To:                  Secondary Counselors and Secondary Clerks

From:              MARSS Staff

RE:                 CODING EARLY GRADUATES

Date:               May 2008

If a student completes all graduation requirements early, the district is allowed to graduate the student early and collect aid through the end of the student’s senior year, even though the student is no longer attending school.

Eligible Early Graduates:

Any seniors who complete the credits necessary to graduate before the end of their 12^th  year of school are eligible.

NOT ELIGIBLE to be claimed as early graduates are students who:

1. Participated at any time in a Learning Year program, such as an ALC.  These students have already generated extra aid
2. Graduate mid year in their 13th or 14^th year of school, not including kindergarten.

PROCEDURE

1.                  On the day that student completes the graduation requirements, withdraw the student with a leave code of 99.

2.                  Re-enroll the student the next school day with an enter code of 24, and then drop the student on the last day of school using a leave code of 08.

3.                  Please e mail a list of students who are early grads to Marie Yang

Example:

A student who finished graduation requirements at the end of first semester would have the following Enrollment records:

Start/End Date                          Start Code                               Leave Code

9/4/07                                           00

1/18/08                                                                                            99

1/23/08                                         24                                                  

6/5/08                                                                                  08

Please call Marie Yang at 651-603-4963 with questions.

To:                  Regular & ALC Secondary Counselors & Secondary Clerks

From:              MARSS Staff

RE:                 Graduate/Non Graduate Students

Date:               May 2008

Please complete the following by the last day of school.  Thank You.

Regular 12^th Grade Students

On Campus, withdraw the student as of June 5, 2008 with an end status of 08.  (Do not use the date of your graduation ceremony.)

IEP 12^th Grade Students

On Campus, withdraw the students as of June 5, 2008 with an end status of 08.  (Do not use the date of your graduation ceremony.)  Do NOT include any students who will continue school in Saint Paul.  (Focus Beyond, see below)

12^th Grade students with graduation credits but needing BST’s

On Campus, withdraw the student as of June 5, 2008 with an end status of 42.  The Educational Technology Department will e-mail a file to you, of all your students, showing their BST status.

Pass BST but lack Credits

Students who pass BST’s but lack credits should have an end status of 40.  End date and end status will be done by our Educational Technology Department.

Graduation Program

A graduation program should be sent to De Weber at 2102 University before the end of the school year.  Please include a list of your non-graduates.  Questions, call De Weber at 632-3743

Focus Beyond

Clerks, please check with counselors and Special Ed staff regarding students continuing their education, fall of 08, enrolling in Focus Beyond School.  These students must have an end status of (40)

End date and end status will be done by our Educational Technology Department.

If you have any questions please call Marie Yang at 603-4963.  Thank You.

To:                  Regular & ALC Secondary Counselors & Secondary Clerks

From:              MARSS Staff

RE:                 GRADUATION SCHOOL

Date:               May 2008

The graduation school the prints on the transcript come from the last school of enrollment.  The ability to change what the transcript prints as a graduation school is now available.  A new enrollment no longer needs to be created for a student’s transcript to reflect the desired graduation school.

To accomplish this, at the end of the school year, or at the end of summer session, counselors should notify the ALC of the “graduation” school.  Then the ALC will graduate the student on the last day and use the square brackets in the “end comments” field to indicate the graduation school.

Two things are necessary to accomplish this:

1.      Graduate the student in the last enrollment record with an “end status” grade code of 08.

Modify the “end comments” field in the last enrollment record by typing the school desired on the transcript inside squire brackets, [XXX].  (XXX represents the school number)

Optional:  Additional comments are allowed, outside the square brackets.

(Call the Helpline, 603-4357 Option #2 for clarification or assistance if transcripts do not print out as desired)

To:                  Elementary and Secondary Enrollment Clerks

From:              MARSS Staff

RE:                 Retainees Grades KG-11 (Not Seniors)

                        Retain Four Year Olds as Kindergarten Students

Date:               May 2008

Any students who will NOT be promoted to the next grade will need to be marked in Campus by the last day of school.  The process is detailed below.

1.      Access Census/People in Campus

2.      Click on latest Enrollment Record for your school (07-08)

3.      General Enrollment Information

4.      End Action “Retain”  (Don Not use D-Demote or P-Promote)

5.      Save Record

If you have any questions call Marie Yang at 603-4963.