Open topic with navigation

Confirm student enrollment settings

Before the District Administrator creates the district Planning Calendar [>>] for the upcoming school year, several system-wide settings need to be set in the district's Active Calendar. These settings include:

District graduation grade level

A grade level from which a student is expected to graduate from the district (that is, the student completes and leaves the district's school system) is a district graduation grade level. A District Administrator specifies the district graduation grade level for the system, along with the graduation month [>>], and determines what happens at Year-End Processing [>>] to a student in that grade level. When Chancery SMS transfers a student out of the district graduation grade level, it records on that student's historical pages (refer to the Chancery SMS Grading Setup Guide) that he or she has "graduated".

To set the projected grade level for graduating students, refer to Student enrollment setup [>>].

Projected grade levels

When the District Administrator creates the district Planning Calendar [>>],Chancery SMS automatically transfers each student from his or her current grade level (providing that the student has completed all requirements) to the next or projected grade level. Then, during Year-End Processing, the Planning Calendar is converted to the Active Calendar and students are in the appropriate grade levels for the start of new school year.

Typically, the projected grade level is the next grade [Figure 173]; for example, Grade 7 students are transferred to Grade 8, Grade 8 students to Grade 9, and so on. However, there are some grade levels for which the projected grade level is not obvious and requires special consideration; for example, pre-kindergarten or a grade level from which students are expected to graduate [>>].

Figure 173: Projected Grade Levels page

To verify projected grade levels [You can do this if your role is District Administrator.DA]:

1

On the home page, in the control bar, click District Setup. The District Setup page appears.

2

Under District, click Projected Grade Level.... The Projected Grade Levels popup page appears [Figure 173].

3

For each grade level, confirm the Projected Grade.

4

Click Save.

Enrollment status code change rules

A student's enrollment status code indicates his or her enrollment status [>>]. A District Administrator specifies what Withdrawal and Entry/Re-entry status codes to apply to a student when that student transfers to another school, graduates, or returns to the same school. The actual date on which Chancery SMS records a change, in either the district Planning Calendar or the school Planning Calendar [>>], is based on the settings selected by the District Administrator.

For a returning student (that is, a student who returns to the same school in the next school year), Chancery SMS by default does not change the student's status code. However, a District Administrator can have Chancery SMS apply withdrawal and re-entry status codes during Year-End Processing [>>]. Status codes created for a returning student are based on the school calendar's start and end dates. Note: The school calendar's start date must be later than the district calendar's start date.

To specify status codes rules for Year-End Processing [You can do this if your role is District Administrator.DA]:

1

On the home page, in the control bar under ADMIN, click District Setup.

2

On the District Setup page, under District, click Preferences.... The District Preferences page appears.

3

Under Year-End Processing and Withdrawal Options, enter or change Information, which includes:

=

Define status code dates transferring and graduating students will receive: Options are:

=

Set Enrollment date: The date on which Chancery SMS applies the enrollment status code. Select District planning calendar start date or School planning calendar start date.

=

Set Withdrawal date: The date on which Chancery SMS applies the Withdrawal status code. Select District active calendar end date +1 day or School active calendar end date +1 day.

=

Student transferring to other schools receive these codes (all schools): Select a Withdrawal code and an Entry/Re-entry code, for example, "Moved" and "Transferred Enrollment".

=

Students graduating from district receive this code (all schools): Select a Withdrawal code, for example, "Graduated".

=

Students returning to the same school: The default choice is Don't create withdrawal and re-enrollment records for returning students. If you select Create withdrawal and re-enrollment records for returning student using the following status codes, you must select a Withdrawal code and an Entry/Re-entry code.

4

Click Save.

Pearson
Always Learning
www.pearsonschoolsystems.com 
Tel: 866-434-6276
Email: psstechsupp@pearson.com