School Enrollment Overview
Students must be enrolled in a school before they can be enrolled in any course or activity list.
When can I enter new students into SchoolWise?
You can enter new student records at any time in SchoolWise. You can pre-enroll new students or re-enroll former students in a school at any time (the school enrollment date should be the first day they attend school). The rollover from the current school year to the upcoming school year does not have to be complete to do this. The calendar for the new school year does not have to be setup to do this. The only limitation is that students can't be pre-enrolled in a class for the upcoming school year until after rollover has been completed. Class scheduling for the new school year can’t be done until after rollover has happened.
School Enrollment Instructions for a New Student
To enroll a new student in school, use the SchoolWise Web app online registration system (this reduces your data entry work) or the SchoolWise Desktop app Student Enrollment form per the following instructions:
1. Open the Students form.
2. Click the new button in the top left toolbar or right-click the student list and select ‘Add a new Student/Family’.
3. Follow the wizard instructions.
4. Grade Reminder: The grade level in the top right corner of the student tab needs to be assigned when you enroll a student.
School Enrollment Instructions for a Former Student
To re-enroll a former student in school, use the SchoolWise Desktop app Student Enrollment form per the following instructions:
1. Open the Students form.
2. Use the find command (select from the menu or enter Command/Ctrl+F on your keyboard) to open a search box so you can search for a student name or parent name. This can be used to find a current student (enrolled), a former student (unenrolled), or a student who was never enrolled (a student record was created, but they were never enrolled in school). Select the student you want to re-enroll and click ok to load the student record.
3. Click the Enrollment – School Enrollment form and right-click to re-enroll the student.
4. Grade Reminder: If you re-enroll a former student, note that the end-of-year rollover auto-advance grade level only works for currently enrolled students. When there are enrollment gaps, you have to define the correct grade level when a former student is re-enrolled. We have no way of knowing what educational progress was made during the enrollment gap time period.
School Enrollment Changes
Refer to the SchoolWise Desktop app Student Enrollment form for additional information.
Click here for more information regarding the unenrollment process.
You can make enrollment changes in the past using the split or merge functions:
- Split = split a continuous span into 2 spans with a gap in the middle.
- Merge = merge 2 spans into 1 continuous span.
School Enrollment Status Code
- Primary Enrollment (Code 10)
- Secondary Enrollment (Code 20)
- Short-Term Enrollment (Code 30)
- Non-ADA Enrollment (Code 50)
- Summer School Enrollment (Code 25)
Note: The SchoolWise Summer School Enrollment type is linked to a summer school calendar ScyID. This enrollment type ends automatically when the summer school session ends. This enrollment type should only be used when a student attends summer school at a different school from their primary enrollment. There are at least 2 scenarios where this can happen:
1. In a multi-school district, where they operate summer school at a different school than the student is enrolled in. Students stay enrolled in their primary school, but also have a concurrent enrollment in the summer school.
2. In any district, after a student matriculates (often exit code E230 or E450), they may need to attend summer school back at the school they just exited. The summer school enrollment type can be used to temporarily re-enroll the student back in their former school for the summer.
What to do about a No Show Student?
Refer to this article for advice: https://schoolwisehelp.freshdesk.com/support/solutions/articles/48001242414-what-to-do-about-a-no-show-student-
Additional guidance can be found in the CALPADS Statewide Student Identifier (SSID) and Enrollment Procedures.
How to delete a student from your SIS
There are some situations where you may want to delete a student record from your SIS. This can be done if there are no historical records associated with the student (attendance, marks, etc.).
Ex. A duplicate student record was created by enrolling a student in school more than once.
Ex. A pre-enrollment record for the student was created in your SIS but the student was never actually enrolled in school (never attended). Note: If you believe the student may enroll in your school in the near future, you can just delete the current school enrollment record but leave the student record in the SIS.
You can delete a student from your SIS per the following procedure:
1. Open the student form for the student you wish to delete and navigate to the Enrollment Page – Class Schedule tab.
2. Right-click on each academic subject class and delete those enrollment records one at a time by choosing Administrator Options – Delete Enrollment in.
3. Right-click on the Day level (0H – or Grade level) class and delete that record by choosing Administrator Options – Delete Enrollment in.
4. Click on the School Enrollment tab, right-click on the school enrollment record, select Advanced Options, then select Delete This Enrollment Span.
5. Right-click the student’s name in the student form and select Delete this Student.