Delayed graduates

Jean Oliwa
Jean Oliwa
Ninth Anniversary Kudos 1 Name Dropper Participant
in Blackbaud K–12 Education Solutions™ General Discussions

I am looking for some suggestions for how your school handles students who do not graduate at same time as their class due to Academic issues. I have a former student who could not receive a diploma because he had an F in a required class. He was Class of 2021. Today 12/7/22 I received a transcript for a remediation of the class. He can now receive his diploma. I need the transcript to reflect today's date but I want him to stay associated with his 2021 class for alumni purposes. I also do not want him showing up in lists etc for the class of 2022. Anyone know where/how I can make this happen with out totally mixing things up?

Comments

  • Sheila Gustafson
    Sheila Gustafson
    Sixth Anniversary Kudos 1 Participant Facilitator 1

    @Jean Oliwa

    Good morning - there are a few things we do when we have a delayed Grad.

    First - we put a Transcript Hold on their record. If someone (counselor or principal) Wanted to pull their transcript it would not “generate”.

    Second - We “graduate with class” but then we edit their record in CORE. We “uncheck" Student - and we uncheck Graduate and take off the Grad Date. This gives them the Alumni Status - However, when I pull a transcript (because I have the rights that supersede the hold) It show “Expected Graduation Date: May ______"

    I hope this is helpful

    Sheila

  • Sheila Gustafson
    Sheila Gustafson
    Sixth Anniversary Kudos 1 Participant Facilitator 1

    @Jean Oliwa

    Sorry - I should have read your question in full. - Upon fulfilling the grad requirements. We end the transcript hold - We check “student” in CORE under access & add a grad date and check graduated.

  • Kerre Conerly
    Kerre Conerly
    Fourth Anniversary Kudos 1 Name Dropper Facilitator 1

    @Sheila Gustafson

    I was following this and found it very helpful. However, my first year experience with BB I found that the graduation date was automatically generated. How do you create the Expected Graduation Date and the actual graduate dates on the delayed transcripts as you need those?

  • Brian Gray
    Brian Gray Community All-Star
    Eighth Anniversary Kudos 5 First Reply bbcon 2025 Attendee Badge

    @Jean Oliwa - we take a different route than @Sheila Gustafson does, but we end up in the same place.

    When we mark students as graduated (Core > Users > Manage student enrollments) we exclude the students who did not complete requirements to get the diploma. That leaves them with the Student role. When the diploma is issued, we return to that screen and mark them as graduated with the appropriate date. None of that changes the “Class of” for the student.

    We have not put such students on transcript hold in the past, but I will suggest that we do.

    I created an admin viewable field on the student's record to identify several special enrollment statuses (my fake students used in testing, students who are off campus for the year due to School Year Abroad, and Academic Incomplete). Several of my programs that read data through the API check that field to keep such students off of lists for the upcoming academic year.

    I believe that the “expected graduation” date (which is month and year only in our system) is determined based on the end date for the academic year. Our academic year runs July 1 - June 30, so the expected date appears as June 2023.

  • Sheila Gustafson
    Sheila Gustafson
    Sixth Anniversary Kudos 1 Participant Facilitator 1

    @Kerre Conerly
    By graduating them with their class in Core>Users>Manage enrollment… then going to the students record in Core> Access> Edit student enrollment - take off the Graduation Date - Uncheck graduated. The student will then “look” as a delayed Grad. On the transcript it states, “expected graduation date”. Upon Graduation / completing academic requirements - you can check the graduated box and add a date of graduation. Then the transcript will show “graduation date _____”

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