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Enrollment
The enrollment procedure depends on the role [>>] of the user doing the enrolling and the status of the student being enrolled.
The District Administrator can:
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Enroll a student who is new to the district as part of the registration process. Refer to Enrolling a student for the first time [>>]. |
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Enroll a student who is already enrolled in the district in any school. Refer to Enrolling a student in another school [>>] |
A School Administrator can:
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Enroll a student who is new to the district as part of the registration process. Refer to Enrolling a student for the first time [>>]. |
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Enroll a student who is already enrolled in the district in another school [ concurrent or withdraw first ] or, provided the School Administrator has the necessary permissions [>>]), enroll that student in a school other than the administrator's own. Refer to Enrolling a student in another school [>>] |
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Enroll a student who is already registered in the district in his school. Refer to Enrolling a student for the first time [>>]. |
The district or school administrator can enroll a student when working in either the Active or Planning Calendar [>>]. The date of enrollment determines whether the student is active in the current school year or will be active in the next school year. In some circumstances, the enrollment process results in a pending enrollment [>>].
The district or school administrator can also:
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View a registered student's enrollment history [>>]. |
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Withdraw a student from a school [>>]. |
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Delete a student's records from a school [>>]. |
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Transfer a student mid-year by withdrawing [>>] that student's enrollment at one school and then enrolling the student at another (where the student is attending only one school). |
In preparation for year-end, refer to Projecting enrollment for the next year [>>]
Table 24: Permissions pertaining to enrollment
To
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You need this permission
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Set to
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Details
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Register a student
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Students > Add Students
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Yes
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[>>]
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Work with a student's registration information
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Students > Registration Information
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Edit
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[>>]
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Enroll a student in a school
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Students > Manage Student Enrollments
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Edit or Delete
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[>>]
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Withdraw a student from a school
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Students > Withdraw Student
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Edit or Delete
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[>>]
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Add and edit student contacts
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Students > Contact Information
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Edit or Delete
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[>>]
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Adjust a student's demographic information
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Students > Demographic Data
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Edit
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[>>]
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Delete a student enrollment record
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Students > Delete students from district
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Edit or Delete
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[>>]
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Add enrollments for students at other schools
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Students > Add Student to Other Schools
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Yes
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[>>]
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Edit enrollments for students at other schools
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Students > Edit Enrollment for Other Schools
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Yes
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[>>]
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Enrolling a student for the first time
A District Administrator or School Administrator can use this procedure to enroll a student who is new to the district as part of the registration process. A School Administrator can also use this procedure to enroll a student who is already registered in the district in the administrator's school.
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Search for the student to find out if he or she is already registered: On the Home page [>>], in the Actions menu click Register/Enroll Student.... The Registration/Enrollment Search page appears [Figure 82]. |
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Or, in the Search menu, select Registration/Enrollment. |
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Under Search results, examine the list of results for possible matches. |
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If the search results contain no records, create a new student registration using the search criteria by clicking New. The Register Student page appears. PowerSchool SMS inserts your search criteria into the new record, such as Last Name and Gender. |
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If one of the student's listed is the one you intended to register, under Student Name click the student's name. PowerSchool SMS opens the Register Student page. |
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If the student's information is similar to a student in the search results (a sibling, for example), select that student and click Copy. PowerSchool SMS opens a new student record with some of the information (including Last Name, Physical Address, and Student Contacts) already entered. |
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View: You can apply a pre-configured grid view to the list of search results [>>]. |
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On the Register Student page [Figure 84], enter or adjust Student Information. This information includes: |
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Student number: PowerSchool SMS generates this number. How it does so depends on system preferences [>>] |
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Last name, First name, Birth date: When you have entered information for Last name, First name, and Birth date, and PowerSchool SMS detects a possible match between the information entered and one or more students, it displays a list of possible matches [Figure 84] from which you can select, if desired. |
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Generation: The student's name suffix, such as "Jr." or "III". |
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Federal race category: Move one or more relevant categories to the Selected column. |
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Note: An asterisk (*) identifies information that PowerSchool SMS requires. Required fields are specified by the District Administrator [>>]. |
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On the Register Student page [Figure 84], enter Registration Information, which includes: |
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Grade level: The student's grade level at the time of registration or the grade in which the student will be enrolled. Note: When you save the student registration record, PowerSchool SMS uses this registration grade level to set the student's "District grade level". Note: Once the student is enrolled in the home school, only a School Administrator at the student's home school can change the student’s district grade level (if appropriate to do so) [see Student Demographics: School-specific student information >>] without affecting the registration grade level. |
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Date: The effective date of the registration. |
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Status: Set to "Registered". Other choices include "Graduated" and "Not registered". |
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Location: The school (if being registered by a School Administrator) or district name in which the student is being registered. PowerSchool SMS initially enters the student's zoned school, which depends on the student's physical address. |
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Click Enter Address & Contact Data. The Contact Information page appears [Figure 85]. |
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Enter or confirm the Student Physical Address and Student Mailing Address [Figure 85]. |
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If the system employs address validation [>>], click Verify to validate a student's address prior to enrolling that student.
