End-of-Year Wizard, Step 5: Archive non-active students

Step 5 of the End-of-Year Rollover wizardClosed a sequence of dialog boxes which walk a user through a potentially complex task, such as the Build Study Locations wizard archives non-active students. You can also permanently withdraw a group of students in a snapshot, such as exchange students who might have attended your district for a short time this year.

This step is optional. Deselect the Archive non-active students checkbox and/or the Withdraw selected students checkbox if you do not want to execute either step.

This step does the following:

  • Affects non-active students in an active, non-archive school.
  • Creates a withdrawal (W) enrollment record for the affected students for their current schools, if necessary.

    • Note: A withdrawal record is necessary if the student is inactive, but his or her most recent enrollment record is not a withdrawal (or no enrollment records exist). Such a case would occur if the student had incomplete enrollment data.
  • Sets the students’ primary schools to the archive school. You can determine that the system clears the value in the affected students’ Next School fields.

To archive non-active students:

  1. At the Date field, type the date or click Select Date icon. to select the date for the withdrawal records. The default value is based on the current school year and your district’s preferences for whether or not a student is considered a member on the date of withdrawal:
    • If a student is considered a member on the date of withdrawal, then the default value is the last day of the current school year.
    • If a student is not considered a member on the date of withdrawal, then the default value is the day after the last day of the current school year.
  1. At the Code field, select the withdrawal code.
  2. At the Reason field, select the reason for the withdrawal.

To withdraw selected students:

  1. At the Selection of students to withdraw field, click Search icon. and select Snapshot or Saved Query. Depending on your selection, the Snapshot or Query Pick List appears. Select the snapshot or saved query of students you created to withdraw.
  2. Enter and select a withdrawal date, reason, and code for these students. Also, select the students’ membership Status.
  3. Select the Clear the Next School checkbox if you want the system to deselect the Next School field for the affected students.
  4. Select the Disable related user accounts checkbox to disable any family and student accounts associated with the students you select to withdraw.
  5. Click Next to move to Step 6 of the End-of-Year Rollover wizard.