Tool Search: Enrollments
The Enrollments tool displays all occurrences of a student’s enrollment in the district. Enrollments are listed by enrollment start date, and display the Grade Level of enrollment, the Type of enrollment (Primary, Partial or Special Education), and the Start and End Dates of that enrollment instance.
For students taking courses at another school within the district, a Cross-Site Enrollment is created when a Cross-Site Course is added to their schedule through the Walk-In Scheduler. That enrollment is marked with a Cross-Site indicator (
) and is considered a Partial Enrollment (Service Type of S: Partial). This service type CANNOT be modified by either the Home School or the Serving School.
Cross-Site Enrollment
The information in this article assumes a basic understanding of Enrollments in Campus.
Cross-Site Enrollment Workflow
The following lists the full workflow of Cross-Site functionality. A Cross-Site Enrollment occurs AFTER a student has been scheduled into a Cross-Site Course.
Enable Cross-Site Enrollment
Article: Cross-Site Setup
| Action | Image |
|---|---|
| Mark the Cross-Site Enrollment checkbox on the District Information editor. |  District Information Editor |
| Mark the Cross-Site Enrollment checkbox on the School Information editor FOR ALL SCHOOLS in the district that are participating in Cross-Site Enrollment. |  School Information Editor |
| Mark the Cross-Site Enrollment checkbox on Course Master Information. |  Course Master Information |
| Mark the Push Cross-Site data to courses and sections option in the Push To Courses modal on the Course Master. This can be done for ALL courses using the Push All Course Masters tool. |  Push to Courses |
| Set the Default State Exclude for Cross-Site Enrollments to either Yes or No in System Preferences. This setting determines whether a student's partial enrollment that is created when they are scheduled into a course is included in state reports. This preference is only available when Cross-Site Enrollment functionality is turned on at the District. |  |
| Set the Enrollment Start Status and Enrollment End Status for Cross-Site Default. For some states, these tools are hidden. When that is the case, this requirement isn't necessary. |  Cross-Site Default Checkbox Marked on Enrollment Start Status Setup
 Cross-Site Default Checkbox Marked on Enrollment End Status Setup
|
Cross-Site Enrollment Setup (Course Mapping)
Article: Cross-Site Enrollment Setup
| Action | Image |
|---|---|
| Home School | |
Review and modify the following information on the Courses marked for Cross-Site:
|  Cross-Site Enrollment Setup - Home Panel |
| Mark the Offer Section checkbox (marked by default), which displays that Section to the Serving School. |  Offer Section Button |
| When changes have been saved, click Share Offerings to OPEN the Cross-Site Status. |  Share Offerings Process |
| Serving School | |
| Map Sections from the Serving School to Offer to the Home School by marking the closest Period checkbox in which the sections meet. |  Map a Section at the Home School to the Serving School |
Schedule Students into a Cross-Site Course
Article: Walk-In Scheduler
| Action | Image |
|---|---|
| Search for a Cross-Site Course. |  Walk-In Scheduler Search Panel |
| Select a Cross-Site Course and add it to the student's Schedule. This creates a Cross-Site Enrollment for the student. |  Confirmation of Partial Enrollment Creation  Cross-Site Course Added to Schedule |
Record Attendance for Cross-Site Students
Article: Attendance Information for Cross-Site Students
| Action | Image |
|---|---|
| Serving School | |
| Teacher records attendance for their class, choosing P, A or T for each of their students. The Attendance Event is visible at the Home School on the student's Attendance record. |  Teacher Attendance for Cross-Site Students |
| The Attendance Office assigns an Attendance Code to the attendance record entered by the student using the Attendance Wizard, the student's Attendance tool, or Daily Attendance tool. |  Serving School Assigns Attendance Code |
| Home School | |
| Attendance Office reconciles the Attendance Code from the Serving School with their own Attendance Codes. |  Screenshot of the student's Attendance record with Home School Attendance codes |
Enrollments for Cross-Site Students
Article: Enrollment Information for Cross-Site Students
As noted previously, a partial enrollment record is created when a counselor adds a Cross-Site Course to a student's schedule. There is no action that needs to be performed for these enrollments.
Grading for Cross-Site Students
Article: Grading Considerations for Cross-Site Enrollments
The Serving School manages all areas of entering scores and posting grades for students enrolled in Cross-Site Courses. The Home School can view this information but not make changes to the information.
