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powerschool:powerschool:transfers [2019/04/13 16:46] lokes |
powerschool:powerschool:transfers [2024/09/25 09:24] (current) lokes [During the Summer] |
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====== How to Transfer Students ====== | ====== 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// | ||
===== During the School Year ===== | ===== During the School Year ===== | ||
**For General Student Transfers, use these handouts as guidelines: | **For General Student Transfers, use these handouts as guidelines: | ||
* {{: | * {{: | ||
* {{: | * {{: | ||
+ | * {{: | ||
+ | * {{: | ||
- | * Use the latest enrollment record to transfer the student. **Example: //If they have a SASI record and a PowerSchool record. The PowerSchool record is the most recent enrollment.// | ||
* When a request is received for a student at your school to be transferred, | * When a request is received for a student at your school to be transferred, | ||
Line 14: | Line 17: | ||
* **Note:** //If the student is unable to attend the new school immediately, | * **Note:** //If the student is unable to attend the new school immediately, | ||
- | * **//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: | + | * **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: |
- | * **//Same School Transfer to show the Change in Grade level://** If the student is promoted/ | + | * **Same School Transfer to show the Change in Grade level:** If the student is promoted/ |
- | * **//No Show://** When **[[powerschool: | + | * **No Show: |
- | * In addition to the above when no showing a student (using same withdraw date as the entry date) the entry code must be removed. | + | * In addition to the above when no showing a student (using same withdraw date as the entry date) the entry code must be removed. |
* To find inactive students without an exit code or comment please run the following searches throughout the year. | * To find inactive students without an exit code or comment please run the following searches throughout the year. | ||
* **/ | * **/ | ||
* **/ | * **/ | ||
- | * **//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. | + | * **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) | + | * **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 **[[.: |
- | Please identify the students that might have moved from TN to VA (or VA to TN) but their codes still need to be corrected using these searches: | + | |
- | ** * DistrictOfResidence=888; | + | |
- | | + | |
- | | + | |
- | * S_VA_STU_X.Tuition_Paid_Code=10; | + | |
- | * S_VA_STU_X.Responsible_Division=888; | + | |
- | * S_VA_STU_X.Responsible_Division=094; | + | |
- | + | **For Interchange Students:** | |
- | | + | * Beginning with the 2023-24 school year all enrollment records for students attending Interchange are housed at their school of record in PowerSchool. This means that all enrollment, attendance, scheduling, etc. should be taken care of by those at each school tasked with these responsibilities for all other students enrolled in their school. |
- | **For Interchange & Residential Student Transfers,** | + | **For Residential Student Transfers:** |
- | * Transfer from the school to APS for Melissa Sluss to enroll in classes. | + | * Transfer from the home school to APS for Special Services |
- | {{: | + | |
- | **For Bridge & GED Student Transfers,**\\ | + | **For Bridge & GED Student Transfers:**\\ |
- | Please be aware that beginning with the 2017-18 school year all bridge | + | Please be aware that beginning with the 2017-18 school year all Bridge |
- | * The student is technically in the same school (home school) and not transferred to Bridge. | + | |
- | * The student' | + | * 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. |
- | * In the past, the attendance | + | |
+ | * The student' | ||
+ | * Attendance is recorded at each individual school for each GED student as meeting attendance so the attendance | ||
+ | * Attendance is recorded at WCCTEC as meeting attendance but the Home School must move that to Daily Attendance | ||
+ | * 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 | ||
+ | * A new line of enrollment needs to be added each time the student moves from in-classroom/ | ||
+ | * The virtual coding must also be adjusted for each line of enrollment. | ||
+ | * For coding MOP - R7VA / Stride students, see **[[.: | ||
+ | * For coding Virginia Virtual Academy students, see **[[.: | ||
===== During the Summer ===== | ===== During the Summer ===== | ||
**Before the EOY Process (May-July)** | **Before the EOY Process (May-July)** | ||
- | * 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 | + | * FOR OUT OF DISTRICT TRANSFERS: |
+ | * Wait to transfer the student until the EOY Process is complete | ||
+ | | ||
**After the EOY Process, and before the beginning of the year for IN DISTRICT Transfers (late July-early Aug)** | **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 | * Wait until after the EOY SRC has been completed and fully submitted | ||
- | * Use the current date as the exit date. You cannot use the first day of school (which typically constitutes a "no show") because that will not remove them from scheduling rosters. | + | * Transfer the student out via Functions |
+ | * Enter enter the Transfer Comment, Exit Date (use the current date), Exit Code and Submit | ||
+ | * 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, and before the beginning of the year for OUT of DISTRICT Transfers | + | **After the EOY Process |
* Transfer the student after the new school has requested the transfer and the official cum folder has been sent. | * 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. | * The student will not be included in WCS enrollments for the fall. | ||
+ | * Foreign Exchange Students in 11th grade are promoted to the 12th grade in the fall and treated as a No Show with the coding explained in this wiki page http:// | ||
**All other students that are suspected to have transferred, | **All other students that are suspected to have transferred, | ||
* Register the student for the first day of new school year. | * Register the student for the first day of new school year. | ||
* The student will be included on the [[http:// | * The student will be included on the [[http:// | ||
- | * Use the 15 Day drop rule. | + | * 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 becomes a **[[powerschool: | + | * The student |
- | * If the student | + | * Always follow up on students for whom you've used a W970 exit code for. |
+ | * If the student | ||
+ | |||
+ | //Jennifer sent these questions to VDOE on 9/ | ||
+ | **If a student moves to another state and the parent tells the school the student will be homeschooled, | ||
+ | Yes, Exit Code W313 may be reported when students leave the state and will be in homeschool. | ||
+ | |||
+ | **Do we use W503 for students that move to another state but do not receive a records request? | ||
+ | ** | ||
+ | The receiving school should send a records request. However, transcript requests are not the only way that states verify student transfers. If a sending school does not receive a transcript request, staff might reach out to the receiving school for an enrollment notification to officially document the transfer. Parent/ | ||
+ | |||
+ | **Should divisions report E119 or E120/121 for students that transfer from overseas and enter a US school for the first time? | ||
+ | ** | ||
+ | If it is an original entry, report Entry Codes E120 or E121. |