Students are retained or promoted at the end of each school year. In NCSIS, the future enrollment information is used to determine the status of a student's next year enrollment. Students will need a next calendar, next schedule structure, and next grade in the future enrollment fields for processing. The student's next grade will determine whether the student will be assigned a promotion or retention local end status when the calendar is rolled forward for the new year.
Use the RtA Program for reading retained designation.
Below are steps on how to update retention or promotion information based on different situations.
Retained at End of Year and Promoted After Summer School
If a student was retained at the end of the previous year and attends summer school resulting in a promotion to a new grade level, follow the steps below:
Navigation: Select Student > Student Information > General > Transcripts
- Add any grades earned during summer school by following the Adding Transcript Grades article.
Navigation: Select Student > Student Information > General > Enrollments
- Click on the current year enrollment record.
- Update the Start Date to 7/1/XXXX.
- Check the No Show checkbox.
The student's current schedule will be unloaded as part of this process.
- Add an End Date of 7/1/XXXX
- Select a Local End Status of PR: Promoted or PRN: Promoted New School as appropriate.
- Add an End Comment of Promoted Summer School.
- Click Save to update the enrollment record.
The retention enrollment record for the current year should now show as a No Show in the enrollments list.
- Click on New to add a new enrollment.
- Verify the calendar and schedule are correct in the enrollment record.
- Select the new grade.
- Enter the start date. (For summer processing, the date should be the first day of school.)
- Select E1: Init enroll- this year from the local start status dropdown.
- Enter Promoted Summer School in the Start Comments box.
- Select the appropriate Admission Status from the dropdown.
- Enter the Resident District, Resident School, Serving District, and Serving School.
- Click Save to complete the new enrollment record.
The promoted enrollment record for the current year will be listed in the enrollments list.
After the enrollment has been updated, navigate to the student's schedule to restore or update the section enrollments.
Navigation: Student Information > General > Schedule > Walk-in Scheduler
- Select the triangle next to Load and choose Restore.
- The Start Date should match the first day of the student's enrollment, unless the student is starting on the first day of the course. In that case, the Start Date should be left blank.
- Click Restore to add the student's previous schedule.
- The student's previous schedule will be updated. Review the schedule and make adjustments as needed.
For information on how to process a student who will graduate, refer to the Summer Graduates article.
Incorrectly Retained at End of Year
If a student was incorrectly retained at the end of a school year, follow the steps below to correct the enrollments.
Navigation: Select Student > Student Information > General > Enrollments
- Click on the previous school year enrollment.
- Change the local end status to PR: Promoted or PRN: Promoted New School as appropriate.
- Change the end comment to Promoted Same School or Promoted New School as appropriate.
- Click Save to update the enrollment record.
The enrollment from the previous year will now show as Promoted in the enrollments list.
- Click on the current year enrollment record.
- Select the correct grade from the dropdown list.
- Change the Start Comments to Promoted Same School or Promoted New School as appropriate.
- Click Save to update the changes to the enrollment.
The student's previous and current year enrollment records should now be correct in the enrollments list. Follow up with reviewing the student's schedule as necessary.
Incorrectly Promoted at End of Year
If a student was incorrectly promoted at the end of a school year, follow the steps below to correct the enrollments.
Navigation: Select Student > Student Information > General > Enrollments
- Click on the previous year enrollment record.
- Change the Local End Status to the appropriate Retention status code. See the list above.
- Change the End Comments to Retained.
- Click Save to update the changes to the enrollment.
The enrollment from the previous year will now show as Retained in the enrollments list.
- Click on the current year enrollment record.
- Select the correct grade from the dropdown list.
- Change the Start Comments to Retained.
- Click Save to update the changes to the enrollment.
The student's previous and current year enrollment records should now be correct in the enrollments list. Follow up with reviewing the student's schedule as necessary.
If the student was promoted from one school to another incorrectly, the student should be processed as a No Show for the current school. (NC No Show Process) The previous school should follow the enrollment steps to enroll the student. (Enrolling a Student Within District) All previous enrollment information will remain unchanged.
Students that will be retained at the end of the school year will need to have their end status and end date updated prior to processing all other students' end enrollment. This process can be done by updating each individual student's current enrollment local end status and end date or can be done by creating Retention ad hoc filter. The sections below provide a guide on creating a Retention Filter and updating the local end status and end date using the filter.
Create Retention Filter
Create a Retention ad hoc filter to use to complete the end enrollment process with the correct end status for retained students. This can be completed by creating a multi select ad hoc or a selection editor ad hoc.
Use the Infinite Campus Multi-Select article as a guide for how to create a multi select ad hoc filter for retained students.
The Selection Editor ad hoc filter will allow users to select the students from a list.
Any updates to retentions will need to be manually updated in either filter.
End Retention Enrollments
Students that will be retained must have their enrollments ended prior to the full end enrollment process. Follow the steps below to end retained student's enrollments for the current year.
Before ending current year enrollments, ensure student enrollments have been rolled forward.
Make sure the school context is the current year.
Navigation: Student Information > General Student Administration > Enrollment End Batch Wizard
- Select the calendar(s)
- Select the grade levels that are included in the Retention filter.
- Select the Retention Ad Hoc created earlier.
- Enter the last instructional day of the current school year as the end date.
- Select RT: Retained as the local end status.
- Note: If a specific retention reason code is typically used for all students to document retention information, choose the appropriate retention end status for this step.
- Click Run to end the current year enrollments for Retained students.
Each student in the filter should now have an end date and end status for the current year enrollment. If a student's retained end status is different than RT: Retained, use the steps below to navigate to the student's enrollment tool to update the end status to the appropriate Retention Reason.
Update End Status (if applicable)
After using a default end status code, use the steps below to update an individual student's end status if necessary. For example, if RT: Retained was used as the end status, however the reason for the retention is RACD: Retention-Local-Stds-Acad, then navigate to the individual student's enrollment and update the end status.
Navigation: Student Information > General > Enrollments
- Search for the Retained 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 current year enrollment.
- Update the local end status to the retained reason end status.
- Add an end comment. (optional)
- Click Save to update the current year enrollment.
Update Future Enrollment
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.
| Location of Future Enrollment | Action | Calendar Rights Needed | Tool Rights Needed |
| Current School | Change grade level in the enrollment record in the future year | Future year of current school | Enrollments - Write |
| Different School | Delete enrollment record in the future year | Future year of different school | Enrollments - Delete |
| Create new enrollment record in the future year | Future year of current school | Enrollments - Add |
Navigation: Student Information > General > Enrollments
- Search for the Retained 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.
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.
