Enrollments (Census)

PATH: Census > People > Enrollments

The Enrollments tab displays all occurrences of a student's enrollment in the district, listing all grade levels, all schools, etc. This tab lists the same information as the Enrollments tab in Student Information, but can be used when first enrolling a student in the district (as that person would not be considered a student by the Campus definition until an enrollment record exists).

 

Census Enrollments

Enrollment System Preferences

A System Preference is available for districts to select how enrollments with overlapping start dates behave.

Enrollment Overlap System Preference

The following options for this preference are available:

Maine Users ONLY: The Enrollment Overlap Behavior preference will not affect non-Primary enrollments. 

  • This applies to both State and District Editions of Campus 
  • Enrollments where Service Type = N: Special Ed Services may also overlap regardless of System Preferences. 

A preference for setting the enrollment end status may be required, depending on the selected overlap preference.

When there is an overlapping enrollment, a red exclamation point displays next to the affected enrollment records. This alert does not display when one of the enrollments is marked as a no show.

Overlapping Enrollment Alert


Enrollment information varies from state to state depending on requirements for state reporting extracts.  Please see the Localizations section for specific enrollment information for a state.

General Enrollment Editor

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The General Enrollment Information section lists the calendar of enrollment, grade level, start and end date, the type of enrollment, the start and end status of enrollment, and any enrollment comments that have been entered. Options available in fields such as start status, end status and service type vary by state.

General Enrollment Editor

The following table provides definitions for each data element on the General Enrollment editor.

Data Element

Definition

Calendar

Lists the name of the school and school year into which the student is enrolled.

Schedule

Displays the schedule structure of the calendar into which the student is enrolled.

Grade

Indicates the grade level of the enrollment record. Grade levels should be mapped to state grade levels for proper reporting.

Class Rank Exclude

Indicates this enrollment record is not included in class rank calculations. This is often selected for foreign exchange students or special education students.

Start Date

Lists the first day of instruction for this enrollment record.

When a start date is changed on an enrollment record, a warning displays indicating that any previously entered attendance that may have occurred prior to the new start date is not deleted, unless the student's start date in course sections is also adjusted.

If the student's enrollment already has an end date (or where an end date is entered when the start date is adjusted), attendance that is outside of the start/end dates will be deleted.

No Show

Indicates the student never attended the school during the allotted time period determined by the district.  State and/or district policies determine when a student's enrollment is actually ended.

See the No Show section for more information.

End Date

Lists the last day of instruction for this enrollment record.

When an enrollment is ended and there are no other enrollments for the student, the student's schedule is also ended.

If the student's enrollment already has an end date (or where an end date is entered when the start date is adjusted), attendance that is outside of the start/end dates will be deleted.

An Enrollment record is considered active through midnight on the entered end date.  For example, if an enrollment is ended for a staff person as of September 19, it is considered active until midnight on September 19. At 12:01am on September 20, the enrollment record is no longer active.

End Action

Indicates the action of promoting, retaining or demoting a student to the next, same, or previous grade level for the next school year. See the End Action section for more information.

Service Type

Indicates the type of enrollment and the intended service the student receives. Service types are Primary, Partial (Supplemental) or Special Education unless localized for a specific state. 

If a student has multiple concurrent enrollments (for example, an 8th grade student enrolled in the Middle School who is taking High School classes for part of the time), the Middle School enrollment would be marked as Primary and the High School enrollment would be marked as Partial.

Local Start Status

Lists the local enrollment start code for the student.

Start Statuses vary by state.

Local End Status

Lists the local enrollment end code for the student.

End Statuses vary by state.

State Start StatusDisplays the state start status mapped to the assigned local start status.
State End StatusDisplays the state end status mapped to the assigned local end status.

Start Comments

Displays any comments about the start of the enrollment - who entered the enrollment, verified information, etc.

End Comments

Displays any comments about the end of the enrollment.

End Action

The following definitions define the available End Actions for an enrollment. These options are used in the Enrollment Roll Forward Wizard.

Term

Description

Logic

D

Demote

Indicates a student will be a lower grade level for the next school year (for example, a student enrolled in grade 3 will be in grade 2 in the next school year).

P

Promote

Indicates the student will increase at least one grade level for the next school year (student moves from grade 3 to grade 4). This is the default setting and does not need to be selected for students moving to the immediate next grade level.

R

Retain

Indicates a student will remain in the same grade level for the next school year (student will be enrolled in grade 3 next year, and is currently enrolled in grade 3).

No Show Enrollments

Each state, district and education agency determines the No Show policy for their schools. The following provides a best use for this checkbox, knowing that specific policies are in effect. Those policies need to be followed.

Enrollments usually aren't marked as No Show until a certain number of days passes and the student has never been considered present in any scheduled course sections. Up until this date (10 days after school starts, for example), the student is marked absent with an unknown excuse. At the time the student is considered a No Show, the checkbox on the enrollment record is marked, an End Date is entered for that enrollment, and an appropriate End Status is assigned.

