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Pre-registering students during the summer
What date does your registrar use when pre-registering new students for the fall? Our registrar wants to use an enrollment date as the day she adds the students to PowerSchool. (Usually the current day.) She says she has always done this. But during the past couple of weeks, the student has changed to Transferred Out status when she tries to pre-register them. I am trying to encourage her to use the first day of the fall term but she says she can't manage them as she usually does. As a private school, the president and principal always want to know an exact enrollment number at any time. We are using an "Admissions" school this year. I haven't run EOY yet but we have committed the new schedule. What date do you use for enrollment date? TIA.

Jane Campbell
Marian High School
Omaha
Tags: enrollment
Comments
5 Responses to "Pre-registering students during the summer"

   
Jane,

As you know we are also a private school system. We just have always used the first day of school as the pre-enrollment date.  We like to try to keep it simple and that has worked for us.

It makes things a bit difficult in between school years because you have to remember to do "/" to include pre-registered students in your enrollment counts.  

   
Assuming you have completed the Run Year End Process, I'd suggest using the first day of school for 2018-2019 as the enrollment/entry date.  That will keep everything consistent relative to entry/exit dates come the end of 2018-2019 and help avoid school and section enrollment errors from coming up down the road.

As you note, that does give you some odd status issues (frequently they show up as Pre-Registered even if the Run Year End Process has been completed).  You can fix that for affected kids via the /tech/usm option and changing the Enroll_Status field value to 0.  After submitting the new value, the student will show up on the "live" side and be included in current enrollment numbers.

   
I just completed EOY process and our incoming freshmen are now active (no longer pre-register status). Could our registrar enroll new students without using the pre-register option? Choose an Entry Code of OE (Original Entry) rather than Pre-Register with an entry date of first of school? We just want all the new students to show as active for reports. TIA.

   
If you use your first day of school as your entry date (and you should to avoid issues down the road with entry dates not associated with school years and school days), new enrollees will still show up as Pre-Registered until the first day of school rolls around regardless of what Entry Code is selected.

As noted in my 6/22 comment, I get around that by accessing Direct Database Access via the admin/tech/usm page and editing the affected student's Enroll_Status field value.  A value of "0" is what is needed for kids to show up on the live side.

That is a little bit of a hassle but manageable given that you probably won't have all that many new enrollees prior to your first day of school.

   
I was trying to get around having to manually change those enroll_status fields. :-P We'll just pre-register as usual and change the code. Thanks, Ray. :-)
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