Each school year, your returning students will need to be rolled over in the system so that they can complete the enrollment process for the new term. This typically takes place after you've completed your annual Enrollment Refresh. A few automatic behaviors take place when using the rollover tool, which will help you manage the next steps in the enrollment process.
⚠️ Important Note
Before you can roll students over, your new enrollment year must be set up and activated from the Enrollment Setup page. Visit the article "Enrollment Setup" for the steps to complete the activation process.
In this Article
Prepare for Rollover: Updating Statuses
Before initiating the rollover process, you must ensure your student statuses are correctly set. The system relies on these statuses to determine who moves forward into the new term and who remains in the current year's records.
Statuses
Enrolled Status
Only students in the Enrolled status will be rolled over into the new term. If a student is currently in another status, such as Enrollment in Progress or a custom status, the system will skip them during the rollover.
Mid Year Withdrawal Status
If a student left your school in the middle of the current school year, you should change their status to Mid Year Withdrawal before you start the rollover process. This ensures they stay tied to the current year's data and move to Former Student.
⚠️ Important Note: Not Enrolling Status
For students who are completing the current school year in full but have notified you they will not be returning next year, you should set them to Enrolled status and roll them over into the new term. This maintains their active status for the entire current duration. Once the rollover is complete and you are working in the new term, you can then update these specific students to Not Enrolling in the new term.
Update Student Statuses in Bulk
Locate your current students under the Enrollment tab > Students in Enrollment. To update their statuses, follow these steps:
- Choose the current term from the Terms picker at the top of the page.
- Select any students you need to update by checking the box next to their name.
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Click on the Edit menu > Change Status.
- In the Select Status window that appears, select the new status.
- Click the Next button to review your changes.
- Click the Save button to confirm the status change(s).
Complete the Rollover Process
Students can be rolled over individually, in bulk, all at once, or at different times, depending on what works best for your school and your process.
Step 1: Navigate to the List of Students
To get started, click on the Enrollment tab at the top of the page. Students can be rolled over from the Students in Enrollment or Enrolled Students list pages.
Step 2: Apply Filters (Optional)
To filter down to specific grades, statuses, or any other custom criteria you have set up, use the Filter Options button on this page, set your filters, and then click on Apply Filter.
Step 3: Select the Students to Rollover
From the list, select the students you want to rollover by checking the boxes next to their names.
To select all students on the page, click the checkbox next to the Name column header. Please note: If you have multiple pages of results, you will need to repeat this process for each page. You can set the number of contacts to appear per page from Settings > General > Basic Setup.
Step 4: Rollover Students
Once you have all of your students selected, click on the Edit menu towards the upper right and choose the Rollover to New Term option.
The Rollover Students window will appear with some additional information. Be sure to read this carefully so you know what to expect before, during, and after the rollover process.
With the rollover action:
- ONLY students in the status of Enrolled will be rolled over. If you select students in other enrollment statuses (e.g., Enrollment in Progress), they will not be processed, but any Enrolled students you selected in the same batch will roll over as expected.
- Students will be moved to the next enrollment year as Enrollment in Progress status, with an enrollment type of Returning. They will be promoted to the next grade (unless you have set them to stay in their current grade within Settings > General > Grades).
- Graduating students will be marked as Alumni (unless otherwise noted within Settings > General > Grades). Alumni is an Out of Workflow role, and graduates who are marked as Alumni will no longer be visible in a Parent's portal/checklist.
- Students in the status of Mid Year Withdrawal will be marked as Former Students.
Once you click the Proceed with Rollover button, the system lets you know this action cannot be undone and asks you to confirm. Click Confirm to start the rollover action, which can take a few minutes to complete. Please remember to repeat this action for any remaining pages of students.
Once the rollover is complete, you will be able to see your students within the Enrollment List Page > Students in Enrollment for the new term. These students will now have a status of Enrollment in Progress, a student type of Returning, and a contract status of Pending.
⚠️ Important Note on Processing Time
Please be aware that the rollover process can take 30 to 60 minutes to complete. If the rollover has not finished after one hour, please submit a request to the Support Team for assistance.
Post-Rollover Steps to Take
After you have completed the rollover, you should:
- Move any students who are not returning for the current term to the Not Enrolling status. If your school has any custom enrollment statuses set up to define specific reasons for students who aren't returning, you can set those at this time as well.
- Move any students to the Financial Hold or Academic Hold statuses, as appropriate.
Additional Notes about Rollover
- For schools without traditional PK-12 grades: If your Grades in the system are actually programs (that students may stay in for multiple years consecutively), you may not have students automatically advance to the next grade upon rollover. You can always manually change grades, individually or in bulk, after the rollover process is complete.
- Term-based fields: All term-based fields, such as deposit, financial aid, scholarship, etc., will need to be set up for the new enrollment year, so that you can track them for each student.
- Multiple rollovers: If a student was previously rolled over, the rollover action will ignore a second rollover, which is a safeguard against duplicating this action.
- Repeated or skipped grades: If a student is repeating a grade or skipping a grade, you can roll them over and then manually update their grade (using the Edit menu option) accordingly.
- Enrollment type: If a student left your school for a few years and came back, you can modify the enrollment type of that student to either new or returning once they come back to your school.
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