Adjusting Enrollment Records – Recommendations on how to make certain types of updates

Adjusting Enrollment Records – Additional Information

Version 7.0.20160928_sync and later of iPass now provides a warning when trying to update the DOE enrollment fields on the MA DOE screen and restricts updating certain fields in existing enrollment records. This is to protect the integrity of student enrollment records and to insure the update to a student’s StudentSchoolEnrollment Object is transmitted fully and accurately to the DESE via SIF. Below please find complete details and recommendations on how to make certain types of updates.

MA DOE screen:

If you attempt to change the DOE011 (Reporting Reason), DOE012 (Enrollment Status), or DOE013 (Enrollment Reason) field on a student’s MA DOE screen, upon “Submit” you will now receive a warning message that the DOE011, DOE12, and DOE013 fields should only be changed in an enrollment or withdrawal record. The warning is to remind users that changes to these DOE fields should be made in the enrollment record, not on the MA DOE screen.

NOTE: When OK is selected, the field will be updated on the MA DOE screen but it will not send an update to the DESE via SIF. To send an updated StudentEnrollment object the change must be made on the enrollment record screen.

Existing Enrollment Records:

• You can no longer change the School in an existing enrollment record. This field is no longer available to edit.

If an enrollment record was created for an incorrect school the new procedure is to create a new enrollment record for the correct school and delete the record for the incorrect school where the student never attended. Example: A student is re-enrolled for the next school year at the high school but was later found to be a summer transfer from the middle school. The enrollment record for the high school should be removed and a withdrawal record should be created for the middle school.

• You can no longer change the Entry/Withdrawal Code in an existing enrollment record to a different enrollment status (ie. change enrolled to withdrawn or withdrawn to enrolled). If you attempt to do this you will receive the following message alerting you to create a new enrollment record.

If an enrollment record was created using an Entry/Withdrawal Code with a code status = Enrolled and you need to change it to a code with status = Withdrawn the new procedure is to create a new withdrawal record and delete the incorrect enrollment record. Example: A student is re-enrolled for the next school year but was later found to be a summer transfer. The enrollment record enrolling the student should be removed and a withdrawal record should be created.

• The Entry/Withdrawal Date and Reporting Reason (DOE011), Enrollment Status (DOE012), and Enrollment Reason (DOE013) can still be updated as needed in existing enrollment records.