Processing Student Enrollment Status Change

Administrative users must record a status change when a student experiences a change that affects the student's enrollment in your Entity and how it will be reported. For example, if a student changes grade level from fourth grade to fifth grade or change from a part-time student to a full-time student. The status change process enables you to maintain a record of these changes so you know when the changes occurred. The benefit of completing a status change rather than completing separate withdrawal and entry processes is all the student's other information, such as lockers, schedules, special programs, and future attendance records, is retained and does not need to be re-entered. You cannot change a student enrollment status if the student has a No Show entry withdrawal record.

Scroll past the video to access the step-by-step instructions.

You may see fields in the following media that do not apply to your state. Please reference the written documentation for guidance on fields applicable to your state.

Before you begin

  • Withdrawal codes must be set up.

Audio Transcript

Processing a student enrollment status change enables you to track when a student experiences changes that affect their enrollment in your entity. For example, if a student begins attending special education courses, their student type will need to be changed to specify that they're a special education student. The enrollment status change process enables you to maintain your student's other information, such as lockers assigned to them, their schedule, and any special programs they're a part of. A new enrollment record will also automatically be created for the following date and will end the previous enrollment record that was created. To begin, let's navigate to the Student Profile feature within the Student module. After verifying that we're in the correct student profile, we'll select the Student Enrollment sub-tab under the Enrollment tab group. We'll see all of this student's existing entry withdrawals here. Let's click the drop-down icon next to the entry withdrawal we want to create a status change for. Within the Record Options drop-down menu, we'll select Status Change. All the information under the Entry heading defaults in based on the entry withdrawal we selected and cannot be modified. The state reporting fields default based on state requirements and cannot be changed. Under the Withdrawal heading, we'll verify the End Date. This defaults to the current date, but can be modified if needed. The Withdrawal Date populates with the day immediately following the date you entered in the End Date field or with the next academic day and cannot be modified. The Withdrawal Code explains how the enrollment record has ended. For this example, we'll select the code of SC – Status Change since the status of our student is changing. We can enter a comment into the Withdrawal Comment field if needed. This student will still be moving into the next grade for the upcoming year as they normally would, so we can leave the Promotion Status field as P – Promote. The Report To CRDC field defaults as checked and cannot be changed. Let's click Next. Here, we see all the fees attached to this student. If we don't want certain fees to be affected by the status change, we can check the boxes next to each fee. Since we want all these fees to remain as is, we'll check the box under the Select heading to check all fees. Let's click Enroll. The Start Date field defaults based on the end date of the withdrawal record and cannot be modified. The Effective Start Date is used to indicate the actual day the student will begin classes if the Start Date is not a school day. For our example the start date is the first day of school so we can leave this as is. This student will be enrolled in the entity 100% of the time, so we'll leave it as is. The Grad Year/Grade field is the year the student will graduate and the current grade the student is in. This field defaults based on the information entered on the student's profile but can be modified if needed. If we had a pre-K or kindergarten student, the Grade Level Subcategory would give us the flexibility to say our grade level is pre-K or kindergarten and the subcategory is AM or PM. For our example we do not need a Grade Level Subcategory since our student is in fourth grade, and does not need a grade level subcategory, so we can leave this field as is. The Entry Code field is used to indicate how or why the enrollment is being created. This defaults based on information entered on the student's profile but can be modified if necessary. We can enter an entry comment into the corresponding field if needed. This student will be enrolled into the 101 entity and will follow the Orbit 1 Elementary School calendar, so the following fields can be left as is. Since this student will begin attending special education courses, we'll update the Student Type to be SE. The Default Entity box can be left as checked since this will be the student's default entity. We can leave the state reporting fields as is for this example and click Save. We'll notice that a new entry withdrawal is created with the student's new Student Type code. With this process now complete, you can ensure that you can accurately track any status changes that affect your students' enrollment within your entity.

