When a school finds out that a student will not attend the school as planned, there are two scenarios that are possible. The student has been enrolled in the system but has never attended class in the district. Or, the student attended class at some time (e.g. either started the year and is not returning or was in school last year but is not returning this year). Illuminate handles each of these differently.
To delete enrollment means the student shows in the system but no one is sure why the student is there and they want him/her removed.
To mark a student as a No Show means the parent enrolled the student with the intent of them going to school, but the student never showed up. The main difference is the teacher has been entering attendance. If you mark the student as No Show, this will help clean up ADA reports.
Where to Start
1. Click Students and under General, click Enrollment History.
2. Search for the student if necessary. Once found, click on the Student's Name.
Delete Enrollment
1. Click edit under Enrollment History, then select the Trash Can button.
2. Click on all of the checkboxes to proceed with deleting the enrollment.
3. Click Delete Enrollment.
Warning: Once you click Delete Enrollment, there is no way to recover the deleted enrollment. Please be sure you have selected the correct enrollment year to delete.
No Show
After following Steps 1 and 2 under 'Where to Start':
1. Click Edit Enrollment History > Eyeball button.
4.Select an Effective Date.
5. Select a No Show Exit Code.
The list of no show exit codes is established within Code Management (Admin gear > Code Management > Exit Codes). We have a unique system key set on No Show exit codes (ie. no_show_1, no_show_2, etc) so that only this list appears for a No Show. Because a System Key is required and your account may not be able to add one, please alert our Illuminate Help Desk on addition/removals/modifications to meet your specific no show exit codes requirements.
Keep in mind of the following before you proceed to Submit:
a. Illuminate will remove any schedule(s) tied to that enrollment school and academic year. Because the student is a no-show, obviously, he/she shouldn't have any schedule(s) for that school and year.
b. Because attendance is tied to schedules, any attendance tied to those schedules will be removed.
6. Once you've chosen an Exit Code and Effective Date, click Save.
Once submitted, you will end up with a No Show"category on the Enrollment History screen for the particular enrollment record that was indicated as a No Show. Additionally, upon generating a Student Enrollment file for CALPADS Illuminate will close out enrollment records in CALPADS as of the last day of the previous school year for any student that was indicated as a No Show.
Per CALPADS Data Guide: "An LEA should use this code when a student was pre-enrolled in a school but did not show up as expected. N470 essentially nullifies a pre-enrollment record. LEAs may also elect to delete the enrollment record rather than using this exit code. Either way is acceptable."
Note: You can still edit the No Show record by selecting Edit Details from the dropdown menu and Go.
Next Steps
You may be interested in the "Modify Enrollment" lesson.