What do you need to do in iPass when a student enrolled as “School Choice” changes mid-year to “Resident” (or vice versa)?

IMPORTANT UPDATE: If a school is configured to “Automatically Drop Schedule on Withdrawal” the user must select the checkbox for “Retain Schedule” when creating the TRF (Transferred Out - within the District) withdrawal record to change a student’s status from School Choice to Resident (or vice versa) to keep the scheduled courses. If the box is not checked off the courses will be dropped. In the event this occurs, on the Modify Schedule screen select the checkbox “Show Dropped Courses” and check off Drop/Restore to restore the courses (check boxes off to schedule even if course is full or creates a conflict). Check to make sure that the correct Terms are highlighted in the courses.

The student must be withdrawn from the school as a “School Choice” student with an Entry/Withdrawal code of “TRF – Transferred Out - within the District” and then Re-Enrolled in the same school with an Entry/Withdrawal code of “Re-Enrolled Same School” with the enrollment codes for “Resident”. The student maintains an Enrollment Status of “01 – Enrolled” even in the withdrawal record.

Step 1: Withdraw them with School Choice codes:

1. Create a NEW withdrawal record at the school

2. Set the Entry/Withdrawal Date to be the FIRST SCHOOL DAY AFTER the student's last day as a School Choice student. Note, if Friday is the last day in attendance, Monday would be the withdrawal date. 

3. Set Entry/Withdrawal Code = TRF - Transferred Out - within the District

4. Set Reporting Reason (DOE011) = same as previous enrollment record (03 – District is not/has not been financially responsible)

5. Set Enrollment Status = 01 - Enrolled

6. Set Enrollment Reason = same as previous enrollment record (02 – School Choice)

7. Check off "Retain Student Schedules" to keep the student's schedules courses from being dropped. This will make sure that the courses are not dropped if the school is set up to “Automatically Drop Schedule on Withdrawal.”

8. Submit

Step 2: Re-Enroll them in the same school:

1. Create a NEW enrollment record at the same school

2. Set the Entry/Withdrawal Date to be the SAME day as the Withdrawal record date *(this is to maintain attendance total)

3. Set Entry/Withdrawal Code = Re-Enrolled - Same School

4. Set Reporting Reason (DOE011) = Appropriate code for student’s status (01 - District is/has been financially responsible for the student…)

5. Set Enrollment Status = 01 – Enrolled

6. Set Enrollment Reason = Appropriate code for student’s status (01 - District is/has been financially responsible for the student…)

7. Submit

Reminder: Don't forget to set the Town of Residence on the Profile screen to match their current status.