End Enrollments at EOY

Once the above steps are completed enrollments for the current year must be ended. Enrollments must be ended in a specific order to ensure the proper local end statuses and end actions are associated to enrollment records.

1. Graduates
2. Retentions
3. Promotions
4. Program School Enrollments

Instructions in the next few articles include steps for processing each of the enrollment groups above. All current year enrollments must be ended prior to changing the active year.

End of Year Graduates

Students that will graduate at the end of the school year will need to have their end status, end date, and end action updated prior to processing retained and promoted students' end enrollments. This process can be done for an individual student by following the Individual Graduate checklist or can be done by creating Graduate ad hoc filter and following the steps below. The sections below provide a guide on all the steps that should be completed for graduates.

ECS students who return for another year in grade 12, should have an end date of the last instructional day of the school year and a P: Promote end action. Follow the steps to Adding an XG Flag article to add an XG flag as applicable. The students should have a future enrollment in grade 12. 

Post Grades to Transcript

Navigation: Menu > Student Information > General Student Administration > Transcript Post Wizard

• Transcript Post Wizard | Infinite Campus

Verify Graduation Programs

Navigation: Menu > Student Information > Academic Planning > Programs

• Graduation Program
• Use the Academic Plan Status Report | Infinite Campus tool to view students without a graduation program and confirm students have the correct graduation program.
• Please note that students on the Extended Content Standards pathway will not have an NC Graduation Program assigned.

Verify CTE Programs (if applicable)

Navigation: Menu > Student Information > Academic Planning > Programs

• Please see the CTE Concentrator Report document for guidance on the CTE program information.

Update Student Status for CTE Concentrators (if applicable)

Navigation: Menu > Student Information > Program Administration > Course Plan Administration

• See the CTE Concentrator Report documentation for detailed steps for this process.
• This process should be completed after final grades are posted to the transcript.
  • Once statuses are updated review the CTE Concentrator Report for guidance on verifying and reporting.

Calculate On-Track Status

Navigation: Menu > Student Information > Program Administration > Course Plan Administration

• Course Plan Administration | Infinite Campus
• This process will run for all students.
• This process will calculate any graduation or academic plan a student is assigned.
• Use the Academic Plan Status Report | Infinite Campus to find students that are not on track.

Review On-Track Status

Navigation: Menu > Student Information > Program Administration > Academic Plan Status Report or Academic Plan Progress Batch Report

• Review student's status towards their graduation program by running the Academic Plan Status Report | Infinite Campus.
• The report can also be used to display the students that are not on-track towards the graduation requirements.
• The Academic Plan Progress Batch | Infinite Campus report can provide progress towards the graduation requirements per individual student.

Verify Post Grad Plans

Navigation: Menu > Student Information > General > Graduation

• Graduation (North Carolina) | Infinite Campus

Verify Grade 9 Entry Date

Navigation: Menu > Student Information > General > Graduation

• This field is populated based on the 9th grade enrollment record for the student. 
• If a date is not entered, review the student's enrollment history to determine the correct grade 9 enrollment. Enter the date of the students first grade 9 enrollment.
• NGA Cohort End Year - This field is populated based on the 9th grade enrollment record for the student.
• NCLB Cohort End Year - This field is populated based on the 9th grade enrollment record for the student.

Add Seals (Endorsements)

Navigation: Menu > Student Information > General > Graduation

• Graduation (North Carolina) | Infinite Campus
• Requirements for Endorsements can be found: High School Diploma Endorsements | NC DPI

Review Data on Transcripts

Navigation: Menu > Student Information > General > Transcripts

• Verify graduation requirements are met
• Verify programs are reflected correctly on the transcript (CTE)
• Verify seals are reflected correctly on the transcript

Post Diplomas & End Enrollments Using Enrollment End Batch Wizard (Recommended)

Navigation: Menu > Student Information > General Student Administration > Enrollment End Batch Wizard

This process will end enrollments and post diploma data for students included in an ad hoc created for graduates.

