HowtoGraduateaStudentEarlyBeforeEOY

Whenastudentgraduatesfromaschooldistrict,PowerSchoolusestheEndofYearprocesstoproperlymoveastudentfromtheirlast
primaryschoolenrollmentintotheGraduatedStudentsschool.Clickhereforinstructionsonpreparingstudentsforgraduationduring
theEndofYearProcess.
However,PowerSchooldoesnothaveabuiltinfunctionthatallowsadministratorstograduateastudentearly.Thisarticledescribes
howaPowerSchooladministratormayselectastudentandgraduatethatstudentbeforetheendoftheschoolyear.Thisprocess
involvesarchivingthestudent'sfinalschoolenrollmentasapreviousenrollment,thenmodifyinganewschoolenrollmenttoreflectthat
thestudentisgraduated.
IMPORTANT:PowerSchooldoesnotallowuserstoeasilyundochangesmadebythefollowingprocess.Thisprocessinvolvesmanual
changestoastudentrecordusingtheStudentFieldValuegroupfunction.Itisrecommendedthatusersbackupandarchivethe
PowerSchooldatabasebeforeproceedingwiththisprocess.
ArchivetheStudent'sFinalSchoolEnrollmentandCreateaNewSchoolEnrollment
Thisfirstprocedurewillarchivethestudent'sfinalschoolenrollmentasaPreviousEnrollmentandwillcreateanewcurrentenrollment.
Thisnewcurrentenrollmentwilllaterbemodifiedtoreflectagraduatedstudent.
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Selectthestudentthatwillbegraduatingearly.
NavigatetotheFunctionsstudentscreenandclicktheTransferOutofSchoollink.
EnteranappropriateTransferCommentsuchas"Graduated."
Enterthedateofthestudent'stransfer.Thisshouldbethedayafterthestudent'slastdayinclass.
SelectanExitCodeappropriateforagraduatingstudent.
ClickSubmit.
Verifythatthestudentwassuccessfullytransferredoutofschool.Thewords"TransferredOut"shouldbedisplayedatthetopof
eachstudentpage.
NavigatetotheFunctionsstudentscreenandclicktheReEnrollInSchoollink.
EntertheDateofreenrollment.Thisdateshouldbethesameasthestudent'spreviousexitdate.InPremier5.2.xorlater,this
datemustbeaninsessiondateasdeterminedbytheschoolcalendar.
DonotselectanEntryCode.
EnteranappropriateEntryCommentsuchas"Graduated."
SelectaFullTimeEquivalency.
Donotrestorethestudent'scourseenrollments.
ClickSubmit.Byreenrollingthestudentintothecurrentschool,thestudent'sfinalschoolenrollmenthasbeenarchivedasa
previousenrollment.NavigatetotheTransferInfostudentscreenandverifythatthestudent'smostrecentenrollmentisarchived
underPreviousEnrollments.

ModifyNewCurrentEnrollmentforGraduation
Oncethestudent'sfinalschoolenrollmenthasbeenarchivedasaPreviousEnrollmentinthe[ReEnrollments]table,thenewcurrent
schoolenrollmentmustbemodifiedtoreflectthestateofagraduatedstudent.
1. NavigatetotheTransferInfopage.
2. ClicktheEntryDateofthestudent'scurrentenrollment.
3. SettheExitDatetothesamevalueasthestudent'sEntryDate.Bothdatesshouldreflectthedayafterthestudent'slastdayin
school.
4. NavigatetotheSchedulingSetupstudentscreen.
5. VerifythattheScheduleThisStudentcheckboxisnotchecked.
6. VerifythattheNextYearGradeissetto"0".
7. Verifythat"NextSchoolIndicator"pulldownmenuissettotheblankvalue.

8. IMPORTANT:Ensurethattheearlygraduateistheonlystudentinyourcurrentstudentselection.Thiscanbedonebyby
changingtothePowerSchoolStartPageandsearchingforthestudentbytheirStudentNumberorLastFirstorotherunique
information.

9. UsingtheStudentFieldValuegroupfunction,(StartPage>SpecialFunctions>GroupFunctions>SetStudentValue)makethe
followingchangestothestudent'scurrentrecord:
FieldToChange
NewFieldValue
Grade_Level
99
Enrollment_SchoolID
999999
Graduated_SchoolID
Theschoolnumberoftheschoolthatthestudentis
graduatingfrom
Graduated_SchoolNameTheschoolnameoftheschoolthatthestudentis
graduatingfrom.

Enroll_Status
SchoolID

3
999999

Caution:Manualmodificationstodatabaserecordsshouldonlybeattemptedbyauthorizedtechnicalcontacts,andcanresultin
thelossofinformationifnotexecutedproperly.BeforemakinganychangesviaDirectDatabaseAccess,youshouldperforma
manualbackupofyourPowerSchooldatabase.ForinstructionsonhowtoperformamanualbackupinPowerSchoolPro,click
here.ForinstructionsonhowtoperformamanualbackupinPowerSchoolPremier,clickhere.
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AdditionalDetails
ID:9586
LegacyID:5652
PublishedOn:05/18/2007
PublishedBy:SiteAdministrator
ModifiedOn:12/09/2010
ModifiedBy:ChrisWestbrook
Type:Documentation
DefectID:NA
VersionsFound:
PowerSchoolPremier5.1.0
Whocanviewthis
TechnicalContacts
PearsonEmployees