Understanding Enrollments

This article attempts to explain how enrollments in Schooltool should be interpreted when reviewing or creating them.

Sample Enrollment Screen


The basic parts of an enrollment are illustrated and described below:

Edit Enrollment Screen
  1. Enrollment Type:  This helps to identify the program the student is enrolled in, or generally the type of student they are (e.g. a BOCES Student, a student that is Home Schooled, or a student that attends a Private School). 

    You could also think of this field as a way for you to identify what "population" the student has been grouped into (e.g. Special Education Students, Alternative Education Students, Students being referred to the CPSE).  The number of enrollment types that you'll see in this drop-down will vary by school, but they should be named in a way that helps you easily understand which enrollment type to choose. 

    If they aren't, contact your schooltool admin for help in understanding the existing set of enrollment types, or for help with modifying the enrollment types so that they make more sense to you.
  2. Date Fields:  These fields identify the start and end date for the program that the student is enrolled in (e.g. the student participated in the program or received the service that is described by the "Enrollment Type" that appears above).
  3. Provider:  The radio buttons in this area of the screen are to be used to identify the physical LOCATION where the student primarily participates in the program that is described by the "Enrollment Type" that appears above.

    • Choosing an "In-District" Provider:  (Upper Radio Button - data IS exported to NY State)
      In district provider

    • Choosing an "Out of District" Provider: (Lower Radio Button - data is NOT exported to NY State unless "Is Placed" = Yes)
      Out of District Provider

  4. Is Placed:  This checkbox influences how data for the student is sent to NY State.  By default, if the lower radio button in the "Provider" area of Schooltool is marked to indicate that the student participates in a program not physically within a building at your school, data for that student will not be sent to the state.

    Check this box if and only if, the data for this student should be sent to NY State which in doing so, you force Schooltool to ignore it's "default" as described previously, in situations where the LOWER radio button is marked in the Provider area.  It's easiest then, to think of this checkbox as the "Enrollment Override", and when it's checked....you're really telling Schooltool to FOR CERTAIN, send data for this student to the State of NY.

  5. Include in Rank:  This checkbox when checked, tells Schooltool to include the student in the calculation of their Ranking within the "Class Off" that you identify lower on the screen.  If this student isn't to receive a rank when they graduate (e.g. a Special Education Student), simply un-check this box at anytime, and Schooltool will automatically remove them from the class ranking process.

  6. Grade Fields:  This set of fields identify the grade the student is considered to be in by the school (Grade Field), and the grade that the State of NY considers the student to be in (Alternate NYS Reported Grade).

    Example:  In situations where the grade the school considers the student to be in, matches what the State of NY expects, only the "Grade" field needs to be used.  In situations where the school and state vary on what grade the student is in (i.e. Special Education Students), you should set the "Grade" field to represent what grade the student generally is included in with regard to daily instruction, but use the "Alternate NYS Reported Grade" field to identify the grade the state considers the student in (e.g. Grade 13 for K-6 students, and Grade 14 for 7-12 students).

  7. Class:  This field identifies the graduating class that the school expects the student to be a part of.  If this changes at anytime, simply change the "Class" field to the school year the student did or will graduate in, instead.

  8. Homeroom:  This field can be used if the physical building the student is enrolled in (the upper radio button is checked in the "Provider" section), has a schedule that includes Homerooms.  So for example, if the student is enrolled in a High School program at the High School building, and the schedule for that building doesn't include Homerooms (Home Bases) that students are to report to each day for attendance, you can simply skip this field altogether.

  9. Counselor:  This field can be used to assign the student to a counselor, assuming the building that the student is enrolled in as identified in the "Provider" section of the enrollment, assigns counselors to students.  If this isn't the case, you can simply skip this field altogether.

  10. Diploma:  This field can be used to identify the type of diploma that the student plans to graduate with, or has graduated with.  If the student is too young to identify what path they are on in terms of a diploma at graduation, you can simply skip this field altogether.

  11. Reasons and Notes
    • Use the "Exit Reason" field only in situations where the student has been un-enrolled from the program they were participating in at your school, which allows you to choose from a set list of STATE Approved Exit reasons.
    • Use the "Entry Note" field if and only if you have meaningful information about something that relates to the students enrollment.  Otherwise, look to use other features that exist in Schooltool to record things like custody issues or medical notes.