Enrollments

PATH: Student Information > General > Enrollments

The Enrollments tab displays all occurrences of a student’s enrollment in the district. Enrollments are listed by enrollment start date. To reorder the list of enrollments, click the blue hyper-linked headers in the Enrollments Editor list. The list of enrollments can be sorted by Grade, Calendar, Start Date or End Date.

This is a historical list of the student's enrollment records. For a student that has been enrolled in the district from preschool through 12th grade, all 13 enrollment records would be listed. If the student had multiple enrollments for multiple schools in a single year, that would add to the list of enrollment information.

Student Enrollments

When an enrollment record is marked as State Exclude, it displays in red text.

When hovering over an enrollment entry, the person who last modified the data will appear in the hover box.

Last Modified Information

To see specific information about an enrollment record, open the desired entry by clicking on the enrollment.

Enrollment Detail

When adding a new enrollment, a school and calendar need to be selected from the toolbar.

The student's current grade level for the selected school year displays in the Student header (and throughout all Student Information tools). This grade level displays in the search results and the list of enrollments in the Enrollment Editor.

Grade Level Display

The display of Enrollments follows this logic order:

  1. The active, primary enrollment from the active school year displays.
  2. If there is more than one active primary enrollment, the most current primary enrollment displays.
  3. If there is more than one active enrollment and no enrollments are primary, the most current one is used regardless of enrollment type (partial or special education).
  4. The most current, non-active primary enrollment in the active school year displays.
  5. The most current, non-active, non-primary enrollment in the active school year displays.
  6. If there are no enrollments in the active school year, no enrollments display.

When a student's enrollment is ended or deleted and attendance data is removed, a record of that action is recorded in the Audit Attendance table.

When an inactive start status is marked as the default start status in the Attribute/Dictionary, and a new enrollment is created for a student, an active start status must be selected prior to saving the enrollment.

When a student has multiple enrollments in the same school year but is enrolled in different grade levels and different schools, the grade level displayed next to the student in the search differs depending how the student is searched.

In the examples below, the student has two active enrollments in different grade levels and different schools. The first image shows the results searching all schools/all calendars. The student's second grade enrollment displays in the search results, while the grade level in the student header displays the student's third grade enrollment.

Grade Level Results - Searching All Schools/All Calendars

This next image shows the results searching a specific school year and calendar. The student's third grade enrollment displays in the search results and in the student header.

Grade Level Results - Searching Selected School/Calendar

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 on the Summary Tab

Enrollment information displays on the Summary tab when viewing the household information. Enrollment information for the selected student and any other members of the student's household who are also students have an entry in the Enrollment (grade) column. This displays the most current primary enrollment information for those members (school of enrollment and grade level).

Enrollment Display on Summary Tab

Enrollment Editor Information

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

Enrollment History

All past enrollment information can be entered for the student's entire education career, even if the enrollments were not at the current school or district. This provides the district with the ability to contact past schools or just have a record of enrollment (often required for state reporting).

Add New Enrollment History

  1. Select the New Enrollment History icon from the Action bar. An Enrollment History editor displays.
  2. Enter the following required fields:
    1. Calendar Name - this is the name of the school
    2. Grade level of enrollment
    3. Start Date
    4. Service Type (defaults to Primary)
    5. Start Status
  3. Because this is a historical enrollment record, for most entries, the end of the enrollment information can also be entered. Enter the following fields:
    1. End Date
    2. End Status (if needed for state reporting purposes).
  4. Click the Save icon when finished. The historical enrollment is now listed in the Enrollment Editor list of enrollments, with the word (History) in parentheses.

Add Enrollment History

Print the Enrollment History

A student's enrollment history can be printed by selecting the Print Enrollment History button. In the pop-up that displays, select either the Local Grade Level Code or the State Grade Level Code. The student's enrollment history appear in a separate window in PDF format.

Print Enrollment History

Add Enrollment Information

Enrollments can be added for a student from the Enrollments tab or through the Enrollment tab in Census. A person in Campus is considered a student when that person has an enrollment record, active or not active.

  1. Select the New icon from the Action bar. The enrollment entry information (General, State Reporting Fields, etc.) will display below the Enrollment Editor.
  2. Enter at least the required fields (Grade, Start Date, Service Type, Local Start Status) in the General Enrollment Information editor.
  3. If additional information can be added at this time, enter that information as well.
  4. Click the Save icon. The new enrollment will be listed in the Enrollment Editor. Additional field selections can be made now or at a later time.


When the enrollment record is created, staff are able to add schedule information, prepare for fees entry, etc.

If Grade Level Age settings are in effect, a warning message displays if a grade level is selected and the student is not of the appropriate age for the selected grade level.

End Enrollments

Enrollments are ended when the student leaves the school for a period of time, when the school year ends (depending on state reporting guidelines) or if the student has a change in services (depending on state reporting guidelines).

  1. Select the enrollment to end from the list of available enrollments.
  2. Enter the End Date, which is the last day the student will be enrolled in the selected calendar.
  3. Select an End Action from the dropdown list, if applicable.
  4. Select an Local End Status that relates to the reason the student is ending enrollments.
  5. Enter any End Comments related to the ending of the enrollment.
  6. Click the Save icon when finished. The enrollment displays in the Enrollment Editor list as ended.

Ending a student's enrollment also ends enrollment in all courses (drops the student name from the Section Roster), and any attendance data entered after the end date will be deleted.

If multiple students are ending enrollments on the same day for the same reason (end of school year processing), use the Enrollment End Batch Wizard.

Summer Enrollments

Summer School Enrollments are managed the same way a regular school year enrollment is. It is recommended that a separate Summer School Calendar be made for each school that allows summer school enrollments. Generally, students are in the same grade level for the summer school enrollment as they are for the enrollment in the just finished school year.

This article is provided as a guideline for summer school enrollments. The process for this may vary by district. If district process information exists, please follow that information.

Instructions assume a summer school calendar and courses have already been created.

Mass Creation of Summer School Enrollments

  1. Create an Ad hoc Filter using the Selection Editor that contains all students who are attending summer school.
  2. Use the Enrollment Roll Forward tool to create enrollment records. For the Source Ad hoc Student filter, select the ad hoc filter created above.

Single Creation of Summer School Enrollments

  1. Search for the student in the current school year calendar (not summer school calendar).
  2. Navigate to the student's Enrollment tab and select the New icon.
  3. Change the Calendar selection to be the Summer School Calendar.
  4. Enter a Start Date for the enrollment, usually the first day of summer school.
  5. Select the appropriate Start Status for this enrollment.
  6. Verify the current year Grade level is selected. Students are not considered to be enrolled in the next grade level until the fall enrollment.
  7. Select the Service Type of S: Partial.
  8. Click the Save icon.

End Dating Summer School Enrollments

This is only used for students who ended summer school enrollment prior to the last day of summer school.

  1. Search for the student in the summer school calendar.
  2. Navigate to the student's Enrollment tab and select the New icon.
  3. Enter an End Date for the enrollment.
  4. Select the appropriate End Status for this enrollment.
  5. Click the Save icon. 

Manage 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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