Enrollment Roll Forward

PATH: System Administration > Student > Enrollment Roll Forward

The Enrollment Roll Forward tool promotes students into the next year's calendar and grade. Districts will need to roll their calendars using the Calendar Wizard before using this tool.

The enrollment roll forward tool is used to create new enrollments for students in a future calendar for current students who do not have an end date on their current enrollment (actively enrolled).

Localized information on this tool is available for the following states:

  • Kentucky

For Enrollment Roll Forward to work properly, Grade Level sequences set on the school calendar must fall into one series district-wide.

Enrollment Roll Forward Wizard


Before using the Enrollment Roll Forward tool, verify calendars for the next or future school years have been created using the Calendar Wizard.

Enrollment Roll Forward Logic

A school or district can roll enrollments multiple times if necessary without having multiple enrollments created for students. Restrictions are in place to prohibit multiple users from using the tool at the same time. If User A clicks the Run Test or Run button, User B will see a message indicating enrollment roll forward is already in process when User B clicks the Run Test or Run button.

The following information applies to all districts:

If Enable Student Assignment Validation is enabled (School Choice Functionality), the following exceptions to the processing rules above apply:

Tasks for Before and After Enrollment Roll Forward

Before Using the Enrollment Roll Forward Wizard

Done

Task

 

Create school calendars for the next school year using the Calendar Wizard.

 

Mark active students in the current calendar as Demote or Retain on their Enrollment Records for those students who will remain in the same grade level or will move to a lower grade level.

 

Verify students who have dropped enrollments for the current year have an end date on their Enrollment Records.

 

Ensure the Grade Levels have a sequence and are mapped to a State Grade Level.

After Using the Enrollment Roll Forward Wizard

Done

Task

 

Perform data clean-up using the Enrollment Clean-up Wizard for those students who may have been rolled forward without yet knowing what the next year's grade level will be by editing the new Enrollment Record and changing the grade level.

  • If the student is changing grade levels within the same calendar, modify the next year's enrollment record by changing the student's grade level.
  • If the student is changing grade levels in a different calendar, delete the next year's enrollment record and manually add a new enrollment record in the appropriate calendar.

 

Use the Enrollment End Batch to process graduate information prior to ending all other student enrollment records.

 

Use the Enrollment End Batch tool to process all other enrollments for non-graduating grade levels.

 

Verify Courses have been created and/or rolled in the next year's Calendar.

 

Open Student Registration on the Display Options, allowing students to request desired courses for the next school year.

 

Use the Schedule Wizard to build course information and load student requests.

Enrollment Roll Forward Editor

The Enrollment Roll Forward editor lists Source information (existing information) on the left-hand side of the editor and future information on the right-hand side of the editor. The following defines the available options on the Enrollment Roll Forward Editor

When ninth grade enrollments are created, Graduation Cohort fields are auto-populated.

OptionDescription
Select Source CalendarsThe Select Source Calendars lists all existing calendars. Select the calendars from which to collect enrollment information. Past school year calendars can also be chosen, however the risk of rolling students into an incorrect grade level is increased if this is done. More than one calendar can be selected at a time, but be aware that selecting all calendars for a school year may increase the completion time.
Select Source Grades

Select the grade levels from the Source Calendar(s) to roll forward. These grade levels should be grade levels included in the Source Calendar selections. Grade levels should also be set up with a Sequence for proper rolling forward.

Source Ad hoc Student Filter

Instead of choosing grade levels from the source calendar, an Ad hoc filter can also be selected. This selection will only roll forward the students included in the filter if they meet the logic requirements above.

Source Service TypeThis option allows the user to select which enrollment types to roll - Primary, Partial or Special Education services. Enrollment Types are selected on the General Enrollment Editor. At least one service type must be selected.
Select Source StructureSelect the appropriate Source Structure from the current year calendar. This option is only valid if there is more than one Schedule Structure in the source calendar. The chosen structure should be the structure in which students are enrolled.
Select Local Start Status

Select the Local Start Status for the new school year. This start status applies to all students whose enrollments are rolled forward.

Only active local start statuses are available for selection.

Select Destination Calendars

Select the Calendar into which students will be enrolled. If multiple schools are selected in the Source Calendar list, those students are most likely not rolling into one destination calendar. When this option is left blank, students will roll into the appropriate school/calendar based on other selected options and roll forward logic. A Destination would only be selected if all students in the source calendar(s) will be attending the same calendar.
Select Destination GradeSelect the Grade Level into which students should be enrolled in the next school year. This is an optional selection as logic is available that will roll students sequentially into the next school year. Students marked as Retain or Demote will be rolled into the correct grade level.
Select Destination StructureSelect the Calendar structure for the new school year. This selection must be made even if there is only one schedule structure in the calendar.
Start Date OverrideEnter the Start Date Override date in mmddyy format. If school days for the next school year have been finalized and Calendar Days have been set, this date does not have to be entered. If Calendar Days have not been set, enter the Start Date Override as the first instructional day of the next school year.

Additional Roll Forward Checkboxes

The following defines the available checkboxes on the Roll Forward Editor.

Checkbox

Description

Allow Duplicate Primary Enrollments

When selected, creates another enrollment for a student in a second calendar when there is an existing primary enrollment in the new calendar. If not selected, students will not have multiple primary enrollments created for them.

Totals Only

When selected, this option will only display the total amount of enrollments rolled forward in the results report.

When not selected, this option will list the name of each student rolling forward.

Show Warnings

When selected, warnings will be included on the results report.

Include students whose enrollments end on the last day of the last term

When selected, rolls forward students whose current enrollment end date is that of the last day of the last term. If multiple term schedules exist, the enrollment end date is compared to all term schedules and will roll if it matches any of the end dates.

Enrollment Roll Forward Checkboxes

Roll Student Enrollments Forward

  1. Select the Source Calendars from which to roll student enrollments.
  2. Select the Source Grades of the students being rolled forward. 
  3. Select the Source Structure.
  4. Select the Local Start Status for students in the next school year.
  5. Select the Destination Calendar (optional) from the dropdown list into which the students will be enrolled for the next year. 
  6. Select the Grade level (optional) for the students being rolled forward.
  7. Select the Destination Structure (optional).
  8. Enter the Start Date Override Date (optional only if dates are set up).
  9. Mark the Allow Duplicate Primary Enrollments, if desired.
  10. Mark the Totals Only checkbox, if desired.
  11. Mark the Show Warnings checkbox, if desired.
  12. Mark the Include students whose enrollments end on the last day of the last term checkbox, if desired.
  13. Use the Run Test button see the results of rolled enrollments to ensure proper selections were made. 
  14. If satisfied with these results, click the Run button. Enrollments are rolled over into the new calendar and the Scheduling Process can begin.

If the System Preference for Boundary Warnings is selected and a Destination Calendar (school) is selected on the School Boundary tab on the Household Address, students will be rolled into the Destination Calendar if the address has a boundary set and the boundary is within the destination boundaries.

When testing enrollment roll forward using the Run Test button, a Test Results summary page displays, listing students who will be rolled forward into the next calendars if the Totals Only checkbox is not selected.

Enrollment Roll Forward - Test Results


If the option to roll students who enrollments end on the last day of the last term is selected, any students rolling who meet that criteria will have an asterisk following their name.

When rolling enrollments forward using the Run button, a Test Results summary page displays, listing the students who were rolled forward if the Totals Only checkbox is not selected.

Enrollment Roll Forward - Results


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