withdrawal/transfer process manual - sd23

Withdrawal/Transfer Process Manual

N:\Learning Technology Dept\Training & Support\MyEdBC\Year Start Up\School Startup Checklist 2018 2019\Withdrawal_Transfer Process

Manual.docx of 4

STEP 1 – REVIEW/UPDATE STUDENT INFORMATION 1. Student top tab > Select the student > Details side tab Remove:

Homeroom

Locker Information (if your school uses this feature)

Next Year School (if withdrawing a student between February and June of the current school year)

Scenario 1: Student moving to another school within our district Schools should use the transfer function rather than Withdraw function. The student's Ministry Designation and the icon will remain with the student record and the IEP icon will stay intact. The student will remain enrolled in the Student Services Module and the Designation will remain part of the student record.

Scenario 2: Students moving from one school district to another Schools must withdraw the student and the new school must register him/her – DO NOT use the transfer function between districts. Withdrawing the student will "Exit" the student from the Student Services Module and remove the IEP icon but the Designation will remain associated with the student record. This also allows the receiving district to enter correct registration information in the membership record. NOTE: A student who has been exited from the Student Services Module, must be re-enrolled into the module in order for an IEP workflow to be initiated.

Scenario 3: Student transferring to a Non-MyEdBC school (inside or outside of BC) The school which the student is withdrawing from is responsible for printing the last two report cards and a Permanent Student Record (PSR) card containing demographic information, courses, grades and historical information. The PSR card and report cards are then mailed to the receiving school. However, the student's electronic record remains within the MyEdBC database for future admission to another MyEdBC school.

Secondary School Associations Secondary School Associations are created by secondary schools and they are end-dated by the school that created them. Primary schools should not be end-dating secondary school associations that belong to other schools. If a primary school believes a secondary school association should be end-dated, please contact the secondary school and ask them to do so. Student information, courses and marks could be lost and DL funding may be effected.



Manual.docx of 4

2. Student top tab > Select the student > Membership side tab > Programs sub-side tab > General Programs

Change the end dates for all programs you have assigned to the student unless they will be continuing through a secondary school association.

3. Student top tab > Select the student > Membership side tab > Enrollment sub-side tab

Review all enrollment/withdrawal details. Ensure that all dates are in chronological order and remove duplicated enrollment or withdrawal records. Check that PSR grades are appropriate.

4. Student top tab > Select the student > Membership side tab > Schools sub side tab

Check for any active secondary school associations (SSA). If a student is maintaining this SSA, you will need to withdraw the student as Active, No Primary.

5. Student top tab > Select the student > Membership side tab > Groups sub-side tab

Remove student from any groups they have been assigned to (if applicable)

6. Student top tab > Select the student > Snapshots

Remove student from any snapshots they have been assigned



Manual.docx of 4

7. Student top tab > Select the student > Conduct side tab

Update or add any outstanding Conduct Records

8. Student top tab > Select the student > Documents > Journal sub side tab

Remove Journal information

9. Student top tab > Select the student > Transactions side tab > Inclusions sub side tab

Review and update PSR inclusions

10. Student top tab > Select the student > Transcript side tab

Review current year transcript marks (if in middle of school year, who will produce report card?)

Update Term/Final Marks and Course End Dates (if applicable)

11. Student top tab > Select the student > Transcript side tab > Reports > Report Cards Run a report card (if applicable) once teachers have entered all marks

Please Note: If a student is withdrawn just before a reporting period, it is possible to produce a report card after the student has been withdrawn. This can be done via the “Former” Student Filter and teachers can find withdrawn students in the MyEdBC Gradebook Top Tab>Scores Side Tab. They will need to choose “Withdrawn” in the Status area of the page. Teachers can enter marks/comments and



Manual.docx of 4

then post; however, they cannot print report cards, so the office will need to produce the report card for the withdrawn student.

12. Student top tab > Select the student > Schedule side tab > Workspace sub side tab

If transferring to a school in SD23, drop the courses from the student. If withdrawing, the system will automatically drop the courses from the student schedule.

13. Build view >Student top tab > Requests side tab

If the scheduling process for the next school year has begun, delete the students' course requests

STEP 2 – WITHDRAW/TRANSFER STUDENT

Student top tab > Select the student > Options > Registration > Withdraw

When the above steps are complete, withdraw using correct date/code/reason/status, be sure Disable User Account and Create Former school association are both checked and PSR Grade is filled in.

After withdrawal, check the "Former" Student filter to ensure that the student appears correctly.

Run/view the Permanent Student Record to ensure that information is correct (including PSR entry/exit grade).

Modify the Withdrawal record in the Membership side tab if necessary

Student top tab > Select the student > Details > check Transfer pending box and Transfer School > Name completed