Graduate seniors

As part of your end-of-year processes in Aspen, you need to graduate this year’s seniors.

The Graduate Seniors process affects active students with a selected year of graduation in an active, non-archived school.

You can complete this process from:

• The District view, which graduates all seniors in the district;
• The Intermediate Organization view, which graduates all seniors in the organization an entity that contains one or more schools; or
• The School view, which graduates only seniors in the school you are in.

The Graduate Seniors process does the following:

• Creates a withdrawal (W) enrollment record for the affected students’ current school.
• Updates the students’ enrollment status to a new selected code.
• Only affects active students.

The Graduate Seniors process does not do the following:

• Change the students' primary schools. This allows for the students to appear in state reports.
• Automatically deselect the students' next schools, but you can choose to do so manually.
• Affect seniors whose enrollment status was previously updated to something other than the active code.

Note: You might have previously updated seniors' enrollment status if your district submitted state reports before you were able to run the End-of-Year Rollover wizard a sequence of dialog boxes which walk a user through a potentially complex task, such as the Build Study Locations wizard. The need to correct this problem depends on how you updated the enrollment status. Contact your Aspen administrator if you have questions regarding the enrollment status of seniors in your district or school.

To graduate seniors:

Note: It is suggested to do the following before running the process: Create a snapshot of repeating seniors. Create a snapshot of graduates receiving an alternative type of certificate.

1. Do one of the following:
• Log on to the District view. Click the District tab. On the Setup side-tab, click Details. From the Options menu, select Graduate Seniors.
• Log on to the Intermediate Organization view. Click the Intermediate Organization tab. On the Setup side-tab, click Details. From the Options menu, select Graduate Seniors.
• Log on to the School view. Click the Student tab. From the Options menu, select Registration, and then Graduate Seniors.

3. Note: If you do not have the Graduate Seniors option, contact your Aspen administrator to check if your user role has this privilege. Aspen administrators can give a user role, such as the Registrar, access to the Graduate Seniors process in the user role details.

2. Use the following table to enter information in the fields for primary and secondary status (students with secondary status graduate with a different status):

3. Field	Description
   Senior YOG year of graduation	Type the year of graduation for the graduating seniors. The default value is based on the current school year. Click Exceptions to select the snapshot a static picture of a particular group of records that you can file and easily retrieve of seniors who will not graduate. To select a snapshot of students who have this year of graduation but are not graduating, click next to Exceptions. For example, you might have a snapshot of seniors who are enrolled in special education and are not graduating in the year entered above but are being retained as seniors.
   Primary status: This section is for students who are active, are graduating, and are being withdrawn.
   Status	Use the drop-down to select the new enrollment status code for the students who are graduating. This status might be used for state reporting purposes. Example: Your state status might be Graduate.
   Date	Type the date, or click to select the date the students are being withdrawn from school. 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.
   Code	Click to select the new code for the students’ withdrawal records. This code might be used for district informational purposes. For example, your district might use Graduated From High School as the status for seniors who graduate.
   Reason Code	Use this drop-down to select the reason for the students’ withdrawal. For example, your district might use Graduated for the reason these students are withdrawn.
   Secondary status: This section is for students who are active, are graduating, and are being withdrawn, but might not have the same status, date, code, and reason as defined in the Primary status section above.
   Selection	Click , and select Snapshot or Saved Query. Depending on your selection, the Snapshot or Query Pick List appears. Select a snapshot or a saved query of seniors who are graduating, but will have a different status than the one selected above. For example, you might have a snapshot or a saved query of seniors who are in special education, have reached the maximum age, and are being withdrawn from the district.
   Status	Use the drop-down to select the new enrollment status code for the students in the snapshot selected above. For example, these students might be given a Certificate of Attainment status.
   Date	Type the date, or click to select the date these students are being withdrawn from school. 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.
   Code	Click to select the new code for these students’ withdrawal records. This code might be used for district informational purposes. For example, your district might use Withdrawn as the status for these students.
   Reason Code	Use this drop-down to select the reason for the students' withdrawal records. For example, your district might use Max Age for the reason these students are now withdrawn.
   Clear next school	Select this checkbox to deselect the values that exist in the Next School fields for all students affected above. This option applies to students with both the primary and secondary status.
   Keep student in special education	Select this checkbox to retain the students' active special education status, even after withdrawing the student. For students enrolled in special education only.
   Disable related user accounts	Select this checkbox to disable the students and their contacts' Aspen user accounts. This denies their access to the Student and Family portals. Note: If the contact is shared with another active student, the contact's user account the login ID and password needed to access Aspen will not be disabled.

3. Click Finish. A pop-up displays the number of student records that will be updated.

   

4. Review the count, and then click Yes to graduate the students or No to cancel the procedure.