End-of-Year Wizard, Step 3: Transfer students

Step 3 of the End-of-Year Rollover wizard a sequence of dialog boxes which walk a user through a potentially complex task, such as the Build Study Locations wizard transfers active students within your district to their next school. You can also select to update the values in the Homeroom field for students.

Also, if your district sets your enrollment preferences to create withdrawal/entry records for all students enrolling in the same school (for example, ninth graders withdraw from ninth grade, and enroll again in tenth grade at the same high school), the Withdraw and enroll students not changing schools box of fields appears.

Note: Districts whose state reports have already been created to report withdrawal and entry records for returning students should not use the Withdraw and enroll students not changing schools box of fields.

You can also select to update the values in the Homeroom field for students:

Note: This step is optional. Deselect the Transfer students to their next school checkbox if you do not want to execute this step.

Selecting the Transfer students to their next school checkbox affects active students whose primary school is different from their next school. Both the primary and the next school must be active, non-archive schools.

When you complete this step, the system does the following:

• Creates a withdrawal (W) enrollment record for affected students’ current schools.
• Creates an entry (E) enrollment record for the students' next schools, or current schools if they are remaining in the same school in a different grade level.
• Updates students’ primary schools to the next schools.

The system does not change students' next schools.

To transfer students to their next schools and staff to their homerooms for next year:

1. Use the following table to transfer students to the values in their Next School fields:

2. Field	Description
   Withdrawal Fields
   Date	Type or click to select the date on which the students withdraw from their current schools. The default value is based on the current school year and your district’s preferences for whether or not a student is considered a member on the date of withdrawal: If a student is considered a member on the date of withdrawal, then the default value is the last day of the current school year. If a student is not considered a member on the date of withdrawal, then the default value is the day after the last day of the current school year.
   Code	Select the withdrawal code for the students.
   Reason	Select the reason for the students.
   Entry Fields
   Date	Type or click to select the date on which the students enter their new schools. 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.
   Code	Select the entry code for the students.
   Reason	Select the reason code.

2. To create withdrawal records for all students in their current schools, and create entry records for all students in the same school next year (such as ninth graders going into tenth grade in the same school), use the following table to enter information:

3. Field	Description
   Students to exclude	Click the to select the snapshot of students that are not being promoted to the next grade level. The students you select here will not receive a W and E record in their enrollment records.
   Withdrawal Fields
   Date	Type or click to select the date on which the students withdraw from their current schools. The default value is based on the current school year and your district’s preferences for whether or not a student is considered a member on the date of withdrawal: If a student is considered a member on the date of withdrawal, then the default value is the last day of the current school year. If a student is not considered a member on the date of withdrawal, then the default value is the day after the last day of the current school year.
   Code	Select the withdrawal code for the students.
   Reason	Select the reason for the students.
   Entry Fields
   Date	Type or click to select the date on which the students enter their new schools. 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.
   Code	Select the entry code for the students.
   Reason	Select the reason code.

3. Select the Transfer students to their next homeroom checkbox to update the values in the Homeroom field from the Next Homeroom field.
4. Select the Ignore students with empty next homeroom checkbox if you do not want Aspen to change the current values in the Homeroom field if they do not have a value in the Next Homeroom field.
5. Select Populate staff with their next homerooms checkbox if you want to update the Homeroom and Homeroom 2 values using the Next Homeroom and Next Homeroom 2 values in the Staff details pages.
6. Select the Ignore empty next homeroom fields for staff checkbox if you do not want Aspen to change the current values in the Homeroom and Homeroom 2 fields if they do not have a value in the Next Homeroom and Next Homeroom 2 fields.
7. Click Next to move to Step 4 of the End-of-Year Rollover wizard.