Once Summer School is completed, it is time to initiate the Closeout process. This lesson covers how to complete Summer School Closeout.
Where to Start
- Go to District.
- Select Grade Advancement.
- Be sure that the Summer School is selected in the drop down menu.
- Choose Summer School Closeout Process as the Advancement Type.
- Enter the Date for the end of the Summer School Session.
- Select Next.
End and Transfer Enrollments
This screen displays in-district students in the Students whose Summer School will be ended field and out-of-district students in the Students to be transferred out of Summer School field. (In-district students transferred to the district’s Summer School, rather than simply enrolled in Summer School, will also be listed in the Students to be transferred out of Summer School field.)
- Choose individual students from the list or use Select All for summer school to be ended.
- Repeat the above for the transfer students. Be sure to select the appropriate Enrollment Exit Reason for these students.
- Select Next to continue.
If the selected Enrollment Exit Reason is (Grad-799) Graduated (earned a Regents or local diploma), an error message will be presented when selected student(s) lack a PGP, Credential Type and/or Career Path.
- Any selected students appear in the list on the left hand side.
- Choose the School Year that will print on student transcripts.
- Select Submit to complete the process.
Be sure to select the correct School Year, as that selection cannot be undone.
The Summer School Closeout will push the selected course options of Summer School and/or Credit Recovery to students in sections of a course with these options selected. After the Summer School Closeout has been generated, the Summer School and Credit Recovery flags will be reflected on the students’ View/Edit Previous Course screens (available from the Previous Course tab of their Student Profile). The Credit Recovery flag will also be reflected in the Credit Recovery column of the Transcript Override screen (on the Transcript tab of their Student Profile).
Users can change the Summer School and/or Credit Recovery flags for specific students via the Edit Student Previous Course screen. Users can also change the Credit Recovery flag for specific students via the the Credit Recovery column on the Transcript Override screen. Changes made for a particular student on either of these screens will be reflected on the other screen.
Student Enrollment and Closeout
Below are different scenarios on how changes in student enrollment or special circumstances impact the closeout process. Expand each section to learn more:
When a student is in the district and is enrolled in summer school, if their summer school is closed out after the summer school's 1st marking period, the student has been attending their summer school classes (their Add Date is before the closeout date), and the student received no final grade or final exam for the class, their class enrollments will end as of the summer school's closeout date instead of staying open. This will prevent the student from showing up in the teachers' classes after the student left summer school.
When a student is in the district and is enrolled in summer school for various reasons - including but not limited to an erroneous mass enrollment by the end-user while performing the summer school enrollment process en masse - if their summer school is closed out before the summer school's 1st marking period, their class enrollments add and drop date will be made the same as their summer school start and end date. This will ensure that the student will not show up for any day of the teachers' classes since the student never had the opportunity and/or never intended to attend them in the first place.
When a student is not in the district and is only in the system to directly enroll in summer school for its duration, if summer school closeout transfers the student out of the district and the student has final exam or final grades for their classes, the summer school closeout process will now create Previous Course records from those classes so that they'll be visible in the Student Profile's Previous Course tab. The Previous Course records will be associated to the same school year as the classes they are derived from. Previous Course records will not be created from classes with no final exam and final grades obtained because if the student did not receive a final marking grade, then it becomes irrelevant for the Transcript process.