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Moving and copying participants

If you copy programs, only the program setup is copied. Any participants assigned to the existing program sessions are not copied to the new program. If you want to copy participants to another program, you can copy them as applicants only. Once they are copied to the new program as applicants, you can re-calculate their eligibility and assign them to the new program.

For example, if you plan to make changes to a program in the next school year, you can end the program in the active calendar and then copy the program setup as a new program in the planning calendar. In this way, you can make changes to the program setup in the planning calendar without changing the program setup in the active calendar. To transfer the existing participants to the new program in the planning calendar, you must copy the participants as applicants.

Note: To separate students who were participants in the previous program from students who applied to the new program after it was created, create two queues for the new program. Copy the existing participants into one queue and assign any new applicants to the second queue.

Students cannot be moved or copied into a program session if they are already applicants or participants in that program session. When students are moved or copied, their calculated eligibility criteria is cleared for the new program session.

To move or copy participants:You can do this if your role is District Administrator.[DA]You can do this if your role is School Administrator.[SA]

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In the Programs menu, click Manage Programs The Program Search page appears.

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Search for a program.

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From the Search Results, in the # Participants column, click the number corresponding to the program session you want move or copy participants from. The Manage Participants page appears.

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Under Program Participants, select the students you want to move or copy from the program.

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From the Actions menu, click Move/Copy Participants. The Move/Copy Participants as Applicants page appears.

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Enter the information, which includes:

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Move Participants - Select this option to remove the selected participants from the existing program session when they are copied to the new program session as applicants. The students removed from the existing session will be assigned an exit date for the existing program session.

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Copy Participants - Select this option to retain the selected participants in the existing program session when they are added to the new program session as applicants.

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Program Category -The program category for the program the students are being copied or moved to.

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Program - Select a program where the students will be copied or moved to.

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Program Session - The session for the program you want to add the student to. Note: If you have permission to apply students to other locations, this list includes all sessions defined for this program in the district.

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If you sign in as a school administrator and do not have permission to apply students to other locations, this list only contains sessions defined for your school.

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If you sign in as a district administrator and do not have permission to apply students to other locations, this list only contains sessions defined for the school assigned to the original queue.

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Queue - Select the queue you want to add the selected students to. The list contains queues active for the selected program session.

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Exit Date - If Move Participants is selected, enter the exit date for the existing program. This value will appear on the student's Program Profile page as the program exit date.

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Exit Reason - If Move Participants is selected, select an exit reason. This value will appear on the student's Program Profile page as their Exit Reason.

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Click OK.

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