Disappearing Act: A Student Record Mystery

Why are the Advisor and Homeroom teacher fields grayed out on my student's record? And, where did the information go?

No worries, David Copperfield has not been messing with your database.  Let me explain.  When today's date does not fall within an Academic Year's start and end dates OR the student was not given a Student Progression Entry created for the current academic year, the Homeroom, Homeroom Teacher and Advisor fields are grayed out on the Bio 1 tab of a student record.  On this tab, the Advisor, Homeroom teacher, and Homeroom fields are enabled if the student has a current Student Progression Entry.

This means that if a student is new, they will not have Student Progression Entry info on the Bio 1 tab until the first day of the academic year in which they are enrolled.  Similarly, in Blackbaud Student Information System, the Year and Advisor fields are grayed out on the Bio 1 tab of a student record.

If a new student does not yet have a progression entry, we can add one on the student record:

1. 
   
2. With the student record open, select Student, Student Progression from the menu bar.
   
3. On the Student Progression screen, select entries for the School, Academic Year, and Grade Level, they are required. You can select entries for Advisor, Homeroom Teacher, and Homeroom.
   
4. Click OK to save the information and close the Student Progression screen.
   

If you are using The Education Edge, set up a Business Rule to adjust the view if Today's Date is not within the Academic Year:

1. 
   
2.  In Configuration, click Business Rules and highlight Students.
   
3. For the section "When Displaying and Updating Advisor, Homeroom Teacher, and Homeroom, and the Current Date is not Within an Academic Year", select the option to use the Next Year's Student Progression Entry.
   

Presto! The information will show now on the Bio 1 tab.