Transferring Students and Working with the Change Student Fields

Hi Sr. Debbie,

Sorry - I have another question - I can't find where I can delete students. For example, I had entered a PKer as a kindergartener (that was when I thought PKers were on the system and I was going to go back and change their grade from K to PK). How can I delete this student. Also, how can delete the students who will not be going to St. Ambrose next year. Not 8th graders that graduated but other kids who are leaving?

I don't want them showing up on statistical reports that we do.

Thanks,

Liz

Hi Liz,

Good question. There is no way to delete a child once they are entered. You need to transfer them out of the school to a public school, etc. For the pre-k, if they aren't listed in a grade, you can pre-resgister them so they will be enrolled for next year. If they already have an active enroll ment, meaning you can see their name change the status to pre-registered using the student field change on the main screen. Below if information for both the transfer option and the change student filed option.

S Debbie

Transfer Students

In PowerSchool, you have different options concerning transfers into and out of your school. You can transfer a student out of school, transfer a student to or enroll a student in another school on your PowerSchool server, or reenroll a student that was previously enrolled in your school.

How to Transfer Out of School

This function transfers the student out of your school. Use it to transfer a group of students or an individual. It is especially useful when a family moves and you want to transfer all siblings at once.

1. On the start page, search for and select the student(s).
2. Click or select Functions. The Functions or Group Functions page appears.
3. Click Transfer Out of School. The Transfer Student Out page appears.

   

4. Use the following table to enter information in the fields:

Field	Description
Who will be transferred out	The name(s) of the selected student(s) appears.
Transfer Comment	Enter any comments related to the transfer.
Date of transfer	Enter the date of the transfer using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field will be submitted as a blank entry.
Exit code	Choose the exit code from the pop-up menu.
Also Transfer out of selected programs	If the student is currently enrolled in any special programs then these programs will be displayed. Select those which the student should be withdrawn from when they are transferred.

5. Click Submit. PowerSchool notifies you that the student has been transferred.

   

Note: The student’s status is now inactive. From now on, when you want to open the student record, you must enter a forward slash (/) before the student’s last name when entering it in the Student Search field.

If you know that the student or group is transferring to another school that shares your PowerSchool system, you must also transfer the record(s) to that school before the student(s) can be enrolled there. For more information, see the section "How to Transfer to Another School."

How to Reenroll in School

Reenroll a student in your school after he or she has previously left. You cannot transfer a student to your school while that student is still enrolled at another school on your system. The transferring school must also be on the same PowerSchool system as your school.

Note: If the student is transferring from a school that uses the same PowerSchool system as yours, the sending school must transfer the student to your school before you can reenroll that student.

1. On the start page, search for and select the student.
2. Click Functions. The Functions page appears.

   

3. Click "Reenroll in School." The "Reenroll a Student" pages menu appears.

   

4. Use the following table to enter information in the fields:

Field	Description
Student to Reenroll	The selected student appears.
Date of Reenrollment	Enter the date of the reenrollment using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field will be submitted as a blank entry.
Entry Code	Choose the reason for the enrollment from the pop-up menu.
Entry Comment	Enter any comments related to the reenrollment.
Grade Level	Choose the student's current grade level from the pop-up menu.
Restore class enrollments?	Choose either Yes or No from the pop-up menu. Restoring the enrollments creates new enrollment records and aids in reports, such as the "Enrollment by Section" report.
Full-Time Equivalency	Choose the multiplier to calculate full-time equivalency from the pop-up menu.
Membership Share	Choose the multiplier to calculate the membership share from the pop-up menu.
Tuition Payer	Choose the method of tuition payment from the pop-up menu.
Special Enrollment Code	Choose an enrollment code from the pop-up menu.
Enrollment Type	Choose an enrollment type from the pop-up menu.

5. Click Submit. PowerSchool notifies you that the student has been reenrolled.

   

How to Transfer to Another School

Transfer a student to another school after you have transferred him or her out of your school. You cannot transfer a student to another school while that student is enrolled at another school on your system. The receiving school must also be on the same PowerSchool system as your school.

Note: Once you transfer the student to another school, you will not be allowed to view any of his or her records unless you have district-level access.

1. On the start page, search for and select the student. Remember to use the forward slash (/) before the student’s last name, as the student is now inactive at your school.
2. Click Functions. The Functions page appears.

   

3. Click "Transfer to Another School." The "Transfer to Another School" page appears.

   

4. Choose the receiving school from the "To which school?" pop-up menu.
5. Click Submit. PowerSchool notifies you that the student is enrolled at another school.

   

If the system finds a student at the new school with the same last name or phone number, the "Check for Duplicate Students" page displays these students. You can then click each student’s name to ensure that the student you are transferring is not already enrolled at the new school.

It is the responsibility of the receiving school to activate the student’s records and schedule his or her classes. For more information, see the section "How to Enroll a Student."

How to Enroll in a Class at Another School

Sometimes a student is eligible to take a course at another school but will not be transferring to that school for all courses. Enroll the student in courses at other schools as long as the other schools share your PowerSchool system.

1. On the start page, search for and select the student.
2. Click Functions. The Functions page appears.

   

3. Click "Enroll in a Class at Another School." The "Enroll Student in a Class at Another School" page appears.

   

4. Use the following table to enter information in the fields:

Field	Description
Student	The selected student appears.
School Where the Class is Held	Choose the school where the class is held from the pop-up menu.
Course.Section	Enter the course and section number. Separate the numbers with a period and no spaces.
Enrollment date	Enter the enrollment date using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field will be submitted as a blank entry.

5. Click Submit. The Changes Recorded page appears.