Cross-Site Enrollment Creation
The Partial Enrollment record has a start date of when the student begins attending the course section at the Serving School (start date of the section or the effective date when the student starts after the section start date), and with the Start and End Statuses that are marked as Cross-Site Default.
When the Cross-Site Enrollment is created, the following fields are populated in the database in the Enrollment table with the creation of a Cross-Site enrollment:
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|
Enrollment Start and End Statuses
Cross-Site functionality requires the selection of a Cross-Site Default Enrollment Start Status and Cross-Site Default Enrollment End Status.
Only one Start Status and End Status can be marked for Cross-Site Default at any time; when a new status is marked and saved for Cross-Site Default, the previous statuses that were marked are no longer marked.
A Cross-Site Default Column has been added to the Start Status Type Editor and the End Status Type Editor to quickly see which statuses are marked for Cross-Site.
Cross-Site Default Checkbox Marked on Enrollment Start Status Setup | Cross-Site Default Checkbox Marked on Enrollment End Status Setup |
Enrollment Modifications at the Home and Serving Schools
Staff at the Home School and the Serving School can view and update the Enrollment for a student scheduled into a Cross-Site Course.
- When the Serving School ENDS the Cross-Site Enrollment, the end date is added to the Section Roster at the Serving School and the Home School.
- When the Serving School DELETES the Cross-Site Enrollment, the Roster record at the Serving School is deleted and the End Date is added to the Home School Roster record.
- When the Home School ENDS the Primary Enrollment, the End Date is added to all Home School Roster records and is applied to the Cross-Site Enrollment and the Roster record at the Serving School. A notification is sent to the Serving School.
No Show Scenarios
The following scenarios map what occurs to the Cross-Site Enrollment when a Home or Serving School marks the enrollment as a No Show.
Scenario 1: Enrollment is marked as No Show when both schools have active roster records.
| Home School Enrollment | Home School Roster | Serving School Enrollment | Serving School Roster |
|---|---|---|---|
| Action: Home School marks the Home School Enrollment as No Show. | |||
| Enrollment is ended (end date added, No Show checkbox marked). | Roster records are ended. | Enrollment is ended (end date added, No Show checkbox is marked) with the date the Home School enrollment was marked as No Show. | Roster records are ended with the date the enrollment was marked as No Show. |
| Action: Serving School ends the Cross-Site Enrollment at the Serving School (end date added, No Show checkbox marked). | |||
| No changes to enrollment. | Roster records for Cross-Site courses are ended with the date the enrollment record was marked as No Show. | Enrollment is ended (end date added, No Show checkbox marked). | Roster records are ended. |
Scenario 2: Enrollment is marked as No Show when only the Serving School has an active roster.
| Home School Enrollment | Home School Roster | Serving School Enrollment | Serving School Roster |
|---|---|---|---|
| Action: Home School marks the Home School Enrollment as No Show. | |||
| Enrollment is ended (end date added, No Show checkbox marked). | Roster records are ended. | Enrollment is ended (end date added, No Show checkbox is marked) with the date the Home School enrollment was marked as No Show. | Roster records are ended with the date the enrollment was marked as No Show. |
Scenario 3: Enrollment is marked as No Show when only the Home School has an active roster.
| Home School Enrollment | Home School Roster | Serving School Enrollment | Serving School Roster |
|---|---|---|---|
| Action: Serving School marks the Home School Enrollment as No Show. | |||
| No action | Roster records are ended with the date the enrollment was marked as No Show. | Enrollment is ended (end date added, No Show checkbox is marked) with the date the Home School enrollment was marked as No Show. | Roster records are ended with the date the enrollment was marked as No Show. |
Schedule Modifications
Modifications of the Cross-Site Course in which the student is scheduled affect the Cross-Site Enrollment:
- When the Start Date on the Cross-Site Course changes, the Start Date on the Cross-Site Enrollment updates to match that start date.
- When the End Date on the Cross-Site Course changes, the End Date on the Cross-Site Enrollment updates to match that end date.
- When the Cross-Site Course is removed from the schedule and the student has not started attending the course, the Cross-Site Enrollment is deleted (when the student is scheduled into ONE Cross-Site Course).
- When the student is scheduled into more than one Cross-Site Course at the same Serving School, only one Cross-Site enrollment is created. When the student is scheduled into Cross-Site courses at multiple Serving Schools, Cross-Site Enrollments for each Serving School are created.
- When the student is scheduled into more than one Cross-Site Course at the same Serving School, and one of those courses is removed or ended, the Cross-Site Enrollment remains.
