Quick Instructions for Using the Re-enrollment Tool (Early Childhood)

This article will provide quick, easy steps about how to conduct re-enrollment for early childhood 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.

Special NOTE about early childhood: at many schools, it is common for some early childhood students to stay in the same program while others promote up to the next program. Due to this, most schools will promote students into the same program they were previously in. For example, Nursery promotes into Nursery, Pre-Kindergarten promotes into Pre-Kindergarten, and Kindergarten promotes into Kindergarten. This allows the school to later change the program for students that are promoting up to the next program while leaving students that are not promoting up to the next program in the same program they were previously in. 

If this is the case for your school we recommend that you do NOT create contracts for early childhood students while using the re-enrollment tool. Because some of your students will be promoting up to the next program you will not want to create contracts until a later step. For now, focus on using this re-enrollment tool as seen below and you will create the contracts for these students later.

Bear in mind this is based on common usage of this tool for early childhood 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.

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).
   
   
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.
   
   
   • DO NOT check the box titled Create contracts for these re-enrollment leads immediately. This is a very important part of re-enrollment for early childhood IF your students are not all getting promoted up in grade level. After you conduct re-enrollment for these students you will use the re-enrollment leads table to change programs appropriately for students and create their contracts at that time. Make sure to complete all of the steps of these instructions before continuing but skip to step #11 for instructions on how to change programs from the re-enrollment leads table.
     NOTE: the required signatures option will be removed when you deselect this option.
     
     
   • (Optional) Check the box titled Enroll these re-enrollment leads in the upcoming term immediately.
     IMPORTANT: This is optional but still 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. 
     Although you may need to change the program for some of your early childhood students you can do that later by using the Change Program Tool.
     
     
5. Select the program action for re-enrollments. Use the drop-down menu to and make sure you have selected the Promote students to next 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 early childhood!
    
    
11. If you need to change programs for your early childhood students use these instructions: Editing Lead Information (including Program and Academic Year)

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