Enrolling Admits
Once a child has been Admitted, his or her inquiry record is finished from the point of view of the Admission Office. The record must be changed to reflect that this child is now a student at the school. This is done using the Enroll Admits button on the Enrollment screen. This can be done one child at a time or in a batch. The timing will vary depending on the time of the year and whether the child is applying Rolling or for the Fall. It does not need to be coordinated exactly with the Registrar or divisions.
When a student is Enrolled, it generally implies that the child’s physical records will also be transferred from the Admission Office to the appropriate location. A database record for the child is also created in the school’s Registrar database (KEYSTONE, for example.)
Graduating Students
At the end of each school year, a group of students completes the program and graduates from the student body. Tracking this can be done in bulk by clicking the Graduate button on the Enrollment screen. This script will not operate on records that do not have a Registrar Action of Enroll. This is generally part of the year-end procedures described in detail in the section USING PORTAL. This script will not operate on records that do not have a Registrar Action of Enroll.
Withdrawing Students
When a student leaves the school before graduating, this is considered a Withdrawal. This can be for a variety of reasons—relocation, disciplinary action, voluntary, financial, academic, etc. Students are withdrawn using the Withdraw Script on the Enrollment screen. After this is done, a W/D Reason can be indicated for use in attrition reports.
PORTAL will handle students who withdraw midyear as well as those who are completing the current school year but will not be returning for the next academic year. These students are withdrawn as a group as part of the end-of-year procedures.
The Withdrawal script will not operate on records that do not have a Registrar Action of Enroll.
Promoting the School
As part of the year-end procedures, all the returning Enrolled students need to be moved to the next grade. There is a script for automating this procedure that is found on the Enrollment screen. This script replaces the Current GD for each student with the Rising GD. The Rising GD already factors in such changes as the Promotion Type: Double Promote or Repeat. Often it is necessary to customize the rising grade sequence for each school to account for the values of pre-school programs.
