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SIS 2000+ Student Editor

Sec. 4, Change Enrollment / Edit Status / Withdraw a Student

The 'status record' of a student is a file containing certain date-dependent data associated with the attendance track of the student. The 'General' page of the Student Editor screen (Fig. 52) displays status records for current tracks of the selected student. Status records are displayed as entries in a summary list. Status records keep track of the student's assigned attendance Track, student Status (such as Active, Inactive, Part-Time, etc.), Grade level, English Proficiency, Service, Teacher/Advisor, Entry and Exit codes, and Entry and Exit dates. However, the summary list cannot show all the data fields at one time. The edit mode must be activated in order to view all the data of a status record.

There are important differences between the procedures that will be outlined in this section. They can be summarized as follows:

• Change Enrollment, Step 4.1:

When there is a change in any of the student's status data, the old status record is closed and a new status record is created; thus, they are "re-enrolled" at that time. CAUTION: This action will drop the student from his/her current schedule and exit them from any special programs associated with the old status record. The Change Enrollment command is only applicable if the student is remaining in the current school. Records of students who are leaving the current school must undergo the Withdraw procedure.
• Edit or Delete a Status Record, Step 4.2:

The data in an existing status record can be edited by activating the edit mode. This type of editing does not create a new status record and should only be done to correct mistakes in an existing status record. This procedure should not be confused with the Change Enrollment procedure which creates another status record. A status record can also be deleted altogether, but the student must first be withdrawn.
• Withdraw a Student, Step 4.3:

When a student leaves the school district or is transferred to another school within the district, their current status record must be closed using the Withdraw command. This procedure will close the student out of their current school, withdraw them from scheduled classes, withdraw them from attendance tracking, and render them inactive. This must be done before SIS 2000+ can enter or transfer that student into another school within the district. This procedure is not used for changing to a new track within the current school or creating a new status record in the current school.

In some cases a student may have been transferred to another school within the district during the current school year. These transactions will have been executed using the Withdraw and Enroll procedures. The list of status records will reflect this transfer data with the exception of the Track identification field of remote school site (Fig. 52). (Track identification data for a remote school site is not available to the user when logged on to the current school site.) Despite these transfer transactions, the last status record will always be "open" as long as the student is active in the current school site.

4.1.1 Find a student (see Sec. 1)

4.1.2 Go to the 'General' information screen


Fig. 52 - 'General' information screen in read-only mode

4.1.3 Select the last open status record
Click anywhere in the white area of the summary list. Then use the mouse or the arrow keys on the keyboard to select (highlight in dark blue) the last open status record (Fig. 52).

4.1.4 Initiate
Click on the Status command button (or press CTRL+S on the keyboard). This action causes the 'Status/Program Change' screen to be displayed (Fig. 53). This screen is used for both the Change Enroll procedure and the Withdraw procedure. It defaults to the read-only mode (signified by the gray fields) until a command button is executed.


Fig. 53 - read-only mode

4.1.5 Begin Change Enrollment



Click on the Chg Enroll command button. The 'Status/Program' screen changes to the edit (entry) mode; signified when the gray fields turn to white (Fig. 54). "Old" data from the selected status record will be displayed as default values in some of the fields in the lower half of the screen.


Fig. 54 - "Old" data from the current status record

In the examples that follow, the current status record will be closed and a new status record will be created. In the new record, the Track, Service, and Teacher/Advisor data will be changed.

4.1.6 Close Current Status Record.
Enter exit data in the first two fields in the upper half of the screen (Fig. 55). Do not Save after entering this data. The exit data will effectively close the current status record after a new one is created in the next step and the Save command executed in the following step.


• Exit Date -

Enter the date the current status record will be closed (System Date is the default).
• Exit Code -

Enter the reason for closing this record by making a selection from the drop-down list (or select <Unset>). Exit codes are user-defined during the installation of SIS 2000+ and will vary widely according to district.

Notice that the To School field is inactivated. The To School field is only available for a Withdraw procedure (see Step 4.3).


4.1.7 Create a New Record
In the lower half of the screen, enter new data as follows (Fig. 55):


Fig. 55 - New data

In the example above, by comparing Fig. 54 with Fig. 55, it can be ascertained that the Track, Service, and Teacher/Advisor data was changed for the newly created record.


• Track -

Attendance track
• Status -

This refers to "Student Status" codes, which are similar but not the same as enrollment status mentioned above. These status codes pre-defined during the configuration of SIS 2000+ and vary widely according to the district. Consult the System Administrator for definitions of available status codes.
• Entry Date -

Enter the date the new status will be effective. This date must be at least one day later than the Exit Date in the upper portion of the screen or an error message will occur.
• Entry Code -

Enter the reason for opening this record by making a selection from the drop-down list (or select <Unset>). Entry codes are user-defined during the installation of SIS 2000+ and will vary widely according to district.
• Grade -

Select the grade level of student as it applies to the new status record.
• English Proficiency -

Select the English proficiency level of student, such as "Fluent", "Limited", "Transitional Bilingual", etc.
• Service -

Select the type of educational service to applied to this student, such as Regular Education or Special Education, etc.
• Teacher/Advisor -

Click on the Teacher/Advisor command button to open the 'Faculty Find' dialog (Fig. 56). To search the database for the teacher or advisor that will be assigned to this student, enter the Faculty Identifier number or any portion of the Last Name or First Name of the faculty member. Then click on the Find command button.