Processing a student enrollment status change enables you to track when a student experiences changes that affect their enrollment in your entity. For example, if a student begins attending special education courses, their student type will need to be changed to specify that they're a special education student. The enrollment status change process enables you to maintain your student's other information, such as lockers assigned to them, their schedule, and any special programs they're a part of. A new enrollment record will also automatically be created for the following date and will end the previous enrollment record that was created. To begin, let's navigate to the Student Profile feature within the Student module. After verifying that we're in the correct student profile, we'll select the Student Enrollment sub-tab under the Enrollment tab group. We'll see all of this student's existing entry withdrawals here. Let's click the drop-down icon next to the entry withdrawal we want to create a status change for. Within the Record Options drop-down menu, we'll select Status Change. All the information under the Entry heading defaults in based on the entry withdrawal we selected and cannot be modified. The state reporting fields default based on state requirements and cannot be changed. Under the Withdrawal heading, we'll verify the End Date. This defaults to the current date, but can be modified if needed. The Withdrawal Date populates with the day immediately following the date you entered in the End Date field or with the next academic day and cannot be modified. The Withdrawal Code explains how the enrollment record has ended. For this example, we'll select the code of SC – Status Change since the status of our student is changing. We can enter a comment into the Withdrawal Comment field if needed. This student will still be moving into the next grade for the upcoming year as they normally would, so we can leave the Promotion Status field as P – Promote. The Report To CRDC field defaults as checked and cannot be changed. Let's click Next. Here, we see all the fees attached to this student. If we don't want certain fees to be affected by the status change, we can check the boxes next to each fee. Since we want all these fees to remain as is, we'll check the box under the Select heading to check all fees. Let's click Enroll. The Start Date field defaults based on the end date of the withdrawal record and cannot be modified. The Effective Start Date is used to indicate the actual day the student will begin classes if the Start Date is not a school day. For our example the start date is the first day of school so we can leave this as is. This student will be enrolled in the entity 100% of the time, so we'll leave it as is. The Grad Year/Grade field is the year the student will graduate and the current grade the student is in. This field defaults based on the information entered on the student's profile but can be modified if needed. If we had a pre-K or kindergarten student, the Grade Level Subcategory would give us the flexibility to say our grade level is pre-K or kindergarten and the subcategory is AM or PM. For our example we do not need a Grade Level Subcategory since our student is in fourth grade, and does not need a grade level subcategory, so we can leave this field as is. The Entry Code field is used to indicate how or why the enrollment is being created. This defaults based on information entered on the student's profile but can be modified if necessary. We can enter an entry comment into the corresponding field if needed. This student will be enrolled into the 101 entity and will follow the Orbit 1 Elementary School calendar, so the following fields can be left as is. Since this student will begin attending special education courses, we'll update the Student Type to be SE. The Default Entity box can be left as checked since this will be the student's default entity. We can leave the state reporting fields as is for this example and click Save. We'll notice that a new entry withdrawal is created with the student's new Student Type code. With this process now complete, you can ensure that you can accurately track any status changes that affect your students' enrollment within your entity.



  1. Select Menu > Administrative Access > Student.
  2. Select Student Profile under Features.

    You see the Student Profile for the first student listed alphabetically in the entity or for the last student whose profile you had open.

  3. Verify you are in the correct Entity and school year by checking the information at the top left of the screen.
  4. Begin entering the student's name in the Student search field near the top left of the screen.
  5. Select the student from the drop-down list.

    You see the Student Profile for the student you selected.

  6. Select the Enrollment tab group at the left of the screen.
  7. Select the Student Enrollment sub-tab.

    You see existing entry withdrawal records for the student for the entity you are working in.

  8. Click the drop-down icon to the left of the entry withdrawal record you wish to create a status change for.

    You see the Record Options drop-down menu.

  9. Select Status Change from the menu.

    The Status Change option does not display if the student has a No Show entry withdrawal record.

    You see the Change the Status of a Student screen, which displays the entry withdrawal record details. These fields default based on the information entered on the student's entry withdrawal record and cannot be modified. If you need to make changes, you must open the record and update the information on the Entry Withdrawal Details screen.

    The "Change the Status of a Student" screen displays entry fields.
  10. Complete the appropriate fields.

    You must complete required fields before you can save your work. Fields marked as Optional in the documentation are not required to complete.