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Enter, change, or confirm Student Contacts and Siblings [Figure 85]. |
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Click Enroll [Figure 85]. PowerSchool SMS registers the student and displays the Enroll Student page. |
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Enter Enrollment information, which includes: |
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Start date: PowerSchool SMS automatically enters a date. This is the date on which the enrollment status code begins. Note: The end date of one enrollment cannot be later than the start date of another enrollment at the same school; however a student can have concurrent enrollment at different schools. |
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Entry status: The student's circumstances that led to this enrollment. Choose from a list, such as "From local public school" and "Returned". Entry state codes are set up by a District Administrator [Student enrollment setup >>]. |
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Grade level: The grade level for this student in the district. A student's grade level is a district-wide property [>>]. |
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School of enrollment: The school the student attends. In some circumstances, this school can differ from the Home School; for example, a student might attend her home school in the morning for regular classroom instruction and her school of enrollment in the afternoon for vocational training. Note: If you choose a school that has controlled enrollment, PowerSchool SMS presents fields that enable you to specify the program [>>]. |
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Set as home school: Specifies this school as the student's home school. |
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Distance from school: Distance in miles from the Student Physical Address to the School of Enrollment’s address. |
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Confirm or adjust Projected Enrollment for Planning Calendar information, which includes: |
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Projected grade level: The grade level to which the student is projected to graduate at year end. Set by PowerSchool SMS according to the student's Grade Level and system settings [see Projected grade levels >>]. |
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Enter information in Fields Required or Recommended for Enrollment. |
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Click OK. The student is enrolled. The Registration/Enrollment Search page appears. |
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Click Apply to have PowerSchool SMS validate the information recorded without enrolling the student. |
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In certain circumstances, PowerSchool SMS sets the enrollment as Pending [>>]. |
Figure 84: Register student page
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Possible matches: Indicates the number of students that are possible matches with the student information entered in the fields Last name, First name, and Birth date. Click the link to display and select from the list of possible matches. |
Figure 85: Contact Information page
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Student Physical Address: PowerSchool SMS enters the address from the matching student or from your search. The administrator can change it. |
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Verify & Validate: Appears only on a system that employs address validation [>>]. Subjects the physical address to address validation. |
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Student Mailing Address: PowerSchool SMS enters the physical address. The administrator can change it. |
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Student Contacts: Enables the administrator to add contacts associated with this student by entering a new contact, linking to an existing contact [Figure 44], or linking to a Sibling [>>]. |
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Enroll: Click to complete the enrollment. |
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Select Address: Appears only on a system that employs address validation [>>]. Click to find the address in the district and match it to a school zone. This match determines the student's home school. |
Enrolling a student in another school
A District Administrator can use this procedure to enroll a student who is already registered in the district in any school. A School Administrator can use this procedure enroll a student who is already registered in the district in his school only or, with the necessary permissions [>>], in a school other than the administrator's own.
Note: Typically, a student can be enrolled in more than one school. Depending on how the system is set up [see Student enrollment setup >>], before enrolling a student in a school, you may have to first withdraw [>>] the student from one or more schools in which he or she is enrolled.
Note: If a student has restrictions due to behavior [>>], and the administrator attempts to enroll that student in a new school, PowerSchool SMS displays a warning (depends on Student enrollment setup [>>]).