• Enrollment End Batch | Infinite Campus
• Create an Ad Hoc of graduates to ensure only those graduating will receive diploma data.
• Select all calendars of students included in the created ad hoc.
• Select all grade levels of students included in the created ad hoc.
• The End Date should be the last instructional day of the school year.
• The students' Local End Status should be W6: High School Graduate.
• The End Action should be P: Promote.
• The Diploma Date should be the last instructional day of the school year.
• The Diploma Type should be FRC: Future Ready Core or GWC: Graduated with Certificate.
• The Diploma Period should be R: Regular.

Check a few student's graduation tool to ensure diploma files were populated correctly.

Print Final Transcript

Navigation: Menu > Grading & Standards > Reports > Transcript Batch Report

• Transcripts (North Carolina) | Infinite Campus

Validate End Status for Graduate Students

Use the Enrollment Summary Details Report | Infinite Campus to review students' end status and end dates. Use the same Graduate ad hoc filter to review just the students that were graduated. This report can be generated in a CSV format to be opened in a spreadsheet view and filtered as needed.

Review the table below to verify that student enrollment records have been updated with the correct end of year values.

End of Year Retentions

Prior to ending retention enrollments for the current year, ensure the following steps have been completed

1. Enrollments are Rolled Forward
2. Principal's Monthly Report 9 Submitted
3. Student Status for CTE Programs have been updated
4. Graduate Enrollments have been ended

Students that will be retained at the end of the school year will need to have their end status, end date, and end action updated prior to processing promoted students' end enrollments. This process can be done by updating each individual student's current enrollment local end status, end date, and end action or can be done by creating Retention ad hoc filter. The sections below provide a guide on creating a Retention Filter and updating the necessary fields using the filter.

ECS students who return for another year in grade 12, should have an end date of the last instructional day of the school year and a P: Promote end action. Follow the steps to Adding an XG Flag article to add an XG flag as applicable. The students should have a future enrollment in grade 12.

Create Retention Filter

Create a Retention ad hoc filter to use to complete the end enrollment process with the correct information for retained students. This can be completed by creating an hoc using the:

• Advanced Person Search | NC Department of Public Instruction
• Infinite Campus Multi-Select | NC Department of Public Instruction
• Selection Editor | Infinite Campus 

Student Numbers can be copied and used in the creation of an ad hoc using the Advanced Person Search or the Multi-Select ad hocs. The Selection Editor ad hoc allows the selection of students from a list.

Any updates to retentions, must be updated in the ad hocs manually.

End Retention Enrollments

Students that will be retained must have their enrollments ended prior to promoted students ending enrollments. Follow the steps below to end retained student's enrollments for the current year. If applicable, graduates should be processed before retentions are processed. Ending retention enrollments should be complete prior to ending promotion enrollments.

Navigation: Student Information > General Student Administration > Enrollment End Batch Wizard

1. Select the calendar(s)
2. Select the grade levels that are included in the Retention filter.
3. Select the Retention Ad Hoc created earlier.
4. Enter the last instructional day of the school year as the End Date.
5. Select EYC: EOY Completer or EYCN: COY Completer - New School as the local end status.
   1. EYC: EOY Completer applies to any student who has completed the year and is enrolled in school on the last day of the school year is expected to come back to the same school in the next school year.
   2. EYCN: EOY Completer - New School applies to any student who has completed the year and is enrolled in school on the last day of the school year and is going to attend a new school in the next school year.
6. Select R: Retain as the End Action.
7. Click Run to end the current year enrollments for Retained students.

Validate End Status for Retained Students

Use the Enrollment Summary Details Report | Infinite Campus to review student's end status and end dates. Use the same Retention ad hoc filter to review just the students that were retained. This report can be generated in a CSV format to be opened in a spreadsheet view to filter as needed. Each student in the filter should have an End Date, End Status, and End Action for the current year enrollment. 

Review the table below to verify that student enrollment records have been updated with the correct end of year values.

Update Retention Future Enrollments

Students' future enrollments have been created, but the grade level may not be correct. If the student's future year enrollment is in the same calendar, then follow the steps below to update the student's grade level. If the student's future year enrollment is not in a calendar with your tool rights, contact the next school or SIS Coordinator to work on the process to update the future enrollment record with the correct grade level.

