Many of the student fields are used to reflect the current school year and the status of the student. Therefore, it is necessary to clear out the data values needed for the annual state reports before updating the values for the current school year.
Warning: Coordinate with the SIS Technician before updating the fields to ensure they have been cleared for the current year.

The Home_room fields need to be updated for the student's current schedule. The instructions can be found at Home Room Field. The Home Room is used for the Library Software and for reports at the schools.

To review the list, locate the students with a value in the following state fields.

• /VA_Adv_Place_Code#;entrydate>=8/10/16 (use the date for the first day of school to find all students enrolled in the current school year that will be reported on the SRC)
• /VA_GiftedReferralFlag=1;entrydate>=8/10/16
• /VA_CareerPathwayCode#;entrydate>=8/10/16
• /VA_Truancy_Conf#1;entrydate>=8/10/16
• /VA_Retention#1;entrydate>=8/10/16
• /VA_NegDelinquent_Code#;entrydate>=8/10/16
• /VA_Dropout_Reason#;entrydate>=8/10/16
• /VA_PrimNight_ResCode#;entrydate>=8/10/16
• /VA_GradeCode#;entrydate>=8/10/16
• /VA_SERegTuitReimFrstSem#;entrydate>=8/10/16
• /VA_SERegTuitReimSecSem#;entrydate>=8/10/16
• /VA_SERegTuitReimSumSem#;entrydate>=8/10/16
• /VA_SERegTuitReimDisCode#;entrydate>=8/10/16

After the state fields have been cleared by the SIS Technician, update the values for the current school year.

If the school is expecting the Quick Lookup screen to list the classes in order by period, but they are not, this could be due to the Day and Period Precedence setting in the Scheduling Preferences.

An example Quick Lookup screen could show a listing like the following:

1(A-F) English I
2(A-F) Earth Science
3(A,C,E) Fitness for Living
5(A-F) Algebra I
6(A-F) Lunch
3(B,D,F) Photography
4(B,D,F) Spanish

In this example, the Quick Lookup screen is sorting the classes by day, and not by period. To resolve this, change the sort order to Period then day:

• Navigate to School > Preferences (under the Scheduling Heading - scroll all the way to the bottom of the screen)
• Under Class Sorting, change the Day and Period Precedence to Period then Day.
• Click the Submit button.

Before the beginning of school starts, the SIS Technician must delete the "No Show" record of the in-district transfer students.

Remember if a student hasn't attended any other school this fall, he/she should have an entry code beginning with E (original entry) to start out the school year. E119 works for every case, but you can use other codes that start with E. Run the following searches to find students who's entry code needs to be corrected.

EntryCode !contain E (gives you a list of students that do not have an orginal entry code as of their first day of school)

EntryCode # E119 (gives you a list of students that do not have E119 as their entry code as of their first day of school)

Use the Section Enrollment Audit report to detect POSSIBLE section enrollment errors, such as a student who is enrolled in school but not in any classes (which must be done for attendance to be taken). As well as a student that has course date misalignment's, meaning that their course start dates do not match their school enrollment date.

From the start page, choose System Reports from the main menu. The Reports page appears. On the System tab, click Section Enrollment Audit.

The Possible Conflicts for Section Enrollment Audit page displays any section enrollment errors. It is important that all enrollment dates and class start dates are accurate. This affects the monthly attendance reports as well as state reports ran through the central office. On the last school day of every month (before the Principal's Monthly Attendance Report is run) please work with each other and run the Section Audit Report to get a list of students who have either of the following errors:

Students enrolled in school, but not in any classes. All students should have a class schedule. The exception to this rule is if a student is enrolled in classes at another school (such as the WCCTEC).

Students with course date misalignment's with school enrollments. Once you verify the students school start date you will need to either adjust the entry date in the students Transfer Info page or the class start date(s) located in the students All Enrollments page to which ever one is accurate. The exception to this rule is if a student has had an extra line of enrollment added due to a change in special ed placement, homebound/homebased placement, tuition code, or grade level.