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Search for and find the student [>>] and view the student's record [>>]. |
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On a page of the student's record [>>], in the control bar click Enrollments. The Enrollments page appears [Figure 86]. |
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Enter Enrollment information, which includes: |
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Start date: PowerSchool SMS automatically enters a date. This is the date on which the enrollment status code begins. Note: The end date of one enrollment cannot be later than the start date of another enrollment at the same school; however a student can have concurrent enrollment at different schools. |
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Entry status: The student's circumstances that led to this enrollment. Choose from a list, such as "From local public school" and "Returned". Entry state codes are set up by a District Administrator [Student enrollment setup >>]. |
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Grade level: The grade level for this student in the district. A student's grade level is a district-wide property [>>]. |
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School of enrollment: The school the student attends. In some circumstances, this school can differ from the Home School; for example, a student might attend her home school in the morning for regular classroom instruction and her school of enrollment in the afternoon for vocational training. Note: If you choose a school that has controlled enrollment, PowerSchool SMS presents fields that enable you to specify the program [>>]. |
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Set as home school: Specifies this school as the student's home school. |
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Distance from school: Distance in miles from the Student Physical Address to the School of Enrollment’s address. |
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View the Status Code History information [Figure 87], which displays a record of changes to the student's status code. This information is not available to all users. |
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Confirm or adjust Projected Enrollment for Planning Calendar information, which includes: |
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Projected grade level: The grade level to which the student is projected to graduate at year end. Set by PowerSchool SMS according to the student's Grade Level and system settings [see Projected grade levels >>]. |
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Click OK. The student is enrolled. The Enrollments page appears. |
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Click Apply to have PowerSchool SMS validate the information recorded without enrolling the student. |
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In certain circumstances, PowerSchool SMS sets the enrollment as Pending [>>]. |
Figure 86: Enrollments page, Enrollment History
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Add an enrollment: Click to enroll this student [>>]. |
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Display enrollments for: To limit the list of enrollments to a particular school, select that school from the list. |
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Information: Click to view additional information on this enrollment [>>]. |
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Delete icon: Click to delete the enrollment [>>]. |
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Edit icon: Click to view or adjust an enrollment. |
Viewing a registered student's enrollments
Typically, each registered student is enrolled in at least one school, and that school is the student's home school. A student registered in the district for several years might develop a history of enrollments.
Note: A student can have multiple active enrollments, that is, enrollment records with an entry-type status code that does not have a corresponding withdrawal record and where the date of the enrollment is on or before the Active Calendar's end date.
You can view a record of a student's enrollments.
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On a page of the student's record [>>], in the control bar click Enrollments. The Enrollments page appears. |
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To view or adjust an enrollment, move the cursor over the Comment column for that enrollment and click the edit icon. |
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To enroll this student, click the add enrollment icon [Figure 86]. |
Figure 87: Status Code History
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Add a status code icon: Click to record a change in the student's status code. |
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Information: Click to view additional information on this status code change. |
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Delete icon: Click to delete the status code change. |
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Edit icon: Click to view or adjust the status code. |
Pending enrollments
When an administrator enrolls a student,PowerSchool SMS sets that student's enrollment to Pending where:
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The administrator has enrolled the student in a school that is different from the student's zoned school. District approval is required to complete the enrollment. When an administrator grants the necessary approval, PowerSchool SMS automatically removes the Pending status, completes the enrollment (provided all other enrollment conditions are also met), and displays it on student's Enrollment record [>>]. |
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The administrator has enrolled the student in a school that employs Program Management [>>] to control enrollment and the student is not an applicant, or is an applicant but is no eligible or a seat is not offered. |
Note: While an enrollment for a student is pending, if the District Administrator adds an enrollment for this student, PowerSchool SMS displays a message that an enrollment is pending and gives the administrator the option of viewing that enrollment or adding a new one. If the administrator enrolls the student in a school at which that student has an enrollment pending, PowerSchool SMS removes that pending enrollment. If the administrator enrolls the student in a school at which that student has an enrollment pending, and that new enrollment is set to pending, PowerSchool SMS replaces the first pending enrollment with the new one.
The administrator can view all students who have an enrollment pending--at one school or at any school in the district--by searching. The administrator can view the pending enrollment or add a new enrollment.
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On the Home page [>>], in Actions menu, select Register/Enroll Student.... |
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Under Registration/Enrollment Search, under Detail, set the following search: |
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Field: "Pending Enrollment" |
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Click Search. PowerSchool SMS displays all students who have an enrollment pending. |
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You can refine the results using the search criteria. |
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Click a student's name to view that student's pending enrollment(s). PowerSchool SMS displays a message that gives the administrator the option of viewing that enrollment or adding a new one. |
Withdrawing a student
You can withdraw a student from a school in which she is enrolled.
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On a page of the student's record [>>], in the control bar click Enrollment. The Enrollments page appears. |
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Under Enrollment History, move the cursor over the Comment column for that enrollment [Figure 86]. |
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Click the edit icon [Figure 86]. The Enrollment page appears. |
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Enter details, which include: |
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End date: The effective conclusion of the enrollment. |
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Most recent status: The student's circumstances that concluded this enrollment, such as "Left". |
Deleting a student's records from a school
You can delete all school-specific information about a student, including attendance, scheduling, and grading records. This does not delete the student from the district—you can enroll the student in other schools. To delete a student from the district, refer to Deleting a student from the district [>>]
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On a page of the student's record [>>], in the control bar click Enrollments. The Enrollments page appears. |
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Under Enrollment History, move the cursor over the Comment column for that enrollment [Figure 86]. |
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