How to clean up overlapping course enrollment records

Monday, May 09 2011 @ 03:41 PM Central Daylight Time

Contributed by: bcbrock

Overlapping course enrollment records occur when a specific course.section has been added to a student's schedule more than once, and the date ranges between these multiple enrollment records overlap, or intersect one another.

Course enrollment records in this condition cause system instability, and it is ALWAYS wrong.

Please consider the following scenarios, and use them as a guide to determine how to fix this issue.

SCENARIO 1
Although the student currently has multiple enrollment records for the same class.section, in reality, the student has been attending this course all along. (The student did not leave this course, attend a different class during this term/period, and then return to this course.) In this case, there really is no reason to have multiple enrollment records, so they can be merged.

SCENARIO 2
There really was a break in the student's enrollment in this course.section. (The student left this course, attended a different class for a period of time, and then returned to this course.) Therefore, it is appropriate to have multiple enrollment records - the dates of entry and/or exit need only be modified so they no longer overlap one another.

 

IF SCENARIO 1...
After selecting the student, view the 'All Enrollments' page. At the bottom of this page, you will see an error message, along with a link. Click the link to invoke a special function to merge course enrollment records.

You will see the course.section in question, and then all the enrollment records. Looking at the Enter and Exit Dates, select the enrollment record that most closely reflects the student's actual enrollment into the course. Note that PowerSchool also shows the number of attendance records that are attached to each enrollment record. Click the 'Next Step' button.

If both course enrollments have attendance records attached to them for the same day, this page will display each attendance code, and allows you to choose which attendance code we should keep. You should always select the attendance code that is in bold, italicized text. Check the box to confirm that you really want to merge this group of enrollments, then click the 'Submit' button. (If you do not see attendance codes for you to choose from, you must still check the box to confirm that you really want to merge this group of enrollments, then click the 'Submit' button.)

 

IF SCENARIO 2...
After selecting the student, view the 'All Enrollments' page. Locate the multiple enrollment records for the course.section in question, and note their enter and exit dates. Click the 'Edit' link for the appropriate enrollment record(s).

Modify the enter and exit dates to reflect the student's actual attendance in the course. Remember, the goal is to ensure that the date ranges for the separate enrollment records do not overlap one another.

http://goo.gl/1WkmU

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