End-of-Year Wizard, Step 2: Activate pre-registered students

Step 2 of the End-of-Year Rollover wizardClosed a sequence of dialog boxes which walk a user through a potentially complex task, such as the Build Study Locations wizard activates all pre-registered students in an active, non-archive school within your district.

Note: This step is optional. Deselect the Activate pre-registered students checkbox if you do not want to execute this step.

This step affects students with the selected pre-registered code whose primary school is an active, non-archive school.

When you enter information for this step, Aspen does the following for students with the pre-registered code you identify:

  • Changes their enrollment status to Active
  • Changes their primary school to 'Next school' (optional)
  • Updates the most recent entry enrollment record with the date set to the value you enter, status set to Active, school set to student’s 'Next school' (optional), and selected user-defined field setClosed a custom selection of columns that appears on list pages to original date (optional)

To activate pre-registered students

  1. Use the following table to enter information in the fields:

  2. Field

    Description

    Pre-registered code

    Select the enrollment status code that your district uses to identify pre-registered students. This value is required and must be a valid enrollment status code.

    Entry date

    Type or click Search icon. to select the date on which the students become members of your school. For example, you might type the date of the first day of school. This value is required.

    The default value is based on the selected school year from Step 1 and your district’s preferences for whether or not a student is considered a member on the date of entry:

    • If a student is considered a member on the date of entry, then the default value is the first day of the selected school year.
    • If a student is not considered a member on the date of entry, then the default value is the day before the first day of the selected school year.

    Update primary school

    Select one of the following to determine whether or not the system updates the school for a pre-registered student based on the student’s next school:

    • Do not update. The system does not update the school associated with the student or the school on the student’s most recent entry record. Select this option if your district registers students in their initial school.
    • Use next school. The system updates the school associated with the student and the school on the student’s most recent entry record to his or her next school. Select this option if your district registers students in a central, pseudo-school.

      • Note: The default value is: Do not update.

    Save original entry date

    Click Search icon. to select the user-defined field that stores the original date of the updated entry records. The fields you select from meet the following requirements:

    • Belong to the Student Enrollment table·
    • Are enabled·
    • Have a user type of Date

      • Note: You must create the user-defined date field before running the wizard. To create a Date field:

      1. Log on to the District view.
      2. Click the Admin tab.
      3. Click the Data Dictionary side-tab, and find and select the Student Enrollment table.
      4. On the Data Dictionary side-tab, click Fields. Find an unused field, and update its properties according to the above requirements.
  1. Click Next to move to Step 3 of the End-of-Year Rollover wizard.