Current Grade Enrollment records can be ended in one of three ways (Transfers, Grade Advancement, or by Modifying the Grade Record), depending on whether the changes are made during or at the end of the school year.
Transfers
During the School Year, Transfers (Registration > Students) are used for students who are changing buildings within the district, or transferring out of the district.
At the End of the School Year, Transfers should be restricted to students who are transferring out of the district. Students who are changing buildings at the end of the school year should be included in the Grade Advancement process.
The Transfer process automatically drops the student’s classes and ends all open Class Enrollment Records.
Transfers can also be initiated by editing the student’s current Grade Level Record.
Grade Advancement
The Grade Advancement process (District > Grade Advancement) is used at the end of the school year for ALL students not being transferred out of the district, whether the students are retained/advanced in the same/another building, graduating or reached highest grade in district, in Summer School or pre-registered.
The Grade Advancement process automatically ends all open Class Enrollment Records with a date of 6/30/20xx, with the exception of Graduation/Reached Highest Grade within District and Summer School Closeout, where users specify the End Date.
The Grade Advancement process does NOT affect students’ current Bus and Locker assignments.
Modify Grade Record
Modify Grade Record is used ONLY during the school year, when the student’s grade level has changed, when the existing grade record has ended with a valid state reason and a new grade record must be created, or for data entry errors.
The Modify Grade Record process does NOT drop the student’s classes, nor enter end dates for open Class Enrollment Records, with the exception of Exit Reason GA-2
Exception: When Exit Reason GA-2 is selected, the record will be processed using the Grade Advancement logic, and the student’s current classes will be dropped.