For users already familiar with the Grade Advancement processes described in the Enrollment: Grade Advancement User Guide, the checklist below provides an outline of the required steps and recommendations to achieve successful Graduation and Grade Advancement. Students’ course history for the current school year will not appear in “Previous Courses” until all the Grade Advancement steps are completed and the Academic Year Rollover has occurred.
Grade Advancement Checklist
Review Feeder Patterns
District > Schools > Feeder Pattern. Verify that Feeder Patterns are established for all schools in the database – including non-district schools. Generate Feeder Patterns if needed. Feeder Patterns will only be inserted for students with blank scheduling school and scheduling grade fields.
Identify Exceptions
System > Scheduling > Mass Update Scheduling or Student > Profile. Use the Mass Update Scheduling School Wizard to identify exceptions (i.e. retentions, students attending other schools, etc.). Users can also update individual students via the Student Profile.
Assign Post-Graduate Plan, Career Path and Credential Type
Student > Profile or Program > Mass Student Info Update. Assign the relevant PostGraduate Plan, Career Path (NY only) and Credential Type to all graduating students. PostGraduate Plans and Credential Types can be assigned to students individually through the Student Profile or en masse using the Mass Student Info Update tool.
All 12th graders must have a Credential Type, Career Path and Post-Graduate Plan. The Graduation process will not complete for student records missing this information. Go to Reports > Enrollment > Graduation Report to ensure that all 12th graders have been assigned a Post-Graduate Plan, Career Path and Credential Type.
Summer School Programs
Student > Profile or Program > Mass Update Student Status > Student Status. Confirm that the Summer School Programs have been assigned to the relevant students. Summer School Programs can be assigned individually through the Student Profile or en masse using the Mass Update Student Status tool.
End-of-Year Reports
Review and confirm that End-of-Year Reports have been run.
Grade Advancement Done for Current Year
Reports > Registration > Administrative Reports > Grade Advancements Done for Current Year
See who has Grade Advanced so far during the current school year. Send a list of specific students who need to have the Grade Advancement flag cleared to support.
Archive DB
eSchoolData will provide an archive database for accessibility to previous school year information. The archive database is based on the data backup prior to Grade Advancement.
Grade Advancement
District > Grade Advancement. The following options appear on the Grade Advancement Wizard. Below is the recommended order in the Grade Advancement process. All enrollment records must have an end date of 6/30/20xx.
Graduations may be processed first in order to generate the State Extract. Students that will be attending a summer school program may be retained dependent upon the Summer School outcome.
| Sequence | Process |
| 1 | Graduation |
| 1a | Reached Highest Grade within District |
| 2 | No Advancement (retain within building) |
| 2a | No Advancement (retain in another building) |
| 3 | Advance Within Building |
| 3a | Advance to Another Building |
| 4 | Register pre-registered students |
| 5 | Summer School Close Out Process |
Students will NOT be removed from Student Groups when the selected Grade. Advancement Type is Advance within Building or No Advancement Retain within Building. Students WILL be removed from Student Groups for all other Grade Advancement Types.