Marking Students as "Retained"

This article provides instruction on how to mark students as "retained" in situations where it is known ahead of time, that the student will be repeating a grade.  Completing the steps below PRIOR to students being grade advanced by EduTech at the end of each school year is IMPERATIVE.  Doing so will ensure the roll over process for your school happens in the most efficient manner.

  1. Search for the student you wish to tag as "Retained" just like you would any other student
     
  2. Click the students "Enrollments" tab
     
    Enrollments Tab

     
  3. Single click the enrollment for the student to highlight it, which represents the student's CURRENT school year enrollment

    **Note:  The enrollment you select should NOT have an end date, and should represent the enrollment for the most recent school year the student has completed, or is still in the process of completing.  DO NOT select an enrollment that represents a school year which has not yet begun for this step.

     
  4. Set the "End Date" field to June 30 of the END YEAR of the current school year, or of the school year that has recently ended.
     
    End Date Field


    For Example: If the current or most recent school year completed is 2012-2013, you would put a date of 6/30/2013.  Where as if the current or most recent school year completed was 2013-2014, you would put a date of 6/30/2014

    **IMPORTANT:  For this step, DO NOT ever enter an end year that represents a school year that has not yet started.

     
  5. Change the "End Action" field to display the following:
     
    End Action - Retain in Grade

     
  6. Change the "End Status" field to display the following:
     
    End Status - End of Year

     
  7. Leave all of the other fields on the enrollment form AS IS and click the Save button to save your changes

     
  8. Determine if the student already has an enrollment for the NEW school year, and then perform the steps below that apply to the situation:

     
    • Student Already has an Enrollment for the NEW school year:

      Simply edit the enrollment for the NEW school year, and change the GRADE field to represent the grade the student will be retained in, assuming it is not already representing this.

      For Example:  if the enrollment for the student that you just ended was in Grade K, the grade on the next years enrollment should also be K.

       
    • Student Does NOT have an Enrollment for the NEW school year:

      Simply create an enrollment for the student manually for the NEW school year just like you normally would, and be sure to set the GRADE field to the same grade level as the enrollment you just ended.

      **Note:  There are different rules for setting the "START DATE" on new enrollment records, depending on if classes are in session at your school or not.  Below describes the scenarios and logic you need to use when setting an enrollment "Start Date".
       
      • If classes are NOT in session

        You must set the START date for the new enrollment you create to 7/1 of the school year that is to start next

        Do this because PRIOR to a new school year having started, the START date for NEW enrollment records you create, must represent the first day of the New York State school year which for all schools in NY is July 1.
      • If classes ARE in session:  

        After the first day of classes has commenced at your school, the START DATE instead can be set to the exact date the student started classes.