Making changes to student enrollment after “auto” promotion to the next grade level

Often times (and from our experience most times), you do not have access to nice clean data files containing accurate enrollment data for your students for the upcoming school year.  Maybe there is no central database for your districts or schools with this information.  Maybe there is but you do not have access to it or it is not available when you actually need to start using the data.  Maybe there is a central database system but it does not offer an easy way to filter out the students you are tracking or the data is incomplete or inaccurate.  Whatever the reason, SCRIBE provides a work around for you.  We call it auto promotion of your students; although, it is not really auto.

SCRIBE’s “auto” promotion is basically a process that we assist you with of taking the previous school year’s student enrollment data and copying it to the new school year.  At a high-level, this process consists of exporting the previous school year’s enrollment data, and then modifying this enrollment export so it can be used as an import for the new school year.  This processed is typically tailored for each SCRIBE client.

The focus of this article is not on the process of the “auto” promotion that will be covered in later blog posts or training sessions.  The focus of this article is on the type of tasks that may need to be done following the “auto” promotion.  The basic idea behind the “auto” promotion is that we take the previous school year’s enrollment data and map those students to their new grade level and school.

When students are “auto” promoted to the new school year and grade in SCRIBE, there are several things that may happen at the beginning of the school year.  The flow chart below will be your guide for what to do with your student’s data in SCRIBE if you need to Add, Edit, or Delete students for the year.

Because of the new APR reporting requirements, you will need to maintain better information on students who have left your schools during the year.  This flow chart helps explain what you will need to do throughout the year.

This work flow is used for looking at a student at a school within SCRIBE (not across schools)

enrollmentchangespost_workflow

 

A.    Delete Enrollment from School

If a student has been entered into SCRIBE erroneously, then you will want to delete the student enrollment for that school year.  To do that follow these steps:

  1. Select the student whose enrollment you would like to delete
  2. Select the “Enrollment” tab for the student
  3. Click “Delete Student Enrollment” at the bottom of the page. This button will only be available if the student does not have services entered for the current school year.

deletestudentenrollment

B.    Exit Student from School

If the student did attend the school for even a few days, then you will need to “Exit” the student from that school.  To do that follow these steps:

  1. Select the student whose enrollment you would like to exit
  2. Select the “Enrollment” tab for the studentstudentenrollmenttab.png
  3. Click the “Edit” button in the Status section.
    • Enter Exit Code
    • Enter Exit Date
    • Enter Exit Note

studentstatussection

 C.    Add Student to a school

If the student is not in SCRIBE, then you will need to add the student.  To do that follow these steps:

  1. Select the School that you would like to add the student to
  2. Select the “Students” tab
  3. Click the “Add” button above the list of students to add a studentstudentlistaddstudentbutton.png
  4. A new “Add Student” screen will appearaddstudentwizard1.png
  5. Complete the following in the Demographics section:
    • Name
    • Gender
    • Ethnicity

    addstudentdemographics

  6. Complete the following in the Enrollment section further down the screen:
    • Grade Level
    • Entry Code
    • Entry Date
    • Entry Note

    addstudentenrollmentsection

  7. Finally, go to the “Enrollment” tab and complete the information in the Student Enrollment Demographics
    • Reduced Price Lunch
    • ESL (English as a Second Language)
    • English Language Proficiency
    • IEP

    studentenrollmentdemographicssection.png

 

D.    Edit Grade Level of Student

If the student is in SCRIBE and in the correct school but the grade level is incorrect – change the students grade level.  To do that follow these steps:

  1. Select the student whose grade level you would like to change
  2. Select the “Enrollment” tab for the student
  3. Click the “Edit” button in the Report Card Details section
    • Edit the Grade Level
    • If the student ended being retained in grade, set the “Retained in Grade” value to Yes.

    studentreportcarddetails

  4. Click the “Edit” button in the Status
    • Edit the Entry Note to reflect the “grade level change”, in case anyone needs to review this information later on.

    studenteditenrollmentstatus

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