Enrollment and school history

For: directors, head teachers, academic teachers and secretaries of the school (change); everyone with access to students (read)

An enrollment connects a student with one school for one academic year. It always starts in a stream and records the year result at the end. A student has at most one enrollment per academic year. All actions are on the student record, section School history.

Enroll a student

1. Choose Enroll.
2. Choose the Academic year (planned or active), the School and the Stream.
3. Enter the First day in the stream and choose Enroll.

The year result starts as Open. If the stream is full, the app asks whether to Enroll anyway. If the school has no streams in that year yet, create them first on the school page, see Class levels and streams.

Moving to another school of the organization for the next year works the same way: enroll the student for the new year in a stream of the other school. The admission data for that school is created from the first day.

Change the stream during the year

Use Change stream when a student really moves, for example from Standard I A to Standard I C.

1. Choose Change stream on the enrollment.
2. Choose the new stream and the First day in the new stream.
3. Choose Change stream.

The current period ends the day before, and the history shows both periods. The new stream belongs to the same school and year; it may be in another class level.

Correct a mistake

Use Correct when something was entered wrongly, for example Standard I B instead of Standard I A. A correction changes the period itself, so the history shows no change of stream. Leave the end date empty for “until the end of the year”. Periods of a closed academic year cannot be corrected.

Year result

Year result sets Promoted, Repeated, Completed or back to Open. The year result can still be set after the academic year is closed, because decisions are often made later.

A student leaves

Record leaving with the Leaving date, the Reason (moved to a school outside the organization, family moved away, dropped out, deceased, other) and an optional Note. The current period ends on the leaving date, the year result becomes Left, and from the next day the student no longer appears in the stream list. If the student comes back in a later year, enroll them again; the leaving stays visible in the history.

School history

The school history shows every academic year with the school, all stream periods with their dates, the year result, a leaving reason and the photo of that year. Everyone who may read the record sees the full history, including years at other schools of the organization.

Stream lists

The list of students in a stream on a given day is on the school page, see Class levels and streams.