Analyzing Student Movement for Registration Rollover
The registration rollover process uses criteria from the Registration Rollover Criteria Page to update student records for the next school year. To efficiently roll students to the next year, you need to analyze how student data needs to be updated based on how students move from grade to grade and building to building. For example, if you set up the rollover to update the next building for students who will go to the high school the year after next, then users will not need to update the next building for these students before next year scheduling.
The following questions will help you to analyze how your district can use criteria to roll student data:
When do students move to another building?
You may need to define separate criteria for students who will be switching buildings in two years. For example, you may use the Grade field of the Demographic area to select fourth grade students who will be moving to the middle school in two years in order to update the Next Building field.
How is information for pre-registered students entered?
Your criteria should be defined to set all pre-registered students to have their status set to Active.
- If you enter pre-registered students with the current grade and building at the time of registration, then your criteria should update the Grade field by selecting Next in the Value field.
- If you enter pre-registered students with the next year grade and building at the time of registration, then your criteria should not update the Grade field.
If you have used both pre-registration methods for different groups of students, then you will need two sets of criteria. For example, you might pre-register kindergartners with the grade and building for the next year, but pre-register ninth graders with grade and building for the current year and the next year values set appropriately for next year scheduling processing.
Note
If your criteria updates pre-registered students to a status of Inactive, the Registration Rollover will log an error. The student's status will be updated to Inactive, but the student's entry/withdrawal record will not be updated. We do not recommend updating pre-registered students to an inactive status.
What fields need to be updated for students being promoted?
In each criterion, you can update multiple fields. The criterion you are defining will determine what fields you need to update.
For a general promotion criteria, you will typically update the Building and Grade fields to the next value.
You can also update the following fields by setting their values to those stored in the Registration page's Next Year panel: Override Building of Residence*, Override Reason*, House/Team, Counselor, Primary Homeroom, and Secondary Homeroom.
In some case, you may need to set the Calendar field on the Registration page's Building panel to the standard calendar used by a building, for example, if kindergartners were on a special calendar and are moving to first grade where they will use a standard calendar. Also, the Next Year Grade field can be set to the next grade in the Grades validation table.
* The Override Building of Residence and Override Reason fields only apply if your district uses Geo Code plan areas to assign buildings
How should fields be set for students repeating a grade?
For students who must repeat a grade, set up criteria to select students whose Academic Promotion field is N (for no). Typically, this criteria would not update the grade or building, but would reset the Promotion field to Y (for yes) in the rollover.
You can also update the following fields by setting their values to those stored in the Registration page's Next Year panel: Override Building of Residence*, Override Reason*, House/Team, Counselor, Primary Homeroom, and Secondary Homeroom.
* The Override Building of Residence and Override Reason fields only apply if your district uses Geo Code plan areas to assign buildings.
How are graduated seniors and graduate records going to be saved?
We recommend changing the status of graduated seniors to Graduated and leaving the students in the same grade to make reprinting of transcripts easier.
If you do not want a Grade of 12 to display in the header of the transcript for graduated students, you can move graduated seniors to a separate grade, for example, 13 or Graduated.
Which student records need to be deleted?
You must decide how long you want to save records on your system. For example, you may decide to keep graduated students' records for five years. Typically, this decision is dependent on state regulations. You can use criteria of status of Graduated and a specific Graduation Year to delete records for students for whom you no longer need to retain information.
How do you handle cases where an inactive student needs to be re-activated?
Normally, you would simply pre-register the student in this case and process your pre-registration rollover criteria. However, the system will allow you to re-activate inactive students through Registration Rollover.
If you do re-activate students in this way, please take careful note of the following cautions:
- Set up your Registration criteria so it is specific enough to select only the sub-set of inactive students you want to process. You do not want to create a general criterion that processes all your inactive students. You should test Registration criteria by using the same filters in a student advanced search.
- Make sure to carefully review the students' records once they are re-activated in the next school year. The records likely need updating since they were inactive.