SchoolFront Support

 

Promote Student Grade Level

Promote Student to Next Grade Level (and School if Applicable)

At the conclusion of the school year, students typically move to the next grade level. In schools were grade levels are grouped into schools (e.g. pre-school, elementary school, middle school, and secondary school), this may include promotion to a new grade level and school. 

The SchoolFront system uses a set of "rules" to review the student's current grade level and school and make a recommendation to administrators about where each student belongs in the next school year.

Administrators can either confirm and save the system recommended promotion or override it with an alternative assignment of grade level, school, and enrollment status. 

Important: DO NOT begin the promotion process until a new school year has been added to the system. If there is no new year into which to promote students, the system may recommend that they be "graduated." If you need a new school year added to the system, contact the Support Team for help. 

Step-by-Step Instructions

 
How to Promote Students to New Grade Level and/or School

Note: Includes instructions for progressing, non-progressing, graduating, transferring, and expelled students. 

  1. Login to SchoolFront as an administrator.

  2. Place your cursor on Students in the green vertical navigation menu on the left. A sub-menu will open.

  3. Select Promote to Next School Year. 

  4. Look at the school year displayed in the green area on the left of your screen. It should be the school year from which you are promoting students (i.e. the student previous/current school year). Make sure that it IS NOT the new school year. If does not display the correct school year, click the Change Role link to change the school year to the school year from which you want to promote students.

  5. You will see a table of 50 students at a time from the school. Only students in the "enrolled" status are included in the promotion table. The system makes a recommendation about promotion based on the grade level and school each student currently has associated with them in the system. 

  6. Review each student to ensure that the system recommended promotion is correct. 

  7. If you want to override the system recommendation, follow one of the following sets of instructions based on your reason for overriding:

    • The student has transferred to another school.

      1. In the Destination School column, ensure that the school displayed is the school from which the student transferred (i.e. the last school the student attended in your school/district).

      2. In the Destination Grade Level column, ensure that the grade level displayed is the grade level the student was in when they transferred (i.e. not the grade level into which they are transferring).

      3. In the Destination School Year column choose the last school year the student attended before transferring out of the school. 

      4. In the Destination Status column select "Transferred." 

      5. In the Exit Comments field enter notes about where the student is transferring and why he/she is transferring (optional). 

    • The student was expelled from the school.

      1. In the Destination School column, ensure that the school displayed is the school from which the student transferred (i.e. the last school the student attended in your school/district).

      2. In the Destination Grade Level column, ensure that the grade level displayed is the grade level the student was in when they were expelled (i.e. not a new grade level).

      3. In the Destination School Year column choose the last school year the student attended before being expelled. 

      4. In the Destination Status column select "Expelled." 

      5. In the Exit Comments field enter notes about the reason for the student's expulsion (optional). 

    • The student will not change grade levels.

      1. In the Destination School column, enter the correct school (i.e. the school in which the student will remain).

      2. In the Destination Grade Level column, enter the correct grade level (i.e. the grade level in which the student will remain).

      3. In the Destination Status column it should say "Enrolled."

      4. Leave the Exit Comments field blank. 

    • The student has graduated. 

      1. In the Destination School column, ensure that the school displayed is the school from which the student graduated (i.e. the last school the student attended in your school/district).

      2. In the Destination Grade Level column, ensure that the grade level displayed is the grade level the student was in when they graduated (i.e. not a new grade level).

      3. In the Destination School Year column choose the last school year the student attended before graduating. 

      4. In the Destination Status column select "Graduated." 

      5. In the Exit Comments field enter notes about the student's graduation--e.g. where will the student attend college? (optional). 

    • The student should move to a different grade level or school.

      1. In the Destination School column, enter the correct school (i.e. the school in which the student should actually attend).

      2. In the Destination Grade Level column, enter the correct grade level (i.e. the grade level in which the student should actually attend).

      3. In the Destination School Year column choose the next/upcoming school year. 

      4. In the Destination Status column it should say "Enrolled."

      5. Leave the Exit Comments field blank. 

  8. Once you have ensured that all of the student promotion information is correct, click the Save button at the bottom of the screen. 

  9. The next 50 students will appear with the system-recommended promotion displayed. 

  10. Repeat for all students in the school. 

  11. A log of all of the grade levels and schools the student has attended can be viewed in the student record in the system on the Student Schools tab.

Note: If you save the promotion information for 50 students and then leave the promotion area, the promotion of the students that you saved will be saved in the system and the remaining students will be available for promotion when you return to the promotion area. If you do not click the Save button, no promotion information will be saved for any students. 

System Skips/Ignores Students w/ Promotion Issues

The system will skip students if it detects issues with the settings you've entered for the student in order to prevent you from creating errors in the system. There is no adverse impact to you if the system skips the student. You will just see the student in the promotion list again--the other students with valid promotional criteria will be moved and you'll be able to re-do the student that was skipped.

Here are several situations that will cause the system to skip a student:

  • The student is "enrolled," the school year is the current school year instead of the new school year, and the grade level is changed (this would cause the student to be enrolled 2 times in two different grade levels in the current school year and is not a valid promotion). 

  • No grade level has been selected (it is blank).

  • No changes have been made to the student (no school change, no grade level change, no year change, no status change).

If you enter student promotional criteria that does not cause the system to skip, but that you later determine is wrong or needs to be changed for some reason, you can go into the system and manually correct the promotion yourself:

How to Correct Promotion Errors/Mistakes

A record of student school/year attendance and promotions will be saved into each student's personal record in the system on the Student Schools tab. If you make any mistakes in the promotion process, the mistakes can be corrected on the Student Schools tab. 

  1. Login to SchoolFront as an administrator.

  2. Go to the Students section.

  3. Click the student's name to open his/her record.

  4. Click the Student Schools tab. 

  5. Delete the entry that is incorrect. 

  6. Go back to the promotion screen and repeat the process as before to properly promote the student.