How to Transfer Students

Note: To correctly claim ADM for state funding, the Student Record Collection (SRC) report requires:

• An additional line of enrollment per event when a student changes Grade Level Code, GED Program Code, Tuition Paid Code, Non-public student FTE, Intensive Support Services Code, Primary Disability Code, or Full Time Virtual Program code changes while still attending the same school district.
• This is especially true for the snapshot dates: 10/1, 3/31, and last day of school

For General Student Transfers, use these handouts as guidelines:

• Enrolling New & Transfer Students
  
• Withdrawing a Transfer Student
  
• entry_codes.docx
  
• exit_codes.docx

• When a request is received for a student at your school to be transferred, coordinate with the new school to transfer all the necessary records before working in PowerSchool.

For ALL Transfer Students,

• The exit date must be recorded as the day AFTER the last day of attendance in the classroom. However; WCS students that are being transferred IN DISTRICT need to have a continuous enrollment across schools. The entry date of the new school then becomes the exit date for the previous school. All the attendance is recorded at the previous school before the transfer record request is received.
• Note: If the student transfers during a school break, the exit date will be the first day the school is reopened. This also includes weather related closings.
• Note: If the student is unable to attend the new school immediately, the enrollment dates must still reflect the actual date of attendance, not the date of intended attendance. Remember to adjust the start dates for each of the student's classes. View/Edit the dates on the All Enrollments page.

• Same School Transfer: If the student is transferring classes within the same school, ensure the entry/exit dates are accurate as well. If the exit date is not considered carefully, all the grades and attendance records will be completely wiped out for the transferring student. Example: The Same School Transfer is used for students in Bridge. They are not transfered to APS currently.
  

• Same School Transfer to show the Change in Grade level: If the student is promoted/demoted during the school year, select the option to Create a New Enrollment from the Functions page under Enrollments.

• No Show: The definition of a No Show student is one who enrolled at a school but never showed up and has no days of membership. When No Show-ing a student in PowerSchool, as with all withdrawals, an exit code and exit comment (with the format of Abingdon HS, VA, etc) must be entered. All classes should be dropped and all attendance cleared before withdrawing students as well.
  • In addition to the above when no showing a student (using same withdraw date as the entry date) the entry code must be removed. Central Office PS technicians typically check for these and remove the entry code in mass if you forget.
  • To find inactive students without an exit code or comment please run the following searches throughout the year.
    • /Enroll_Status = 2;EntryDate >= 8/10/2016;ExitCode =
    • /Enroll_Status = 2;EntryDate >= 8/10/2016;ExitComment =

• After 15 Day Drop: If the student has already reached the 15 days of absence before the transfer, record the exit date as the day after the official 15th absence. Record the exit code as W970 until a formal request is received from the transfer school and change the exit code to the appropriate one. If the student does not have an official transfer, a W880 code will be required.

• Out of State: For a student transferring to/from TN, remember to update the Responsible Div/School (Trans Info), Tuition Codes (State Page), and District Of Residence (Trans Info). Use W115 (exit code) and R115 (entry code). For more details see Out of State Transfers

• Seniors: For transferring seniors that are not graduating, clear out the pre-recorded graduation date and other grad fields if the student is not an early graduate.

For Interchange & Residential Student Transfers,

• Transfer from the home school to APS for Melissa Sluss to enroll in classes. Work together with Special Services.

For Bridge & GED Student Transfers,
Please be aware that beginning with the 2017-18 school year all Bridge and GED students will remain enrolled in the home school (within PowerSchool) in which they are counted in ADM membership. This will allow for more accurate data and an easier way for administrators to track their students' progress.

• The student must receive a separate line of enrollment for the GED program. Use W099/R099
• GED Coding is coordinated with the GED representative at the WCCTEC, such as: GED Program Code, Grad/Other Comp, Grad Plan, Diploma Type, Graduation Date, Entry & Exit Dates.
• The student is technically in the same school (home school) and not transferred to Bridge or GED.
• The student's classes are dropped and the coordinator works with the original school to schedule the student into the Bridge or GED classes.
• Attendance is recorded at each individual school for each GED student as meeting attendance so the attendance will be automatically moved to Daily attendance.
• Attendance is recorded at WCCTEC as meeting attendance but the Home School must move that to Daily Attendance manually
• The Truancy letters and SRC Unexcused Absence Codes are recorded by the Home School.

MOP - R7VA / Stride & Virtual Virginia (a.k.a Virginia Virtual Academy) Students

• R7VA students are recorded on the Special Programs page in PowerSchool by Dr. Williams
• A new line of enrollment needs to be added each time the student moves from in-classroom/virtual learning
• The virtual coding must also be adjusted for each line of enrollment.
  • For coding MOP - R7VA / Stride students, see How to Handle the R7VA / Stride Students
  • For coding Virginia Virtual Academy students, see How to Handle the Virtual Virginia Students

Before the EOY Process (May-July)

• FOR IN DISTRICT TRANSFERS: Set up the transfer by simply changing the Next School Indicator to be the new school on the student's Schedule Setup page
• FOR OUT OF DISTRICT TRANSFERS:
  • Wait to transfer the student until the EOY Process is complete
  • Treat the student as a No Show in the fall and follow the steps below

After the EOY Process, and before the beginning of the year for IN DISTRICT Transfers (late July-early Aug)

• Wait until after the EOY SRC has been completed and fully submitted
• Transfer the student out via Functions
• Enter enter the Transfer Comment, Exit Date (use the current date), Exit Code and Submit the page. You cannot use the first day of school (which typically constitutes a "no show") because that will not remove them from scheduling rosters. The SIS Technicians will mass change the exit dates to the first day of school once school starts making the record a "No Show".
• Go to Transfer Info and remove the Entry Code and Submit the page.
• From Functions, select Transfer to Another School and move the student record to the new In-District school.
• The new school will then pick up the student and schedule for the fall.

After the EOY Process (normally performed first week of July), and before the beginning of the year for OUT of DISTRICT Transfers

• Transfer the student after the new school has requested the transfer and the official cum folder has been sent.
• Use the date the request was completed as the Exit Date for the current enrollment.
• The student will not be included in WCS enrollments for the fall.

All other students that are suspected to have transferred, but an official request has not been received

• Register the student for the first day of new school year.
• The student will be included on the 10 Day Enrollment report that starts on the first day of school.
• Similar to the 15 Day drop rule, drop students who have yet to show up on the 10th day of school with a W970.
• The student then becomes a No Show after 10 days have passed.
• Always follow up on students for whom you've used a W970 exit code for.
• If the student shows up before the 10th day, adjust the start date to reflect the students actual date they attended class.