Graduating Students: A Step into the Next Chapter [Customer Support]

May 14, 2015 Carlin Cole

I can hear “Pomp and Circumstance” already!  It’s getting close to that time of year when our graduating students will don their commencement attire and celebrate years of hard work as they acquire their diplomas.  Undoubtedly, graduation will be filled with tears of joy and a hopeful anticipation of what lies ahead in the next chapter of each student’s life.

As we see off this year’s graduating class, it is important that we accurately update their records.  In the “on” products, Platform Managers can graduate students as part of the annual procedures. This process moves graduating students into the Alumni role which will also automatically move their parents into the Parent of Alumni role.  Below are detailed steps on how this can be accomplished through Core.

Note: If you are integrated with Senior Systems, Veracross or PCR, you must complete these database processes before completing the following, otherwise your data will not be accurate and extensive data clean-up will be required.

To graduate a class and assign the Alumni role:

  1. From the persona menu, select Core.
  2. Click Profile under Users/Access.
  3. Click Manage Student Enrollment.
  4. Select the appropriate School Year from the drop down list.
  5. Click the Graduate link for the class you wish to graduate.
    Graduating_1
  6. Click OK to confirm that you want to graduate the class.
  7. Step 1: Include Past Students and Create Personal Record
    1. Select Include Past Students if you want to graduate previously withdrawn students and move them to the Alumni role with the rest of their class.
    2. Select Create a personal home phone and address if you want to un-share student and parent phone numbers and addresses. This process un-links the information (so the student phone and address information can be updated independently of the parent information).
  1. Click Next.
  2. Step 2: Choose Students
    1. Select one of the following for each student, or click Check All if the selection pertains to all of the listed students:
      • Graduate: Select this option if the student is graduating and moving to the Alumni role.
      • Repeat: Select this option if the student is repeating the grade.
      • Withdraw: Select this option if the student is withdrawing.
      • No Change: Select this option if the student’s status should not change.
        If no students are listed in Step 2, make sure Class has Graduated is not checked.
        Past Students: An asterisk next to a student’s name indicates the student is not currently enrolled but is still associated with their original graduation class via the Alumni Affiliation task in the profile. When you graduate these students, they will become members of the Alumni role.
        Graduating_2
  1. Click Next.
  2. Step 3: Students to Graduate
    1. Enter a graduation date for the students.
    2. Select Immediately to graduate the students upon saving. Or select Effective (and enter a date and time) to graduate the students in the future.
    3. If applicable, update the Host ID.
      Use the Default row to apply the information to all students.
      Graduating_3
  1. Click Next.
  2. Step 4: Students to Repeat
    1. Verify the student(s) you selected to repeat the grade.
  1. Click Next.
  2. Step 5: Students to Withdraw
    1. Enter a depart date for the students.
    2. Select Immediately to withdraw the students upon saving. Or select Effective (and enter a date and time) to withdraw the students in the future.
    3. From the Role dropdown, select if the students should be moved to the Past Student role or to the Alumni role.
    4. Select Remove Access if the students should no longer be able to log in.
    5. Select Graduate with Class if the students are graduating with the class.
      Use the Default row to apply the information to all students.
      Graduating_4
  1. Click Next.
  2. Step 6Review
    1. Verify the information from Steps 1-5.
  1. Click Save & Exit.

Congratulations to the class of 2015!

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