Prior to ending retention enrollments for the current year, ensure the following steps have been completed
- Enrollments are Rolled Forward
- Principal's Monthly Report 9 Submitted
- Student Status for CTE Programs have been updated
- 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.
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 school year as the End Date.
- Select EYC: EOY Completer or EYCN: COY 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 R: Retain as the End Action.
- 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.
| Retention | Current Year
End Date |
Current Year
End Action |
Current Year
Local End Status |
Future Year
Local Start Status |
Future Year
Grade Level |
|---|---|---|---|---|---|
| Same School Next Year | Last Instructional Da | R: Retain | EYC: EOY Completer | E1: Init enroll - this year | Same as previous year |
| New School Next Year | Last Instructional Day | R: Retain | EYCN: EOY Completer - New School | N/A | N/A |
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.
| 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 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.
Students who are retained at the end of the school year have an end status, end date, and "R: Retain" end action added when ending enrollments.
PSUs may choose to use a summer school calendar to track student enrollment. See the End Summer School Student Enrollment for how to process students' enrollments for a summer school calendar. A full summer school calendar is not required to be used by a PSU.
All students who receive instructional services during the summer or earn summer grades are required to have a Summer Education Program assigned. The program assignment is required whether summer school is recorded in a dedicated summer school calendar or not.
The student's end action at the end of the school year, the student's summer education program exit status, and the student's future year enrollment are used to determine the student's Retention/Promotion Status for state reporting.
Use the Read to Achieve Program (RtA) for Reading Retained (RRET) designation.
Below are steps on how to process 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:
Add Transcript Records (If applicable)
Navigation: Menu > Select Student > Student Information > General > Transcripts
- Add any grades earned during summer school by following the Adding Transcript Grades article.
Add Summer Education Program (Required)
Navigation: Menu > Select Student > Student Information > State Programs > Summer Education
- Add a Summer Education Program and use the SPR: Summer School Promoted Program Exit Status.
Update Enrollments
Navigation: Menu > Select Student > Student Information > General > Enrollments
- Select the future school year enrollment and update the Grade Level to the promoted grade level.
- Adding a Start Comment is optional.
- Click Save to update the future school year enrollment.
If the student will be attending a different school, update the future enrollment to reflect the promotion from summer school, then follow the Summer No Show Process to end the student's future enrollment.
For information on how to process a student who will graduate, refer to the Summer Graduates article.
Retained at End of Year and Remain Retained After Summer School
If a student was retained at the end of the previous year and attends summer school, resulting in a retention in the same grade level, follow the steps below:
Add Transcript Records (If applicable)
Navigation: Menu > Select Student > Student Information > General > Transcripts
- Add any grades earned during summer school by following the Adding Transcript Grades article.
Add Summer Education Program (Required)
Navigation: Menu > Select Student > Student Information > State Programs > Summer Education
- Add a Summer Education Program and use the SRN: Summer School Retained Program Exit Status.
If the student will be attending a different school, follow the Summer No Show Process to end the student's future enrollment.
Promoted at End of Year and Remain Promoted After Summer School
If a student was promoted at the end of the previous year, attends summer school, and remains promoted, follow the steps below:
Add Transcript Records (If applicable)
Navigation: Menu > Select Student > Student Information > General > Transcripts
- Add any grades earned during summer school by following the Adding Transcript Grades article.
Add Summer Education Program (Required)
Navigation: Menu > Select Student > Student Information > State Programs > Summer Education
- Add a Summer Education Program and use the SPR: Summer School Promoted Program Exit Status.
If the student will be attending a different school, follow the Summer No Show Process to end the student's future enrollment.
If a student is promoted to a new grade level, the student's future enrollment should be updated.
Follow the steps below to make corrections for retentions or promotions as needed.
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 End Action from R: Retain to P: Promote.
- Click Save to update the previous year enrollment record.
- Click on the current year enrollment record.
- Select the correct grade from the dropdown list.
- 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 End Action from P: Promote to R: Retain.
- Click Save to update the changes to the enrollment.
- Click on the current year enrollment record.
- Select the correct grade from the dropdown list.
- 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. (Summer 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.
