Exclude non-returning students from scheduling

Mary Cummings

I'm new to BB this year and trying to figure out procedures for the first time. We have completed our enrollment contracts. How do I exclude students not returning from the scheduling for the next school year?

Kathy Hannon

@Mary Cummings - we remove their enrollment year in Core - we do not enter an end date until mid-june after report cards come out. Then we withdraw and put an end date in.

Nancy Kierstead

@Kathy Hannon
We also remove the future enrollment rows for students not returning. They are not withdrawn until July 1, but they do not have an enrollment row for next year, so that removes them from scheduling. It also filters them out when I load up my annual school forms that go out in May for the fall.

Brian LeBlanc

@Mary Cummings We do the same as Kathy and Nancy. (I will demonstrate this for you on our call!) Removing the subsequent enrollment year will solve a lot of problems, and it doesn't really impact the database at all, because it would be removed at the time of withdrawal anyway.

Shannon Krise

@Brian LeBlanc I'm struggling with a similar issue, and decided that I would have to remove the future enrollments in core for not returning students as everyone has described doing here. Have any of you found an easier way to do this than to edit each student's enrollments individually, and delete each of the upcoming years one at a time? There's not that many departing students, so it's probably not all that time consuming, but it seems like there should be a way to do this in bulk.

Brian LeBlanc

@Shannon Krise You only have to remove the immediate next year's enrollment. All of the others will be removed when the student withdraws, so no need to worry about those. You do have to do them one at a time, but only removing that one year should save you a little bit of effort.

Shannon Krise

@Brian LeBlanc That's a good point, thanks! In the future, I can just delete the upcoming year's enrollment each time I mark a student not returning.

Morgan Kunze

@Kathy Hannon @Nancy Kierstead @Brian LeBlanc I am both glad and sad that this is how you do this! We do the same… and I can't help feeling like there's got to be a better way. I wonder if we could suggest in the Ideas portal that BB implement a tool to do this in bulk? Seems so unwieldy to have to do it manually each year.

Nancy Kierstead

@Morgan Kunze That would be super helpful to have a way to do it in bulk. I would also love to see it tied to the “Not Returning” indicator on the enrollment contract!

Lauren Marcus Eisenberg

@Mary Cummings I echo what folks said about removing future enrollment years - including the coming one.

In terms of adding an end date, we do what @Kathy Hannon wrote: I add the end date after report cards. I marked the term to end on 6/29 and will mark those not returning as leaving on 6/30. One year, I naively added the date a head of time. What a headache that was all around when pulling all variety of lists and sending Pushpages to various distribution lists.

Paul Stevens

@Kathy Hannon
How exactly do you do that? I cannot seem to find a place in Core to add or remove enrollment years for students.

Troy Burki

@Paul Stevens
You can modify enrollment years under Core → Access → click the pencil next to Student → edit school enrollment