The Closing process in Instructional Materials Management allows campuses to clean up and archive data collected during a school year or term. By removing outdated or completed records, closing helps improve system performance and reduces the need to filter through inactive distributions and historical data.
Closing includes several optional processes that archive or update data based on campus policies. These processes should be used carefully to maintain accurate records while preparing the system for the next school year or term.
Closing Processes
- Navigation:
- Tools
- Global Tools
- Closing
Access Closing to complete following processes options:
Change Student Distributions to “Lost”
This process updates distribution records for students or teachers by changing their status from "DIST" (Distributed) to "LOST."
- Select distributions that were not returned by the established deadline.
- Optionally generate letters to notify students or teachers of missing materials.
- Supports end-of-year collection and accountability processes.
Remove or Archive Book History
This process archives historical records for materials that have already been resolved.
- Archives records with statuses such as:
- CLTD (Collected)
- PAID/PRTL (Paid or Partially Paid)
- LOST
- Removes historical transaction data up to the last time the process was run.
- Ensures receipts reflect only current and active distribution obligations.
Remove or Archive Cleared Students
This process archives student or teacher accounts that no longer have active inventory or financial obligations.
- A user account is considered cleared when:
- No items are distributed, collected, lost, or outstanding
- All associated charges have been paid
- Archiving cleared accounts helps ensure that future data imports include only currently enrolled students and active staff.