Student Info: Enrollment

The Enrollment screen displays the student's enrollment records, including previous school information and grade promotion status. Depending on your profile permissions, you may be able to add, edit, and delete enrollment records, withdraw students, and enroll students in a second school.

Viewing Enrollment Records

The ability to view the Enrollment screen is controlled by the View Enrollment menu permission in Users > Profiles. The ability to view individual enrollment fields is controlled by the View permission for each Enrollment student field in Users > Profiles.

1. In the Students menu, click Student Info.

2. On the Search Screen, enter search criteria to locate the student. Click Search.

3. In the list of students returned in the search, click the applicable student.

The student's record is displayed.

4. Click the Enrollment link at the top of the screen, or the Enrollment category in the categories list at the left side of the screen.

The student's enrollment information is displayed, with the most current enrollment record at the top and the oldest enrollment record at the bottom. The Year, School, Grade Level, Enrollment Date, and Enrollment Code columns are frozen in place. Scroll to the right to view additional enrollment fields.

5. To customize the columns that are displayed on the screen, click Toggle Columns.

6. In the Toggle Columns pop-up window, select or deselect the columns you want to view or hide.

7. Click the X when finished.

8. To view an enrollment record in detail, click View next to the record.

The enrollment information for the selected record is displayed vertically for easier viewing. The Calendar, Rolling/Retention Options, Next Grade, Include in Class Rank, Graduation Requirement Program, Team, and Progression Plan fields can only be viewed from this screen.

9. Click Return to Enrollment to go back to the list of enrollment records.

Adding an Enrollment Record

Enrollment records can be manually added to the Enrollment screen, though usually students are enrolled using Add a Student in the current or next school year when the student is enrolled in a new school. The ability to add enrollment records is controlled by the "Create" permission for Enrollment student fields in Users > Profiles.

When an enrollment record is manually added, the student's Calendar is not assigned. This method of enrolling a student should not be used at the school level.

1. In the Students menu, click Student Info.

2. On the Search Screen, enter search criteria to locate the student. Click Search.

3. In the list of students returned in the search, click the applicable student.

The student's record is displayed.

4. Click the Enrollment link at the top of the screen, or the Enrollment category in the categories list at the left side of the screen.

5. In the blank row at the top of the screen, select the appropriate Year, School, and Grade Level for the new enrollment record.

6. Select the Enrollment Date and Enrollment Code.

A validation check is in place to ensure the Enrollment Date entered is a day that school is in session per Setup > Attendance Calendar.

7. Press Enter to add the record.

8. Click Save.

Co-Enrolling a Student

In some cases, a student will be attending two schools at the same time during the same school year. For example, a student enrolled in a high school as their primary school might also be enrolled in a post-secondary school as their secondary school. Focus has a Second School feature that allows the two schools to view the student's schedule and grades from both schools. The student's primary school will complete the following process. The ability to add enrollment records is controlled by the "Create" permission for Enrollment student fields in Users > Profiles.

A student can also be co-enrolled on the Add a Student screen by selecting the Second School option.

1. In the Students menu, click Student Info.

2. On the Search Screen, enter search criteria to locate the student. Click Search.

3. In the list of students returned in the search, click the applicable student.

The student's record is displayed.

4. Click the Enrollment link at the top of the screen, or the Enrollment category in the categories list at the left side of the screen.

5. In the blank row at the top of the screen, select the appropriate Year, School, and Grade Level for the second school enrollment record.

6. Select the Enrollment Date and Enrollment Code.

A validation check is in place to ensure the Enrollment Date entered is a day that school is in session per Setup > Attendance Calendar.

7. Select the Second School check box.

8. Press Enter to add the record.

9. Click Save.

Editing an Enrollment Record

The ability to edit individual enrollment fields is controlled by the Edit permission for each Enrollment student field in Users > Profiles. The ability to edit previous year enrollment records is controlled by the "Edit Previous Year Enrollment" menu permission in Users > Profiles.

1. In the Students menu, click Student Info.

2. On the Search Screen, enter search criteria to locate the student. Click Search.

3. In the list of students returned in the search, click the applicable student.

The student's record is displayed.

4. Click the Enrollment link at the top of the screen, or the Enrollment category in the categories list at the left side of the screen.

5. Click the field to edit and make the desired change.

The field turns yellow to indicate a change was made.

A validation check is in place to ensure the Enrollment Date entered is a day that school is in session per Setup > Attendance Calendar.

6. Click Save.

7. To edit a field from the View screen, click View next to the record.

8. Click the field to edit and make the desired change.

The field turns blue to indicate a change was made.

9. Click Save.

Deleting an Enrollment Record

The ability to delete enrollment records is controlled by the "Delete" permission for Enrollment student fields in Users > Profiles.

You should never delete an enrollment record if it is the only enrollment record a student has. Students with no enrollment records cannot be found when searching for the student, even if "Include Inactive Students" is selected. Those students can only be found on the Add a Student screen.

When the system preference "Prevent all enrollments from being deleted" is enabled in the Enrollment tab of System Preferences, users will be prevented from deleting a student's only enrollment record. When attempting to delete the record, the user will be presented with a validation error of "Single Enrollment” in the Errors list. When hovering the mouse over the error, the tool-tip will display the message "If a student has only 1 enrollment record, it cannot be deleted."

1. In the Students menu, click Student Info.

2. On the Search Screen, enter search criteria to locate the student. Click Search.

3. In the list of students returned in the search, click the applicable student.

The student's record is displayed.

4. Click the Enrollment link at the top of the screen, or the Enrollment category in the categories list at the left side of the screen.

5. Click the red minus sign next to the enrollment record to delete.

6. In the confirmation message, click OK.

The row is grayed out, but is not deleted until you click Save.

7. Click Save.

Withdrawing a Student

When a student is withdrawn from a school, the student's status becomes inactive in the district's database. The proper way to withdraw a student is from the student's enrollment record. The withdrawal process will not delete the student's record.

It is important that the drop date is different from the enrollment date. The drop date is when the student becomes inactive in the system. The drop date is inclusive, so the student will stay active through the drop date listed. If School A withdraws the student on Wednesday, School B will not be able to enroll the student until Thursday. If School B must enroll the student on Wednesday then School A can backdate the drop date to Tuesday, but this is not recommended by Focus because the records will be inaccurate. When selecting the DNE drop code, the drop date is the same as the enrollment date.

1. In the Students menu, click Student Info.

2. On the Search Screen, enter search criteria to locate the student. Click Search.

3. In the list of students returned in the search, click the applicable student.

The student's record is displayed.

4. Click the Enrollment link at the top of the screen, or the Enrollment category in the categories list at the left side of the screen.

5. On the appropriate enrollment record, enter the Drop Date and select the Drop Code.

The fields turn yellow to indicate changes have been made.

6. Click Save.

You can also drop a student by clicking View next to the enrollment record, defining the Drop Date and Drop Code from the View screen, and clicking Save.

If the student's schedule is not dropped and the student returns to the school during the same school year, the schedule will be reactivated. If this is not desired, please also drop the student's schedule.