Status/Substatus Calculation - Student

Since students may have different statuses and substatuses per school division and school year, the student's current statuses and substatuses are automatically calculated based on the current set of actions, division, and year.

The current year and the next year statuses for a division are based on the School Year in the School Info.

The Anticipated Close Date is configured for the whole school through Application Setup and is typically set to July of the next year.

Current year status/substatus is calculated from the most recent action occurring on or before today with an action academic year on or before the School Year. An action scheduled for the current year for a future date does not affect the status/substatus of the student until the date occurs. Example: If an action of “Enrolled” (with a status modifier of “Enrolled”) is applied to a student for the current year dated on or before today and it is the most recent status/substatus modifying action on a student's record, it updates the current year status/substatus.

Next year status/substatus is also calculated from the most recent action occurring on or before the Anticipated Close Date of the school year with an action academic year on or before the next School Year. If there are any actions in the future relative to the Anticipated Close Date, they do not affect the next year status until that date occurs. Note: If today's date is after the Anticipated Close Date, then today's date is used.

If an action that modifies the current year status/substatus of a student is deleted from a student record, the status/substatus is updated based on the most recent available status/substatus modifying action in the current or prior years. Example: A student has an action of “Enrolled” dated on 7/1/2014 and an action of “Withdrew” dated on 7/12/2016. If the action of “Withdrew” is deleted from the record, the status is updated to “Enrolled” because that is the next most recent action available on the student record. However, if there are no other actions available, then the status/substatus is cleared out. In the same example, if both actions are deleted, the status/substatus is cleared out until a new action that modifies status/substatus is added to the record.

Note: If an Action's status or substatus is modified or if an Action is associated or disassociated with a School Division, it may take up to 24 hours for student statuses to recalculate.

Note: For these examples, assume the current school year is 2015/2016 and today's date is July 15, 2016.

Note: Whenever an action named Enrolled or Withdrew is applied to a student, the system automatically recalculates Enrolled and Withdrew dates shown on transcripts. The most recent date is used if multiple actions appear on a student record.

Example:

Action	Year	Date	Status Modified	Substatus Modifier
Enrolled	2015/2016	9/1/2015	Enrolled	Newly Enrolled
Not Returning	2015/2016	3/1/2016		Not Returning
Withdrew	2016/2017	7/1/2016	Withdrawn

Until the school year is closed, this student has a status of “Enrolled” with a substatus of “Not Returning.” Since there is an action for 2016/2017, his status is Withdrawn for 2016/2017. After the year is closed, the student has a status of Withdrawn. Note: This situation could occur through the (Re) Enrollment Contract when a parent chooses “I/We do NOT wish to enroll.”

Example:

Action	Year	Date	Status Modified	Substatus Modifier
Enrolled	2015/2016	7/1/2015	Enrolled	Active

As of July 15, 2016, the student has a status of “Enrolled” and a substatus of “Active.” The student has the same status for the next academic year 2016/2017. After the school year is closed, the student has the same current year status of “Enrolled” and “Active.”

Example:

Action	Year	Date	Status Modified	Substatus Modifier
Pre-Enrolled	2015/2016	9/1/2015	Pre--Enrolled
Enrolled	2016/2017	9/1/2016	Enrolled	Newly Enrolled

As of July 15, 2016 (prior to closing the school year), this student has a status of “Pre-Enrolled” for both the current year and the next year. After the school year is closed, the student's status remains “Pre-Enrolled” in the current year until 9/1/2016 when it changes to Enrolled and Newly Enrolled. Note: This is a possible Enrollment Profile action setup for the (Re) Enrollment Contract.

Example:

Action	Year	Date	Status Modified	Division
Enrolled	2004/2005	7/1/2004	Enrolled	Academic
Enrolled - Summer	2015/2016	7/1/2016	Enrolled	Summer
Graduated	2015/2016	7/1/2016	Graduated	Academic

The student has graduated from the academic division but is still attending summer school. Since “Enrolled – Summer” action is only applicable to the Summer School division and “Graduated” action is only applicable to the academic divisions, the student has a different set of status/substatus in each division.

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