Enrollment Rules

The following rules apply to creating and updating school enrollments for students.

Pre-Registered Students

When a student is pre-registered with a future entry date for the school, a record is created in the state event queue. The record is held in the state event queue until the student's entry date occurs and the student becomes active in the school.

Enrollments and Re-Enrollments

At the beginning of each year, initial enrollment transactions are sent to SAIS to activate students in the SAIS database. SAIS does not accept transactions for students until they are enrolled in SAIS for the current school year.

After sending the initial enrollments at the beginning of the year, PowerSchool uses Enrollment, Readmission, and Withdrawal transactions for students who enroll, re-enroll and withdraw throughout the year.

No Show Withdrawal

A "no show" student is enrolled in school, but does not show up at the beginning of their enrollment. SAIS requires that these school enrollments be deleted from the SAIS database. Use the NS exit code and an exit date that matches the entry date when withdrawing the student via start Page > Student > Functions > Transfer Out Of School. A summer withdrawal can only be performed for an enrollment with an "E" or "R" entry code.

Enrollment After No-Show Withdrawal

If a student returns to school after being withdrawn as a no-show and the no-show enrollment was the first school enrollment of the school year, then the student should be enrolled as if they were enrolling for the first time that year. Use an entry code that begins with "E" when creating the enrollment. However, if the no-show was not the first enrollment of the year, then use an entry code that begins with "R." The "R" entry code must match the exit code of the no-show. An add transaction is automatically created for the new enrollment.

Enrollment into an Alternate School

If Alternate Schools are used in the district, the first school enrollment for the school year, either at the primary or the alternate school, must be the only enrollment with an "E" entry code for the student (do not use an "E" entry code at both schools). Alternate schools are reported to SAIS under the primary school only. SAIS does not recognize the alternate school. For this reason, only one "E" code is required between an alternate and primary school in a school year. All subsequent withdrawals and readmissions between these two schools must have "R" (reenrollments) entry codes.

Mid-Year Track Change

As of fiscal year 2005, if a student changes track mid-year, they must be transferred out of school using the exit code "WK." The student must be re-enrolled with the new track using the entry code "EK." These entry and exit codes indicate a mid-year track change and are not counted as a withdrawal.

Rules for Mid-Year Track Change:

• When using the EK and WK codes, a track must change between the two enrollments.
• When exiting with the code WK, the student must re-enter with the code EK.
• The entry code EK cannot be used for the student's first enrollment at a school in a given school year.
• A full-day absence on the first day of a mid-year track change (EK) is not allowed (fiscal year 2007 forward).

Summer Withdrawals

A summer withdrawal must be performed when a student who is expected to attend school withdraws during the summer. A summer withdrawal can only be performed for an enrollment with an "E" entry code and an entry date less than or equal to the 20^th in session school day. Additionally, a summer withdrawal cannot be performed if the student has multiple school enrollments for the current school year. The student must be transferred out with a summer withdrawal code and an exit date that matches the entry date. The summer withdrawal code triggers PowerSchool to store a delete transaction for the existing enrollment and an add transaction for the summer withdrawal. Use the Transfer Out Of School option on the Functions page to withdraw the student.

Enrollment After Summer Withdrawal

If a student returns to school after being withdrawn during the summer, they should be enrolled as if they were enrolling for the first time that year. Use an entry code that begins with "E" when creating the enrollment. The new enrollment creates a delete transaction for the summer withdrawal and an add transaction for the new enrollment.

Summer School Enrollment after Withdrawal

Use the following steps to enroll a student in summer school after the student is withdrawn from their regular school.

1. Verify that a summer school is set up for summer school students. See Summer School Setup for more information.
2. Update both the withdrawal and school enrollment records via Start Page > Student > Transfer Info > Edit Enrollment page.
   
   • For the previous enrollment, change the exit code to "SS" to indicate that the student exited to a summer school. Verify that the exit date is one day greater than the last day of school.
   • For the current summer school enrollment, change the entry code to "SS" to indicate that the student is entering summer school.
3. Navigate to Start Page > Special Functions > Interfaces to Other Systems > SAIS > Resend Enrollment and resend enrollment information for the appropriate students.
4. Prior to running the SAIS End-of-Year process, choose an end-of-year status, next grade level, and next school for the summer school enrollment.