Fig. 56


Advisors vs. Counselors -
A Teacher/Advisor in this step is a faculty member assigned as an advisor to a student on a per track basis. A "counselor", on the other hand, is a faculty member assigned as an advisor to a student for a longer period, such as for the duration of a student's enrollment at a school site. Counselors are assigned later in the 'Misc.' tab of the Student Editor. See Sec. 9
4.1.8 Save data
Click on Save to confirm the newly created status record, or Cancel to abort. A prompt will appear (Fig. 56a) to remind the user that this action will drop the student from his/her current schedule and exit them from any special programs associated with the old status record. Answer "OK" to proceed with the save or "Cancel" to abort. If "OK", the view will revert to the 'General' information screen.


Fig. 56a

4.1.9 View the new Status Record
The summary list now shows that the old status record is closed, signified by an Exit Date/Code. The newly created status record is entered at the end of the list and is "open" or current - with no Exit Date/Code displayed (Fig. 57).


Fig. 57

4.2.1 Edit a Status Record
Proceed with caution. Existing status record data may be linked to other SIS 2000+ transactions.

• Click on the Edit command button at the bottom of the 'General' information screen to activate into the edit mode (do not use the Status button). The edit mode is indicated when the gray fields turn to white.
• In the summary list, double click the status line to edit. The 'Student Status Maintenance' screen appears (Fig. 58).
• Edit the data as necessary. The data fields are basically the same as in the 'Status/Program Change' screen (Figs. 54 & 55) except that the Exit Date and Exit Code fields are now at the bottom. See Step 4.1.6 for a definition of each data field.
• After modifying data, click on the Save command button, or Cancel to abort.
• The view will revert to the 'General' screen. The changes in the modified status record will be displayed.
• Click on the Done command button to exit the edit mode.


Fig. 58

Reminder: The Entry Date and Exit Date for a status record defines the date range for that status record. The date ranges of a student's status records are not allowed to overlap. Otherwise, an error message will occur during the Save command (see Fig. 41).

4.2.2 Delete a closed Status Record:
Proceed with caution. An existing status record may be linked to other SIS 2000+ transactions. Only closed status records can be deleted, as follows:


• Click on the Edit command button at the bottom of the 'General' information screen to activate into the edit mode (do not use the Status button). The edit mode is indicated when the gray fields turn to white.
• In the summary list, double click the status line to delete. The 'Student Status Maintenance' screen appears (Fig. 48).
• Click on the Delete command button.




• In the dialog box that appears (Fig. 49), answer "Yes" to confirm the deletion, or "No" to abort.


Fig. 59


• The view will revert to the 'General' screen and the deleted status record will have been removed from the summary list.
• Click on the Done command button to exit the edit mode.




4.2.3 Delete an open Status record
Only closed status records can be deleted. An open status record of a student cannot be deleted in the edit mode. To delete an open status record the student must be withdrawn first and then re-enrolled after deleting the erroneous status record, as follows:

• Execute Steps 4.3 - 4.3.6, "Withdraw A Student" in order to close their current (open) status record.
• A withdrawn student's name still exists in the district database, though inactive. Execute Sec. 3, "Transfer A Student" to re-enroll the student by transferring them back into the target school.
• Re-schedule the student. Any classes that were scheduled for the student are automatically dropped by the Withdraw procedure. Go to the Student Schedule program or the Student Schedule Assignment program to reschedule the student.
• Execute Step 4.2.2, "Delete a closed Status record" to delete the original erroneous status record.

The following Withdraw procedure should only be followed for a student who is leaving the current school site or must be inactivated temporarily so that one of their status records can be deleted. This procedure is not used for changing to a new track within the current school or creating a new status record in the current school.

4.3.1 Find the student record to be withdrawn (see Sec. 1).

4.3.2 Go to the "General" information screen.

4.3.3 Select (highlight in dark blue) the current open status record on the 'General' page (Fig. 60).
Only status records that are "open" (without an Exit/Date Code) can be withdrawn.


Fig. 60

4.3.4 Initiate
Click on the Status command button. The 'Status/Program Change' screen is opened in the read-only mode; signified by the gray data fields (Fig. 51).


Fig. 61

This screen is used for both the Change Status procedure and the Withdraw procedure. It remains in the read-only mode with no data displayed until a either procedure is executed.

4.3.5 Start Withdraw



Click on the Withdraw command button. The 'Status/Program Change' screen changes to the edit mode in the upper area of the screen named "Close Current Status Record" (Fig. 62). The lower area of the screen, named "Create A New Status Record", remains inactivated because it does not apply in the Withdraw procedure.


Fig. 62

4.3.6 Close Current Status Record
Enter data in three fields as follows (Fig. 63):


• Exit Date -

Enter the date of the last day the student will be enrolled in the current school (system date is the default).
• Exit Code -

Enter the reason for leaving the school. Make a selection a selection from the drop-down list (or select <Unset>). Exit codes are user-defined during the installation of SIS 2000+ and will vary widely according to district.
• To School -

Select the school site, district, or other location that the student will be transferring to after leaving the current school site. "To school" sites are user-defined during the installation of SIS 2000+.


Fig. 63


4.3.5 Save data
Click on the Save command button at the bottom of the 'Status/Program Change' screen to confirm the closing of the current record, or Cancel to abort.

4.3.6 View the closed status record
The view will revert to the 'General' information screen displaying the summary list of status records. The student's last status record is now closed, rendering their enrollment status as inactive in the current (origin) school (Fig. 64). This student's record may now be transferred to another school site by logging off the current (origin) school site, re-logging to the destination school site, and executing a transfer procedure (see Sec. 3, Transfer a Student).


Fig. 64