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Returning or Replacing a Student to a Course they Withdrew From During the Year.

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Date4/16/2016
TitleReturning or Replacing a Student to a Course they Withdrew From During the Year.
SummaryThe following article is designed to walk the user through the best practice when returning a student to a course/section they withdrew from earlier in the year. It is important that a student should not be entered into the same course/section more than once. Whether the student is withdrawn in one and scheduled into the other, this constitutes duplicate enrollment. Duplicate enrollment creates issues within the MMS Portals.
Summary2

The following article is designed to walk the user through the best practice when returning a student to a course/section they withdrew from earlier in the year.  It is important that a student should not be entered into the same course/section more than once. Whether the student is withdrawn in one and scheduled into the other, this constitutes duplicate enrollment. Duplicate enrollment creates issues within the MMS Portals.

Prior To Implementation

Launch MMS Generations and select the school and year to edit schedules.
Please refer to and be familiar with the following Knowledgebase (KBA) article: How to Replace a Student’s Course/Section in MMS Generations. The KBA walks the user through the proper way to withdraw a student from a course/section or replace course/sections.
 

 

Resolution
  1. Log into MMS Generations, open the database and select the correct school and year.

  2. Go to Grades > Edit Student Grades or Scheduling > Edit Student Schedules. The former is preferred if you also use withdrawal grades or if your school doesn’t have the scheduling module.

  1. Select the Schedule tab as shown below.

User-added image

  1. In the scenario above, course/section 115-01 (AP Lit…), a course/section that is linked, was used to replace course/section 102-01 (English) during the school year.

  2. As shown in the next image we can select the Entry/Exit Dates tab to view this change.

User-added image

  1. The student withdrew from 102-01 on 01/12/2016, to be replaced by 115-01 on 01/13/2016. Dates had to be edited to be correct and not overlap.

  1. To reverse the process, the student needs to be withdrawn from 115-01 and put back into 102-01.

  1. The Exit Date (shown in Step 5) for 102-01 needs to be deleted.

User-added image

  1. Return to the Schedule tab. The student needs to be withdrawn from 115-01.

  2. Select the course/section 115-01. Select the Delete (Red X) from the toolbar.

User-added image

  1. Select the course/section 115-01. Select the Delete (Red X) from the toolbar.

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  1. Select Save Date.

  • A class attendance message may appear. Select No for the following.

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  1. Select the Entry/Exit tab. Edit dates for course student was withdrawn from.

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  1. Go to Admin > Data Integrity. Select only Validate Grade and Withdrawal Flags and Process. Correct school and year (outlined in orange) must be correct. Exit.

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  1. Reopen Database. Go to Grades > Edit Student Grades > Schedule tab, find the student.

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  1. The student has been withdrawn from 115-01 as indicated by the WG to the right in purple, and restored to 102-01 as indicated by the G or absence of a W.
Additional Information

Important Note for PA PIMS schools: Technically in PA, a school reporting to PIMS should add the course/section (102-01) back in, creating a duplicate record; not all the PA schools reporting to PIMS do this. It’s up to the school’s discretion as to what procedure they use. If they do want to duplicate, skip Steps 6 and 12. Replace by following Steps 7 – 11, except use the ADD (Yellow Plus on Toolbar) instead of delete. A message will alert the user to the fact that the course already exists, select Add. Edit Entry/Exit dates as necessary.
 
Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.

Applies to VersionsMMS Generations: All Versions.
Key WordsScheduling, Restore schedule, Replace course, Replace section, Return to original course/section, Schedule Editor, Student returns to section, PA PIMS, Drop, Remove, Alter, Change, Reschedule, Transfer.

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