Name Change/Opening/Closing

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When to Make Changes

The Data Rollup system operates between August 1 and July 16. Keep these points in mind when working with school names and active status.

  • Name changes should not be done mid-year – as that will create reports using two different years.
  • Do not mark schools which are closing as inactive in eAdventist until July 16. Marking them inactive prior to that date will exclude the data from importing into Data Rollup and all reports will be lost.
  • Do not mark NEW schools as active prior to July 16. Marking them active will add the school the the current year and will change the number of schools, add blank reports, etc.

School Name Change

 The Local School:

  • Send minutes of Center/School Board/Constituency vote to Conference

The Local Conference:

  • Send to Union:
    • Contact Union for process of communication
  • Update eAdventist with the name change.  This change syncs with the Dashboard. 
    • Include the Employer Identification Number (EIN) in the school record. (US PK-12)
  • If in the United States, 
    • Notify the IRS.
      • Do NOT apply for a new EIN.
      • Call the Business & Specialty Tax Line at 800-829-4933 to notify of the change(s)

The Union Office of Education:

  • Update the conferences the process of communication.
  • If the school is secondary (PK-12 or 9-12) notify Cathy Payne at the NAD of the name change.

New School

The local conference:

  • Receive minutes of the school board/constituency vote and send to Union.
  • Receive minutes of the conference executive committee authorizing the new school and send to Union.
  • Set up the school in eAdventist to obtain an ID number.
  • Apply for an EIN number and send to Union Office of Education.

The Union Office of Education:

  • Receive minutes of the school board/constituency vote from the conference.
  • Receive minutes of the conference executive committee authorizing the new school from the conference.
  • Change accreditation lists accordingly.
  • Notify Maria McCoy in GC Legal of the EIN number.

School Closing

The local conference:

  • Receive minutes of the school board/constituency vote and send to Union.
  • Receive minutes of the conference executive committee authorizing the school closing and send to Union.
  • Update eAdventist with the change/new information.  This change syncs with the Dashboard.

The Union Office of Education:

  • Receive minutes of the school board/constituency vote from the conference.
  • Receive minutes of the conference executive committee authorizing the school closing from the conference.
  • Change accreditation lists accordingly.
  • If the school is secondary (PK-12 or 9-12) notify Cathy Payne at the NAD of the closing.

School Reopening

The local conference:

  • Receive minutes of the school board/constituency vote and send to Union.
  • Receive minutes of the conference executive committee authorizing the school reopening and send to Union.
  • Update eAdventist with the change/new information.  This change syncs with the Dashboard.

The Union Office of Education:

  • Receive minutes of the school board/constituency vote from the conference.
  • Receive minutes of the conference executive committee authorizing the school reopening from the conference.
  • Change accreditation lists accordingly.
  • If the school is secondary (PK-12 or 9-12) notify Cathy Payne at the NAD of the reopening.