Transferring a Student Post EOY Process

This guide is to help transfer students who have completed the previous year of school and transferred out during the summer, but weren't transferred out in PowerSchool before the End of the Year process (on last day of June).  There are two scenarios:

1.) A student has been promoted or retained within their current school

2.) A student has been promoted to a new school eg. 4th to 5th grade or 8th to 9th grade

3.) A student that is new to the KIPP network, registers with KIPP but doesn't not show up in school (No Show)

 

Please click here to see corresponding video.

 

Scenario 1: Transfer Student who has been promoted within their current school

1. Search and select student using student number or last name
2. Navigate to Transfer Info on the menu on the left side under Enrollment to check current enrollment - student should have the Entry Comment “Promoted Same School”
3. To transfer student, navigate to Functions -> Transfer Out of School (Normal transfer process)
1. Add Transfer Comment
2. Select Date of Transfer - Use current date, this will be change in a later step
3. Select an Exit Code, KIPP NJ Exit Code and a KIPP Exit Code
4. Click Submit
4. Navigate again to Transfer Info page and you will notice the student’s current enrollment has been changed to “Transferred Out”
5. Change current enrollment to the previous year’s enrollment - Please be careful with the following steps
1. Select the previous year’s record under Previous Enrollments by clicking the code eg. R1
2. Take a screenshot of all of the information from the previous enrollment
3. Navigate back to the Transfer Info page and select the current enrollment, under Current Enrollment by clicking the code (eg. R1) 
4. Use the screenshot to replace the following information in the current enrollment with information from the previous enrollment
1. Entry Date - Change to first day student entered school last year
2. Entry Code - Change if it does not match previous enrollment
3. Entry Comment - Change if it does not match previous enrollment
4. Exit Date - Change to last day of previous year (6/30/2021)
5. Exit Code, KIPP NJ Exit Code, KIPP Exit Code, Exit Comment - These should all already be accurate, do not change
6. Full Time Equivalency - Make sure Full Time Students is selected
7. Grade Level - Change to previous year’s grade level
8. Nothing else on this page needs to be changed
9. Click Submit
6. On Transfer Info page you should now see two records from the previous year, delete the record from the previous year under Previous Enrollments - Please be careful as this is a permanent process
1. Click into the previous year’s record under Previous Enrollments by clicking on the Code (eg. R1)
2. Scroll to the bottom and click “Delete” then “Confirm Delete”

Scenario 2: Transfer Student has been promoted to new school eg. 4th to 5th grade or 8th to 9th grade

1. Search and select student using student number or last name
2. Navigate to Transfer Info on the menu on the left side under Enrollment to check current enrollment - student should have the Entry Comment “Promoted Next School”
3. To transfer student, navigate to Functions -> Transfer Out of School (Normal transfer process)
1. Add Transfer Comment
2. Select Date of Transfer - Use current date, this will be change in a later step
3. Select an Exit Code, KIPP NJ Exit Code and a KIPP Exit Code
4. Click Submit
4. Navigate to Functions -> Transfer to Another School
1. Transfer student back to school from previous year
5. At the top right corner, switch back to the student's school from previous year
6. Navigate again to Transfer Info page and you will notice the student’s current enrollment has been changed to “Transferred Out” and in the Current Enrollment the School should be the one from the previous year
7. Change current enrollment to the previous year’s enrollment - Please be careful with the following steps
1. Select the previous year’s record under Previous Enrollments by clicking the code eg. R1
2. Take a screenshot of all of the information from the previous enrollment
3. Navigate back to the Transfer Info page and select the current enrollment by clicking the code (eg. R1) 
4. Use the screenshot to replace the following information in the current enrollment with information from the previous enrollment
1. Entry Date - Change to first day student entered school last year
2. Entry Code - Change if it does not match previous enrollment
3. Entry Comment - Change if it does not match previous enrollment
4. Exit Date - Change to last day of previous year (6/30/2021)
5. Exit Code, KIPP NJ Exit Code, KIPP Exit Code, Exit Comment - These should all already be accurate, do not change
6. Full Time Equivalency - Make sure Full Time Students is selected
7. Grade Level - Change to previous year’s grade level
8. Nothing else on this page needs to be changed
9. Click Submit
8. On Transfer Info page you should now see two records from the previous year, delete the record from the previous year under Previous Enrollments - Please be careful as this is a permanent process
1. Click into the previous year’s record under Previous Enrollments by clicking on the Code (eg. R1)
2. Scroll to the bottom and click “Delete” then “Confirm Delete”

Scenario 3: A student that is new to the KIPP network, registers with KIPP but doesn't not show up in school (No Show)

1. Search and select the student on the PowerSchool homepage
2. Navigate to Functions on the left menu
3. Click Transfer Out of School
4. Transfer student out of school with a 7/1 exit date. The exit comment can be "No Show"
5. Go to the Transfer Info page and confirm both entry and exit dates are 7/1