    The "Change the Status of a Student" screen displays the withdrawal and federal reporting fields.
    1. Under the Withdrawal heading, verify the End Date of the student's enrollment or enter the correct date.

      This defaults to the current date, but can be modified as needed.

    2. Verify the Withdrawal Date is correct.

      The Withdrawal Date populates with the date you entered in the End Date field and cannot be modified.

    3. Enter the Withdrawal Code or click the Down Arrow icon to choose from the drop-down list.
    4. Optional: Enter a Withdrawal Comment if you wish to provide additional information regarding the student's withdrawal.

      For example, you could enter, "Student moved from the district."

    5. Choose the Promotion Status from the drop-down list if the withdrawal affects the student's Grad Year.

      This field only displays if you are withdrawing the student from their default entity. The box for Default Entity being checked under the Entry heading indicates this is a default entity.

    6. Under the Federal Reporting heading, verify the box for Report to CRDC is checked.

      This box defaults and cannot be modified.

    7. Click Next near the top left of the screen.

      You see a list of customer fees to be left as is.

      The screen displays a customer fee for book rental to be skipped.
    8. Check the box to the left of each fee you wish to leave as is.

      You would check the box for a fee if your district uses prorations and you do not want fees to be affected by the status change.

      You can use the box at the top of the Select column to check or uncheck all boxes.

    9. Click Enroll near the top left of the screen.

      You see fields that enable you to complete the entry record. The start date of the entry record defaults to the day after the end date of the withdrawal record. The remaining fields default from the previous entry record.

      The screen displays entry withdrawal fields filled out.
    10. Under the Entry heading, verify the Start Date is correct.

      This field defaults based on the end date of the withdrawal record and cannot be modified.

    11. Optional: Enter the Effective Start Date or click the Calendar 31 icon to choose a date using the calendar.

      This indicates the actual day the student will begin classes if the Start Date is not a school day.

    12. Verify the Percent Enrolled or enter the correct percent.

      This field defaults based on the entry record, but can be modified if necessary.

      Typically, most students will be 100 percent enrolled in the entity. However, if a student is enrolled in multiple entities, you would enter the appropriate percentage of time the student spends in this entity.

    13. Verify the Grad Year/Grade or enter the correct graduation year and grade.

      This field defaults based on information entered on the student's profile but can be modified if necessary.

    14. Optional: Enter the Grade Level Subcategory or click the Down Arrow icon to choose from the drop-down list.

      You would enter a grade level subcategory if the student's grade level needs additional clarification. For example, if a special education student is in grade 12, but is 20 years old, you could enter a subcategory that explains this.

    15. Verify the Entry Code or enter the correct code.

      This field defaults based on information entered on the student's profile but can be modified if necessary. You should select a code that indicates a continuing enrollment in the entity.

    16. Optional: Enter an Entry Comment if you wish to provide additional information regarding the student's enrollment status change.

      For example, you could enter, "Re-enroll Student."

    17. Verify the School or enter the correct school.

      This field defaults based on information entered on the student's profile but can be modified if necessary.

    18. Verify the Calendar or enter the correct calendar.

      This defaults to the default calendar for your entity but can be modified if necessary.

    19. Verify the Student Type or enter the correct type.

      This field defaults based on information entered on the student's profile but can be modified if necessary. For example, if you have a student type for special education students and are changing the student’s status to special education, you could select that student type.

      This is a non-reportable field and is only used for in-house reporting.

    20. Optional: Verify the box for Default Entity is checked or unchecked.

      This box defaults to checked, but can be unchecked if necessary.

    21. Enter the RCDTS for Testing School or click the Down Arrow icon to choose from the drop-down list.
    22. Optional: Under the Federal Reporting heading, verify the box for Report To CRDC is checked or unchecked.

      This box defaults to checked, but can be unchecked if necessary.

  11. Click Save near the top left of the screen to save your work.

    You return to the Student Enrollment sub-tab of the Student Profile, which displays the student as withdrawn from the previous entry record. A new entry record is added for the appropriate date and displays the updated enrollment details. If you are changing a student's calendar, separate transaction records are created for each course within the student's schedule to reflect the calendar changes.

Result(s)

You have successfully processed a student enrollment status change.