Determining the correct procedure for student enrollment can be challenging due to various circumstances. This helpful guide covers common situations for students joining or leaving your school, enabling you to manage enrollment confidently and ensure accurate student information for school funding. By following the appropriate process, you can maintain precise student enrollment records.
For students entering your school...
I have a student entering my district for the first time. How do I create a new student record? The “New Student Wizard” guides you through the steps of entering a new student who has never attended your district, accurately entering them into the system.
How do I handle a student that has completed the 12th grade but requires additional credits to complete graduation? Use the “New Student Wizard” to enter a student who is a returning (5th year) senior. The “Returning Student” option allows you to re-enroll students who previously graduated from 12th grade but are returning to complete their education.
How do I enroll a student who attended my district in a prior year and is now returning to start this school year? Schools in Nebraska and Iowa use the “Add Student” feature to re-enroll a student who left the district before the end of the prior school year and is returning for day one of the new school year. Schools in Minnesota and Wisconsin can reactivate a student who left the district and is returning for day one of the new school year using the "View Student Data" page.
Helpful Tip: Use the "Add Student" feature in jmc Office to re-enroll students who left your district in a prior year and are returning after day one of the current school year.
Help! I accidentally deleted a student! How do I get them back? The “New Student Wizard” can also be used to re-enter a student who attended your school in the prior year but was accidentally deleted from your jmc database. This allows you to restore the student's information without duplicating their profile.
I have a student that has already attended my school during the current school year, has left for a period of time, and is now returning. How should I handle this situation? Use the “Re-enter Student” feature to re-enroll a student who attended at least one day in the current year, left, and is now returning to your school in the same school year.
How do I remove a student from my jmc database who was entered by mistake or who was used for demonstration purposes? To remove a student who was never enrolled in your school, use the “Delete a Student” feature to erase the student’s data completely from your jmc site.
Fun Fact: Deleting a student should only be done in cases where the student's records are not supposed to exist, as it permanently removes all associated data.
For students leaving your school...
How do I handle students who have attended my school during the school year and are now leaving? To withdraw a student who has attended for at least one day in the current academic year, use the "Drop Student" feature in jmc Office.
Fun Fact: Dropping a student maintains essential demographic and enrollment records crucial for state reporting and internal record keeping, while removing the student from active status.What do I do if a student has completed the previous school year but has left my school over the summer? Use the “Drop Student” feature in Iowa and Nebraska to remove a student who has left your school over the summer and is not returning for the upcoming year.
Helpful Tip: Select day zero to indicate that the student dropped prior to the start of the school year.
For a student leaving over the summer in Minnesota or Wisconsin, deactivate the student record on the "View Student Data" page.
Helpful Tip: Remove checkmarks from the “Active,” “Attendance,” and “MARSS” or “State Report” checkboxes to successfully withdraw the student from the upcoming school year.
How do I properly remove seniors who are graduating from my jmc site? Add a graduation date for all seniors on the "General" tab of the "View Student Data" page to specify the exit date for students who have completed their education.
Helpful Tip: Use the “Mass Change Fields” feature in jmc Office to quickly assign graduation dates for all seniors.
Wisconsin and Nebraska schools should complete the items pertaining to graduating students as part of the WISEData and ADVISER year-end state reporting processes.
Schools in Minnesota should update the graduating senior’s MARSS records on the "View Student Data" page to show the appropriate end code for a student graduating from the district.
Schools in Iowa should go to Iowa > SRI > Assign Seniors a Diploma Category to update the "Diploma" data element for all seniors set to graduate.