the prior term’s form, support can copy the old form into the new Reporting Term and the customer can then edit dates/text as needed. Contact sst-support@pathwisek12.com.

See this help article which provides an overview of the Registration form process and links to numerous other relevant articles.

When a person is registered in a new term and their new record is connected (by having the same ParticipantID) to a previous term record, data connected to their person (Column A) will appear in their new term’s registration record. If anything in Column A is changed in the current term record, it will also change in any previous term record. Data in Column B will be blank and must be updated for the new term.

Users

Users will retain access to the system until they are removed from having any access to any organization. Previous term users will thus retain access until disabled.

To add new users, for to Settings > Users > Add User, then assign authentication, security role, and organization access.

For more information on managing users, see this support document.

Training

An online training for social workers that are worknig with Student SupportTracker can be found here. 

Updated August 05, 2026 16:50