poprhythmandCursor
4cfd85b902
Store leftover CSV columns on hidden student notes, move catalog import to /events/import, and persist Students index columns from Chapter Settings. Co-authored-by: Cursor <cursoragent@cursor.com>
70 lines
4.1 KiB
Markdown
70 lines
4.1 KiB
Markdown
# Year Rollover Runbook
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**Created:** 2026-08-14
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**Last updated:** 2026-08-29
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**Description:** How to roll the chapter into a new competition year using the locked New Year wizard.
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## Prerequisites
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1. Confirm **School Level** is set correctly on [Chapter Settings](/settings/chapter) (`Middle School` or `High School`). That drives the graduating grade (8 or 12).
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2. Have the list of **returning students** and the **new officer slate** ready.
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3. Plan a short maintenance window: after apply you must **restart the app** so printouts pick up the new competition year.
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4. On Docker, confirm the data volume is `./data:/app/Data` (capital **D**). See `DEPLOYMENT.md` — otherwise the automatic backup may not land on the host.
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## Steps
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1. Sign in as an **Administrator**.
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2. Open **New Year Rollover** at `/settings/new-year` (Admin nav: “New Year Rollover (locked)”).
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3. **Unlock the wizard** (required every session):
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- Check both acknowledgment boxes.
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- Type `ROLLOVER` and click **Unlock wizard**.
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- Refreshing or using **Lock again** re-locks it.
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4. **Step 1 — Year & grades**
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- Confirm the target competition year (defaults to current + 1).
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- Confirm the chapter type / graduating grade shown from Chapter Settings.
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5. **Step 2 — Returning roster**
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- Uncheck anyone who is not returning (grade at/above graduating is unchecked by default).
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- Optionally paste a name list (`Last, First` or `First Last`) and click **Apply pasted names**.
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6. **Step 3 — Officers**
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- Assign each office from returning students, or leave vacant.
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- Officers who are brand-new students can be set later on the student edit page.
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7. **Step 4 — Season reset**
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- Teams, event rankings, and meeting history are always cleared.
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- Leave **Clear all event occurrences** checked unless you have a reason to keep last year's calendar rows.
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8. **Step 5 — Preview & apply**
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- Review promotions, removals, officers, and warnings.
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- Type the target competition year exactly to enable **Apply rollover**.
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- Confirm the destructive dialog. The wizard creates `Data/backups/pre-rollover-yyyyMMdd-HHmmss.db` first; that file is the only undo.
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9. **Restart the application** so the home page and printouts show the new competition year.
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10. **Add new students** via `/students/create` or `/students/import`.
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- Student import is add-only for roster rows and skips existing first+last name matches, so re-importing a full roster is safe for returners.
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- Leftover CSV columns (interview time, application, and so on) are merged into each student's notes. Rank columns stay on `/students/event-ranking/import`. See `docs/instructions/student-notes-import.md`.
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11. **Import the new state schedule** from the calendar import page. If the chapter event file changed, refresh the catalog at `/events/import` (add-only by event name).
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12. On **Meeting Schedule**, click **Reset** once. That page keeps team/student ids in browser localStorage; after a rollover those ids are stale.
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13. Collect new event rankings (CSV import at `/students/event-ranking/import`, or the ranking editor) and run team assignment as usual.
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## What is deleted vs kept
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| Cleared | Kept |
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|---------|------|
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| Non-returning students | Returning students (promoted) |
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| All teams | Event definitions (national catalog) |
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| All event rankings | Notes (including meeting notes by title; notes for removed students are soft-deleted) |
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| All meeting history attendance snapshots | Database backup under `Data/backups/` |
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| Event occurrences (when checked) | |
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## Backup location
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| Environment | Backup path |
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|-------------|-------------|
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| Local (`dotnet run`) | `WebApp/Data/backups/pre-rollover-*.db` |
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| Docker (with `./data:/app/Data`) | Host: `./data/backups/pre-rollover-*.db` (container: `/app/Data/backups/`) |
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## Restore from backup (emergency)
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1. Stop the application (or `docker-compose stop`).
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2. Replace `Data/app.db` (local) or `./data/app.db` (Docker host) with a copy of the `pre-rollover-*.db` file from the backups folder.
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3. If needed, restore `CompetitionYear` in `Data/appsettings.json` / `./data/appsettings.json` (or Chapter Settings after restart).
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4. Start the application.
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