We recommend the following steps be followed before/after state reporting is completed:
Any time/Before state reporting is complete:
Try to get from school staff prior to summer break (especially if they don't work in the summer) a list of students they know are not returning next year. *(You should also want to get a list of the students being retained so you can set the Next Grade Level = Current Grade Level prior to rollover/student promotion.)
Make sure Next Year School and Next Grade Level are blank for students you know are not returning.
After state reporting is completed:
Create a summer withdrawal record for the students that are confirmed as not returning.
The Withdrawal Date must be AFTER the last day of the current school year and BEFORE the first day of the next school year (ie. July 1 or Aug 1).
Roll the data base to the next school year and promote students.
Summer withdrawals will be promoted to the next grade level to remain with their peers in the database.
No Primary School record will be created for new school year - Primary School will be blank
NOTE: Students that end up NOT returning for the new school year that were promoted with a Primary School record will need to be fixed prior to the October 1 SIMS report. Remove the Primary school and if they were enrolled for the new school year, change their enrollment record to a withdrawal record with a withdrawal date after the end of the previous school year and before the start of the new school year. This will flag them as a summer withdrawal.