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Configure student enrollment in a program's sessions
During Year-End Processing [>>] on a system that employs program management [>>], Chancery SMS ends all program sessions at the end of the school year (a program session cannot cross calendar years). For each active program session, Chancery SMS creates a new program session in the Planning Calendar. The District Administrator configures if and how students who were enrolled in the active program session are enrolled in the new session.
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On the home page, in the control bar click District Setup. The District Setup page appears. |
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Under Program Management, click Program Setup. The Program Setup page appears. |
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Under Search Results, in the Program column, click the program's name. |
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In the control bar, click Sessions/Locations. The Sessions/Locations page appears. |
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In the Program Session column, select a session. |
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In the Actions menu, click Set Planning Calendar Option. The Set Planning Calendar Options popup page opens. |
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If the session ends before the end of the year, a message appears to that effect and you cannot set options. |
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Select a Planning Calendar Option. Options include: |
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"Do not create session/students are withdrawn": Chancery SMS removes active session participants from the program. |
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Set other options, which include: |
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Roll existing applicants: When this option is set, for each applicant for a program session, Chancery SMS creates an application for the new program session. This option is available only if either "Create session/roll students as participants" or "Create session/roll students as applicants" is selected for the Planning Calendar Option. Where Chancery SMS rolls participants as applicants, it creates two queues: "Participants rolled as applicants" and "applicants". Chancery SMS copies the students from both queues to the new session's applicant queue and clears their eligibility status. |
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Planning calendar "Requested School" controlled by Program Management: Applies only on a system where school enrollment is controlled by the program. When this option is set, Chancery SMS prevents users from changing a student's requested school. Instead, a student's requested school is the school associated with the program. This setting has no effect on a student who is in a graduating grade (that is, a user can change the requested school). This setting is not relevant to a program that allows general entry into a school, that is, the program has no eligibility criteria or capacity limits. |
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Chancery SMS applies the Planning Calendar Option settings the first time the Update_Next_Year_Students nightly process is run (during which Chancery SMS adjusts enrollment records based on changes to student status made during the day). During subsequent nightly processes, Chancery SMS does not update existing sessions. |
Option: Create session and roll students as participants
When this option is set, during the Update_Next_Year_Students nightly process, Chancery SMS creates a new session in the Planning Calendar and enrolls in the new session the active session participants. Chancery SMS also clears the student's calculated eligibility status. Exceptions include:
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A program participant in the graduating grade level for the school. Chancery SMS does not enroll this student in the school nor in the new program session.
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At a school that employs controlled enrollment, for each active session participant Chancery SMS creates an application for the new program session. The student's calculated eligibility status is cleared. The student must re-enroll in the school before they can be enrolled in the program.
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Where the program controls enrollment at the school and district approval is required for out-of-zone enrollments and an approved address exception record is not entered in the Planning Calendar for this enrollment, Chancery SMS withdraws the student from the school and enrolls the student in the his or her zoned school [see Specifying a student's school of enrollment for the next year >>].
Where the program controls enrollment at the school and the district approves an address exception for an out-of-zone enrollment and that approved address exception record is recorded in the Planning Calendar for this enrollment, the student must apply to and be accepted into a controlled-enrollment program at the school. Then a School Administrator must enroll the student [>>].
Where the program does not control enrollment at the school and the student is enrolled in another program that controls enrollment at that school in the Planning Calendar, Chancery SMS creates a participant record for this
program in the Planning Calendar. Chancery SMS keeps the student enrolled in the school and sets his or her grade level normally.
Where the program does not control enrollment at the school and the student is not enrolled in another program that controls enrollment at that school, Chancery SMS withdraws the student from the school and enrolls the student in his or her Zoned School.
Option: Create session and roll students as applicants
With this option set, Chancery SMS creates a new session in the Planning Calendar and for each active session participant creates an application for the new program.
Where the school controls enrollment and the student is not enrolled in another program that controls enrollment at that school, Chancery SMS withdraws the student from the school and enrolls the student in his or her zoned school. Chancery SMS also creates a program application record for the student, resets queue and eligibility status, and clears rank, rank weight, and preference settings.
Where the school does not control enrollment or the student is enrolled in another program that controls enrollment at that school, Chancery SMS keeps the student enrolled in his or her school. Chancery SMS also creates a program application record for the student, resets queue and eligibility status, and clears rank, rank weight, and preference settings.
Where the school does not control enrollment or the student is enrolled in another program that controls enrollment at that school and district approval is required for out-of-zone enrollments and an approved address exception record is not entered in the Planning Calendar for this enrollment, Chancery SMS withdraws the student from the school and enrolls the student in his or her zoned school. Chancery SMS also creates a program application record for the student, resets queue and eligibility status, and clears rank, rank weight, and preference settings. When the district approves the address exception, the next time the Update_Next_Year_Students nightly process runs
, Chancery SMS withdraws the student from the zoned school and enrolls the student in his or her original school.
Option: Create session and do not roll students
Chancery SMS creates a new session in the Planning Calendar.
Where the school controls enrollment and the student is not enrolled in another program that controls enrollment at that school, Chancery SMS withdraws the student from the school and enrolls the student in his or her zoned school.
Where the school does not control enrollment or the student is enrolled in another program that controls enrollment at that school, Chancery SMS keeps the student enrolled in his or her school.
Where the school does not control enrollment or the student is enrolled in another program that controls enrollment at that school and district approval is required for out-of-zone enrollments and an approved address exception record is not entered in the Planning Calendar for this enrollment, Chancery SMS withdraws the student from the school and enrolls the student in his or her zoned school. When the district approves the address exception, the next time the Update_Next_Year_Students nightly process runs, Chancery SMS withdraws the student from the zoned school and enrolls the student in his or her original school.
Pearson
Always Learning
www.pearsonschoolsystems.com
Tel: 866-434-6276
Email: psstechsupp@pearson.com
[You can do this if your role is District Administrator.DA]: