Enrolling a student in a Secondary School – Pulling a Student record from a prior year

This solution is created with the expectation that Code Tables, the Calendar and Terms are already set in your database.

When a student cannot be found with Student Lookup nor the Add-Search form, a student may have previously attended a prior year in your district.  From the bottom of the Add-Search window, select the Search Prior Year.

This form may also be found from the Page Filter using the word lookup

OR from the Navigation Tree in School Info | District Student Lookup

OR from the Navigation Tree Student Data | Other | District Student Lookup

Input Last and/or First Name OR any ONE of the other search fields shown, then click Search

Note:  If you do not find the desired student via the State ID, please attempt one of the other fields.

A list of potential matches will appear in the middle of the form.

If the student is in the list, select the record and note the information at the bottom of the form.  If the student has enrollment information in a previous year, there will be a Copy Student icon; click that item.  

Note:  Selecting the record from the most current year available will gather the greatest amount of data with the student.

Once the process is complete an alert will show the student has been copied.  Click the OK.

If you did not find your student from the District Student Lookup Form, click here for the next place to find how to Enroll a Student.

From the Navigation Tree, select Demographics.  The student just copied will appear on the page.  Click the Change button at the bottom of the page.

Make all necessary changes to the information, then Update the student record.

Notice that the student is now active in your data.

You will notice an Attendance Error will appear in red.  This shows that the student needs to be enrolled in Attendance.

BEFORE you Update a student in Attendance it is important that you have the Grade and Program (Prog) appropriately set (also important, but less commonly used; Attendance Programs 1 and 2 (AttPrg1 AttPrg2), Inter-District Transfer (IntDst) and Inter-District Transfer District (TransDist))

Select the Update Attendance button at the bottom of the page.

Select the student Effective Date from the drop down and click OK.  This should be the students’ first day of school.

The student will now need to be added to Classes.

From the Navigation Bar select Student Data | Scheduling | Classes or filter on classes.

Set the Course Attendance Effective Date.  This should be the students’ first day of school.

Use the Add New Record or the Add Many New Records to add sections to the student.  Or you may use the View MST to find and add sections to the student.

Add sections as necessary to provide the student with a complete class schedule.

Once the student has been added to sections, you might want to view the Course Attendance data.  Notice on the student below, the Stop Date of the Fall class and the Start date of the Spring class are already populated.

You have completed your Enrollment of a student pulled from a Prior Year.