Graduating Students Early With SIF

Introduction

There are times where a student graduates before the end of the school year. However, PowerSchool does not have a built-in function that allows administrators to graduate a student early. To graduate a student early, you must archive the student's final school enrollment as a previous enrollment, and then modify a new school enrollment to reflect that the student is graduated. Use the following steps to ensure the correct transfer of the student for SIF processing.

Review additional information about graduating a student early before EOY.

This process involves manual changes to a student record using the Student Field Value group function. These changes are irreversible. PowerSchool recommends that you back up and archive the PowerSchool database before proceeding with this process.

Exclude the Student from State Reporting

The first step in graduating a student early is to exclude the student from state reporting. The student needs to be excluded for the SIF Agent to correctly handle the transfer. Once the transfer is complete, the student can be included back into state reporting.

1. Select the student.
2. Go to the State/Province - MA page.
3. Select Exclude this student from State Reporting.
4. Submit your changes.
5. Wait approximately 15 minutes before continuing for the SIF Agent to process the change.

Archive the Student's Final School Enrollment and Create a New School Enrollment

This procedure will archive the student's final school enrollment as a Previous Enrollment and will create a new Current Enrollment. You will modify the current enrollment later to reflect that the student is graduated.

Exit the Student

1. Select the student.
2. Select Functions from the menu, and go to the Transfer Out of School page.
3. Enter an appropriate Transfer Comment such as "Graduated".
4. Enter the student's Date of Transfer. The transfer date is the day after the student's last day in class.
   Note: If the student has any attendance on or before the exit date you will receive a message to clear out any non-blank attendance first. Refer to Clearing Non-Blank Attendance on PowerSchool Community for more information.
5. Select an appropriate Exit Code for a graduating student.
6. Submit your changes.
7. Verify that the student was successfully transferred out of school. The words "Transferred Out" should be displayed at the top of each student page.

Re-Enroll the Student

1. Select the student.
2. Select Functions from the menu, and go to the Re-Enroll In School page.
3. Enter the Date of re-enrollment. This date should be the same as the student's previous exit date and must be an in-session date as determined by the school calendar.
4. Do not select an Entry Code.
5. Enter an appropriate Entry Comment such as "Graduated".
6. Select a Full Time Equivalency.
7. Do not restore the student's course enrollments.
8. Submit your changes. By re-enrolling the student into the current school, the student's final school enrollment is archived as a previous enrollment. Verify that the student's most recent enrollment is archived under Previous Enrollments on the student's Transfer Info page.

Modify New Current Enrollment for Graduation

Once the student's final school enrollment is archived as a Previous Enrollment in the [ReEnrollments] table, the new current school enrollment must be modified to reflect the state of a graduated student.

1. Select the student.
2. Go to the Transfer Info page.
3. Enter the Entry Date of the student's Current Enrollment.
4. Enter the Exit Date. Enter the same value as the student's Entry Date. Both dates should reflect the day after the student's last day in school.
5. Submit your changes.
6. Go to the Scheduling Setup page, and verify the following:
   1. Next Year Grade = 0
   2. Schedule This Student checkbox is not selected
   3. Next School Indicator value is blank
7. Using the Student Field Value group function, (Start Page > Special Functions > Group Functions > Student Field Value) make the following changes to the student's current record:

Ensure that the early graduate is the only student in your current student selection. Refer to PowerSchool System Help for more information.

Changes using the Student Field Value group function are irreversible. PowerSchool recommends that you back up and archive the PowerSchool database before proceeding with this process.

Include the Student in State Reporting

1. Select the student.
2. Go to the State/Province - MA page.
3. Unselect Exclude this student from State Reporting.
4. Submit your changes.