Navigation: Student Information > General > Enrollments

• Search for the Retention filter by selecting the Advanced button in the student search.
• Select Filter to see the list of available filters. Select the Retention filter created earlier.
• Click Search to select the students in the retained filter.

• Select a student and click on the future year enrollment record

• Select the correct grade level from the grade dropdown.
• Add a start comment (optional)
• Click Save to update the grade level.

All students future enrollment Start Status must be E1: Init enroll - this year.

End of Year Promotions

Prior to ending enrollments for the current year, ensure the following steps have been completed

1. Enrollments are Rolled Forward
2. Principal's Monthly Report 9 Submitted
3. Student Status for CTE Programs have been updated
4. Graduate Enrollments have been ended
5. Retention Enrollments have been ended

Students that are promoted at the end of the school year will need to have their end status, end date, and end action updated after processing graduate and retained students' end enrollments.  The sections below provide a guide on all the steps that should be completed for end of year promotions.

ECS students who return for another year in grade 12, should have an end date of the last instructional day of the school year and a P: Promote end action. Follow the steps in Adding an XG Flag article to add an XG flag as applicable. The student should have a future enrollment in grade 12.

Verify Last Instructional Day

Check that the last instructional day in the day setup is reflected appropriately.

Navigation: Scheduling & Courses > Calendar Setup > Day Setup

• The last day of school should be the actual last day that students were in the building and receiving instruction.
• The instruction checkbox should be marked for the last day.
• This date should also match the end date in the last term for the current year.
• If this date has changed, make sure that School Months have been updated for PMR.

End Promotions Enrollments

Students that will be promoted must have their enrollments ended after retained students ending enrollments. Follow the steps below to end promoted student's enrollments for the current year. If applicable, graduates and retentions should be processed before promotions are processed.

Navigation: Student Information > General Student Administration > Enrollment End Batch Wizard

• Select the Calendar(s)
• Select Grade Levels.
  • Grade levels may need to be completed in two phases, students remaining in the same school and those moving to a new school.
• Enter the last instructional day of the school year as the End Date.
• Select EYC: EOY Completer or EYCN: EOY Completer - New School as the local end status.
  • EYC: EOY Completer applies to any student who has completed the year and is enrolled in school on the last day of the school year is expected to come back to the same school in the next school year. 
  • EYCN: EOY Completer - New School applies to any student who has completed the year and is enrolled in school on the last day of the school year and is going to attend a new school in the next school year. 
• Select P: Promote as the End Action.
• Click Run to end the current year enrollments for students.

Validate End Status for Promoted Students

Use the Enrollment Summary Details Report | Infinite Campus to review student's end status and end dates. This report can be generated in a CSV format to be opened in a spreadsheet view to filter as needed. Each student in the filter should have an End Date, End Status, and End Action for the current year enrollment. 

Review the table below to verify that student enrollment records have been updated with the correct end of year values.

Charter School - Last Grade Level Offered

Students promoted from the final grade level in the school should have an End Status of EYCN: EOY Completer - New School and an End Action of P: Promote. These students should have no future enrollment since the next grade level is not offered for the school.

Follow the steps in the End of Year Promotions above to end enrollments for these students.

End of Year Program Schools

The following steps must be completed for each program school that contains student enrollments including OEC, OHP, OMP, and LEP.

Navigation: Student Information > General Student Administration > Enrollment End Batch Wizard

• Run the Enrollment End Batch Wizard process to end enrollments for all students.
  • May need to be completed in two phases, students remaining in the same school and those moving to a new school.
• Enter 06/30/20YY as the End Date.
• Select the EYC: EOY Completer as the Local End Status.
• Select P: Promote as the End Action.
• Click Run to end the current year enrollments for students.

Validate End Status for Program Students

Use the Enrollment Summary Details Report | Infinite Campus to review student's end status and end dates. This report can be generated in a CSV format to be opened in a spreadsheet view to filter as needed. Each student in the filter should have an End Date, End Status, and End Action for the current year enrollment.