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.
