Transfer Out Student Who Moves Before School Starts
These transfers must be done by the Data Team for grades PreK - 8.
Student Enrolled in New Grade in Same School (promoted)
A student is registered for the same school that he/she attended in the previous year but moves over the summer. This means we need to remove the upcoming year's enrollment. The trick to doing this is to copy the details of the prior enrollment to the current/bad enrollment then delete the prior enrollment.
- In the student record, go to Transfer Info under the Enrollment heading. Open the last previous enrollment. Make notes of each setting of that enrollment (entry code, grade, notes, etc.)
In the screenshot below, you can see there is a new enrollment for the new year and a previous enrollment for the past year. Both enrollments are for the same school. Now that the student has moved, we need to transfers him/her out of district. Follow these steps: - Open the "Current Enrollment" (new year) and change the dates, notes, entry codes, etc. which you wrote down in step 1.
Now you have two exact enrollments, one under Current Enrollment, and the other under Previous Enrollment as shown below. The reason we have to change the current enrollment is because we can't delete a current enrollment. We can only delete a previous enrollment. So by changing the "Current Enrollment" to match the "Previous Enrollment", we can then delete the previous enrollment. By doing this, the record will not have an enrollment to a school that they did not attend. So now that we have the same enrollment under "Current Enrollment," we can delete the enrollment under "Previous Enrollment."
3. Open the enrollment under "Previous Enrollments." Scroll down to the bottom and select Delete, then confirm it. Now you see just one enrollment whose dates are correct for the previous year. Now we can transfer the student out as we normally would do. - Now still in the current school, go back to Functions under the Enrollment heading and select Transfer Out of School. Make sure all the codes and dates match as you wrote them down in step 1. Enter the correct Exit Code.
Mission Complete.
Student Matriculated to a New School or Received a Variance for a Different School
In this case, the student is enrolled for the new year, and during rollover was matriculated to a new school. Matriculation happens when grade 5 students move to grade 6, and grade 8 students move to grade 9. In both cases, they are moving to a new school and so the previous (last year) school enrollment is not the same as the current (new year) school enrollment.
This is also the case for students with a variance, meaning that a student has been accepted to attend a school that is outside of the geographical perimeters of his home. Similar to matriculation, the student's new enrollment record (under "Current Enrollment") is for a school that is not the previous school (under "Previous Enrollments.") Since the student isn't coming back, he/she must be transferred out of the district.
This screenshot shows a student who has matriculated to grade 9 at BHS. The previous enrollment was for EMS. The steps below will describe the steps to transfer a student out of the district and change the exit code from the previous enrollment.
- First, we must transfer the student out of district. Select the school from the school dropdown, in this case you would select BHS.
- In the student record, select Function under the Enrollment heading.
- Select Transfer out of School and use the following coding:
Entry Date = Exit Date. Make sure they are the same. You can use the last day of the previous school year or you can use the first day of the new school year. As long as the dates are the same, then the SLDS reports will not include the student.
Entry Code = NV (Never Attended)
Exit Code = 40 (Never Attended)
Exclude from State Reporting - check the box under Vermont State Information, even though we are using the same dates, this is an extra precaution. - Now we must correct the exit code on the previous enrollment. In this case, the exit code for the 20-21 enrollment is 07 Matriculation to School. But this is no longer true. The new exit code is 01 Transfer to Vermont Public School.
Mission accomplished.
Good job!!
Note, if you want a report of your enrollments you can run the PSCB Enrollment report called "Enrollment Search - Student Entry/Exit Summary.
Note: If you have any questions, or something isn't clear, please contact Gloria.
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