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SIS 2000+ Student Editor

Sec. 3, Transfer a Student

Students can be transferred from one school site to another within the SIS 2000+ district database. Students that are being transferred between schools within the district are called "existing" students because they already have records in the database. The process of transferring a student is also called "enrolling" the student to the destination school. Furthermore, a student being transferred is considered a "new" student from the perspective of the destination site.

Summary of Steps:

1. Withdraw the student from the origin school site.
2. Logon to the destination school site.
3. Find the student to be transferred by searching the district database.
4. Verify identity by checking demographic criteria.
5. Enroll the student to the destination school.
6. Save the student's record.

Prerequisite:
Remember that the student to be transferred must have been "withdrawn" in the origin school site. If necessary, logon to the origin school site and use the Withdraw procedure to inactivate the target student before attempting to transfer (see Sec. 4).

3.1 Logon to the destination school site.
This may necessitate closing current SIS 2000+ session and logging on again.

3.2 Search the district-wide database for the student to be transferred.

3.2.1 Click on the Enter command button to open the 'Student Enrollment' screen (Fig. 45).



The upper portion of the screen contains fields for search criteria. The lower portion of the screen defaults to the currently selected student.


Fig. 45

3.2.2 Enter any portion of the student's First Name or Last Name in the search fields provided. In the example that follows a search will be conducted for "Joseph Morales".

3.2.3 Click on the Find button.

3.2.4 A search of the entire district database is executed, returning a list of names that match the search string (Fig. 46). In the list that is retrieved, highlight the correct name and click on the Select button.


Fig. 46

3.2.5 Essential demographic data for the retrieved student is now displayed in the lower portion of the Student Enrollment screen (Fig. 47). Verify the identity of the student by checking demographic criteria such as, Birth Date and Social Security number, etc. Remember that only a student who has an "Inactive" Status in the origin school can be transferred to another school. If the target student is still "Active" in the origin school execute the "Withdraw" procedure to render them Inactive (See Step. 4).


Fig. 47

3.2.6 Initiate the Transfer
Click on the Enroll command button to open the 'Student Entry Data' form (Fig. 48).


Fig. 48

3.2.7 Complete 'Student Entry Data' form
Some basic student information will be carried over into this screen, such as Name and Birthdate, etc. The remainder must be filled in before the transfer can be completed. The minimum required data is Track, Status, Entry Date and Entry Code. Modify other fields, such as Grade, English Proficiency, Service, Teacher/Advisor, etc., if necessary. See Fig. 49 for a sample of a completed 'Student Entry Data' form.


• Household Address -

Transferring students may have a change of home address. Click on the Choose Household command button to change the address. See Sec. 8, Edit 'Addresses' Data for more details on how to change an address.
• Track -

Select an attendance track for the destination school.
• Status -

Select a student status for entry, such as 'Active', 'Primary Site of Multiple sites', 'Part-time', 'Future', etc.
• Entry Date -

Enter the date of the first day of attendance at the destination school. This data must be at least one day later than the Withdraw date at the origin school.
• Entry Code -

Select a code (reason for transfer).
• Grade -

Select the grade level the transferred student will be entering at the destination school.
• English Proficiency -

Select or modify the level of skill in the English language.
• Teacher/Advisor -

Select or modify the counselor to be assigned to the student at the destination school site and track. See Sec 2, Enter a New Student, Step 2.4.2 - Teacher/Advisor for details on editing counselor data.

Sample of completed transfer data:


Fig. 49


3.2.8 Continue transfer



Click on the Continue command button to transfer the student record temporarily. The transferred record will open in the Student Editor format in the destination school, defaulting to the "General" information screen in the edit mode (Fig. 50).


Fig. 50


Possible error Message: If the new Entry Date (Fig. 51) falls between the original Entry Date and Exit Date of the student's previous enrollment record, an error message will occur when the Continue button is clicked:


Fig. 51

Click on "OK" to revert to the 'Student Entry Data' screen (Fig. 25). Change the Entry Date in the lower half of the screen to read at least one day after the student's Withdraw date (Exit Date) in the origin school.


3.2.9 Save the transferred record
Click on the Save command button to complete the transfer, or Undo to cancel the transfer. A saved record will revert to the read-only mode, signified when the white field colors change to gray.