Quick Instructions for Using the Re-enrollment Tool (Grades)

This article and video will provide quick, easy steps on how to conduct re-enrollment for grades 1-11 using the Re-enrollment Tool. This article is designed for quick instruction; use the following article for more detailed instruction on Using the Re-Enrollment Tool. To learn more about rolling over your academic year click here.

NOTE: Bear in mind this is based on common usage of this tool for grades 1-11 but if you have any questions please contact support@bigsis.com

The following video will walk you through how to use the Re-enrollment Tool and use the Change Program Tool. This recording does not include creating contracts though, the only difference will be to select the option to create contracts and decide how many signatures you require.

1. When using the Academic Year Wizard, click Step 3: Process Re-Enrollments OR go to Admissions/Leads > Re-enrollment Tool. 
   PRO TIP! Both of the above options take you to the same tool!
   
   
   
2. In the Current Enrollments field, select the term the students are currently enrolled in (e.g. the term the students are or were already enrolled in).
   PRO TIP! Remember if your school uses different terms for middle school or high school you may need to change the term in this field (e.g., fall term, 1st term, etc.) 
   
   
3. In the New Term to Enroll Students In field, use the drop-down menu to select the new term you want students to be enrolled in. After you select which term you would like to use, the programs eligible to re-enroll from the current to the new term will update at the bottom of the screen under the Programs heading.
   
   
4. (OPTIONAL) If using re-enrollment leads complete these two steps. If you are not using re-enrollment leads skip to step 5.
   
   
   • Check the box titled Create contracts for these re-enrollment leads immediately. This will ensure that you create contracts for all students you are conducting re-enrollment for.
     
     
     • Now, choose if you want to Require signatures from all guardians on contracts?.
       
       
     • Choose Yes (all guardians must sign) or No (only one guardian is needed) depending on your school's needs.
       
       
   • (Optional) Check the box titled Enroll these re-enrollment leads in the upcoming term immediately.
     IMPORTANT: This is optional but recommended for many schools. If you check this option you will create an enrollment record for all of these students immediately. If you do not use this option you will need to re-enroll these students later either manually through the re-enrollment leads table or by completing this re-enrollment step again later. 
     
     
5. Select the program action for re-enrollments. Use the drop-down menu to choose between Promote students to next program/grade, Keep students in the same program/grade, and Demote students to previous program/grade.
   
   
6. Set the new enrollment date for the new term. Use the calendar icon to select a date or enter it into the enrollment date field.
   
   
7. Select the programs that you want to re-enroll. Each program listed will tell you the number of students in each program, the number of qualifying students, the program they will be enrolled in, and the students who did not qualify for re-enrollment.
   
   
8. Click the Process Re-enrollments button at the bottom of the page.
   
   
9. Once the re-enrollment tool is finished (don't worry if it takes a few minutes!) you will receive a confirmation message at the top of the screen in green that will provide details to confirm what the system has completed. 
   
   
10. You are done with re-enrolling grades! If your school has special steps for re-enrolling Early Childhood students (nursery, pre-school/pre-kindergarten, or kindergarten) use this article on Quick Instructions for Using the Re-enrollment Tool (Early Childhood).

If you are ready to generate courses continue to Using the Generate Courses Tool.