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.
| End of Year Status | End of Summer Status |
Enrollment Action |
|---|---|---|
| Retained | Promoted | Update future enrollment to promoted grade level. |
| Retained | Remain Retained | No enrollment changes required. |
| Promoted | Remain Promoted | No enrollment changes required. |
| Promoted | Admin Retention | No show enrollment and create new enrollment. |
| Promoted | Parent Retention | No show enrollment and create new enrollment. |
Below are steps on how to process retention or promotion information based on different situations prior to the beginning of the school year.
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 Enrollment
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 at the end of summer school, the student's future enrollment should be updated to reflect the correct grade level.
Promoted at End of Year and Administratively Retained Before School Starts
If a student was promoted at the end of the previous year, and administration determines the student should be retained before school begins, follow the steps below:
No Show Enrollment
Navigation: Menu > Select Student > Student Information > General > Enrollments
- Select the future school year enrollment.
- Enter the Start Date of 7/1/YYYY.
- Check the No Show checkbox.
- Enter the End Date of 7/1/YYYY.
- Select R: Retain as the End Action.
- Select W1: Transfer Withdrawal as the Local End Status.
- Enter an End Comment documenting administrative decision.
- Click Save.
Create New Enrollment
Navigation: Menu > Select Student > Student Information > General > Enrollments
- Click New to create a new enrollment.
- Select the Grade Level.
- Enter the First Instructional Day as the Start Date.
- Select E1: Init enroll - this year as the Local Start Status.
- Enter a Start Comment documenting administrative decision.
- Select the correct Admission Status.
- Click Save.
The student enrollment history will show the EYC, P: Promote enrollment record, the promoted no show enrollment record, and the new retention enrollment record.
Promoted at End of Year and Parent Requested Retention Before School Starts
If a student was promoted at the end of the previous year, and a parent requests the student remain in the previous grade before school begins, follow the steps below:
No Show Enrollment
Navigation: Menu > Select Student > Student Information > General > Enrollments
- Select the future school year enrollment.
- Enter the Start Date of 7/1/YYYY.
- Check the No Show checkbox.
- Enter the End Date of 7/1/YYYY.
- Select R: Retain as the End Action.
- Select W1: Transfer Withdrawal as the Local End Status.
- Enter an End Comment documenting the parent request.
- Click Save.
Create New Enrollment
Navigation: Menu > Select Student > Student Information > General > Enrollments
- Click New to create a new enrollment.
- Select the Grade Level.
- Enter the First Instructional Day as the Start Date.
- Select E1: Init enroll - this year as the Local Start Status.
- Enter a Start Comment documenting the parent request.
- Select the correct Admission Status.
- Click Save.
The student enrollment history will show the EYC, P: Promote enrollment record, the promoted no show enrollment record, and the new retention enrollment record.