Mark a Student as No Show

  1. Locate the student who has never attended the school for the year.
  2. Edit the Enrollment and mark the No Show checkbox.
  3. Enter the appropriate End Date and assign an appropriate End Status.
  4. Click the Save icon.

Recording No Shows

Upon saving the record, the following happens:

  • Student Schedules are blanked out, meaning section enrollment is ended as of the entered End Date on the enrollment. The Schedule tab does not display the course sections any more, just the term schedule at the top of the grid.
  • Students are removed from section rosters and attendance as of the End Date entered on the enrollment.
  • Attendance records are not reported in the ADM and ADA Detail Report.
  • Students report on the No Show Report (.1841 and previous).
  • Students may not be included in state reports and extracts, dependent on the specific report logic.
  • Students are not included in any student search results. They are included in an All People or Census search.
  • Transcripts do not display Cumulative GPA, Class Rank or Percentile.

Options for Using the No Show Checkbox

  • On the first day of school, all students who are absent are marked as No Show to remove them from attendance.  After a prescribed number of days, the enrollment is either deleted or ended. In order to not have a membership record in the current calendar year, the enrollment would need to be ended prior to the first day of school. Therefore, the calendar must be set to start one day before the Term start date. If and when the student finally appears, a new enrollment would be created with the actual start date.
  • For districts where the state pays for a set number of days at the start of school, even though the student has not appeared, the following steps should be followed:
    • A school enrolls a student in the upcoming calendar.
    • The student is scheduled into the appropriate course sections.
    • The student doesn't show up for the first 10 or so days of school. Up until that point a school is marking that student as absent unknown. From that point on, a student is flagged as a 'no show' with an enrollment end date using that threshold date.
    • At any time afterwards, a week or several months, the student shows up.
    • The school leaves the current enrollment records as is with the 'no show' flag marked
    • A new enrollment record for that student, with the start date of the date the student shows up.
    • The school then uses Restore feature on the Walk-In Scheduler to perform a restore of the student's previous schedule, so each course section reflects the appropriate start date of the child's new enrollment.

Re-Enroll After a No Show Enrollment

In the event a student has been marked as No Show and the enrollment has ended:

  1. Create a new enrollment record for the student in the same calendar and grade level.
  2. Enter the correct start date and select the correct enrollment record.
  3. Save the enrollment record.
  4. Navigate to the student's Schedule. The previous schedule displays in gray text with a drop date of the previous school year calendar's end date.
  5. Modify this date by selecting the course section number link and removing the entered end date. At the same time, enter the correct start date for the new enrollment start date.

For example, a student has an enrollment in the 2016-17 school year that begins on the first day of school (September 6). The student never came to school for the first 15 days of the school year, so this enrollment was marked as a no show, an end date was entered and an end status was assigned (September 26).

The student has now appeared at the school office after a number of days (October 3). A new enrollment has been added with the new start date. The student's schedule lists all of the previously scheduled course sections with a drop date (end date) of the 2015-16 end of calendar date. The course section is edited to remove the end date and the new enrollment start date (October 3) is entered and saved.

Future Enrollments

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The Future Enrollment editor provides information regarding the student’s plan for the next school year (i.e., elementary to middle and middle to high). This should only be used by districts that have multiple school sites for a given grade level.

Future Enrollment Editor

When a student has the ability to choose a school outside of the student’s school boundary, the Next Calendar and Next Grade will need to be chosen. Only future calendars will be available for selection based on the calendar chosen in the Campus toolbar (i.e, calendars for school years in the past will not appear for selection).

  • If an existing enrollment is selected, the Next Calendar dropdown list will display all calendars greater than or equal to the year of that enrollment that contains the grade level sequences greater than or equal to the grade level selected in the enrollment.
  • If a new enrollment is being created, the Next Calendar dropdown list will display all calendars greater than or equal to the Active School Year.

Set Future Enrollments for Specific Students

  1. Select the Next Calendar from the dropdown list. This calendar selection should be the next year’s calendar. For example, a student currently enrolled in the 2016-17 Elementary School will be enrolled into the 2017-18 Middle School. The 2017-18 calendar should be selected.
  2. Select the Next Grade into which the student will be enrolled in the next school year.
  3. Click the Save icon at the top of the Enrollment tab when finished.

State Reporting Fields

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The State Reporting Fields editor contains data elements used in state reporting extracts and federal reporting. Data elements on this editor will vary by state.

State Reporting Enrollment Editor

Special Education Fields

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The Special Education Fields editor lists those items that need to be reported for state reporting relative to students determined to be special education students.

 Data elements on this editor will vary by state.

Special Education Enrollment Editor

Managing Documents

To view documents, click the Documents button on the action bar. Users with the appropriate tool rights may also complete the following tasks.

 

 

 

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