School Enrolment describes the details related to the educational activity a student is enlisted in at a specific school such as the status, grade, enrolment type, school code, school year, exception code(s), grant program code(s) and the start and end dates of said enrolment.

Student School Enrolment records are used to record information about which schools a student attends and includes:

• Where the student attended school,
• When the student attended school, and
• What programming the student received at the school.

This business object is considered a child of Student.

This business object includes the following attributes:

The following rules are applied to control access to view/add/edit Student School Enrolment records.

In order to access a record, the:

• PASI Client must have the K-12 Organization Client role, and
• At least one of the following:
  • Organization is associated to the student By Last School Enrolment or better¹⁾, or
  • Organization owns the record, or
  • Organization has Access to the Student (Moved) and the enrolment is in the current school year or the two most recent historical school years.

In addition, when being accessed via PASIprep, the:

• PASIprep user must have the PASIprep Level 01 Permission - PASIprep Access permission.

When accessible, the following rules are applied to specific data elements on the record:

In order to add a new record, the:

• PASI Client must have the Submit Enrolment User role, and
• Organization must have Access to the Student (Moved).

In addition, when being added via PASIprep, the:

• PASIprep user must have the PASIprep Level 03A Permission - Manage School Enrolments permission.

There are two types of updates that can be done to a Student School Enrolment record:

• Updating the details of the Student School Enrolment record
• Updating the status of a Core Alert associated to the Student School Enrolment record.

In order to update an existing record, the:

• PASI Client must have the Submit Enrolment User role, and
• Organization must own the record.

In addition, when being updated via PASIprep, the:

• PASIprep user must have the PASIprep Level 03A Permission - Manage School Enrolments permission.

In order to update the Acknowledgement Status of a Core Alert associated to the Student School Enrolment record, the:

• PASI Client must have the Submit Enrolment User role, and
• Organization must own the record.

In addition, when being updated via PASIprep, the:

• PASIprep user must have the PASIprep Level 03A Permission - Manage School Enrolments permission.

In general, information about the Student School Enrolments should be updated regularly. However, there are a few times throughout the year when specific updates should be made to ensure that the information in PASI accurately reflects the current status of the enrolment.

When a student registers with a school, the school enters the enrolment into the system for the first time. When this is done before the start of the school year, the enrolment is usually entered with a Registration Status of Registered, a Registration Start Date of the first day of school and a Registration Exit Date of the last day of school.

When a student registers with a school, the school enters the enrolment into the system for the first time. When this is done during the school year, the enrolment is usually entered with a Registration Status of Registered, a Registration Start Date of the first day the student plans to attend the school and a Registration Exit Date of the last day of school.

Most students stay at the same school as they move between grades. These enrolments are usually setup by the schools SIS software during a 'roll-over' process. The resulting enrolments are usually entered with a Registration Status of Registered, a Registration Start Date of the first day of the next school year and a Registration Exit Date of the last day of the next school year.

On the Registration Start Date of the enrolment, most SIS systems automatically update the Registration Status of the enrolment to be Active. This is fine in most cases because the students start attending on that date.

Generally speaking, the start date of the enrolment should equal the first day a school starts tracking attendance for the student. There are situations in which the student does not actually attend the school on the start date of the enrolment. This may be for many reasons, such as the student deciding to attend another school, the student is sick on the first day of school, etc.

It is up to the school to decide if the start date should be updated, or if the student should be marked absent. Regardless of the date used, if the student does not show up at the school, the registration status should be updated to Cancelled.

When a student withdraws from a school before the school year ends, the Registration Status is updated to Withdrawn and the Registration Exit Date is updated to be the last day the student attended classes at the school.

At the end of the year, the Registration Status for all Student School Enrolments for the school with a status of Active should be updated to a status of Completed to signify that the student is no longer attending classes as part of the enrolment. The Registration Exit Date should be the last day the student attended classes at the school.

It is possible that, over the course of a single school year, a student withdraws and subsequently returns to the school. For example,

• The student attended classes at School A from September 1 to November 30, and then transferred to a new school.
• The student attended classes at School B from December 1 to February 28, and then transfers back to School A.
• The student finishes the school year at School A (from March 1 to June 30).

In this scenario, it is important that PASI has 3 Student School Enrolment records for the student, as there are 3 different and distinct enrolment periods. Even if the student didn’t go to School B, but there was a gap in the enrolment periods at school A, the student should have 2 enrolment records for School A during the single school year. At the end of the school year, the Student School Enrolment records for School A should resemble:

• September 1 to November 30, Registration Status = Withdrawn
• March 1 to June 30, Registration Status = Completed

When PASI identifies that there are overlapping enrolments for the same student, PASI will produce Core Alerts to highlight the scenario.

• Rule 10069 - Overlapping Enrolment within School is used when the overlapping enrolments are for the same school.
• Rule 10070 - Overlapping Enrolments within School Authority is used when the overlapping enrolments are for different schools but the schools are in the same school authority, and
• Rule 10085 - Overlapping Enrolments Across School Authorities is used when the overlapping enrolments are for schools in different school authorities.

Rule 10069 results in a Warning, as in this situation, the data is considered incorrect and needs to be corrected.

Rules 10070 and 10085 result in Advice. This advice is used to information users that a student is currently enrolled at two schools, and that one of the enrolments may be in error. Typically this will be seen when a student leaves a school and enrolls in a new school, but the original school hasn’t yet submitted exit information for the student. In these situations, once the exit information from the original school is updated, the alert will automatically be removed.

In addition, this could occur during in a legitimate scenario where the student is enrolled in both schools at the same time (perhaps during the morning at one school and the afternoon at another). In these situations, the advice alert should be Acknowledged.

Acknowledging an alert lets other PASI users know that the situation was investigated, and the data (as provided) is accurate and does not require any adjustments.

There are times when two ASNs have been created for the same student and are linked. One of the ASNs is identified as the Primary ASN (the ASN that should be used to identify the student). The other(s) are identified as Secondary ASNs (an ASN that should no longer be used to identify the student). For more information refer to the ASN Management Overview.

This linking of ASNs can occur after enrolments have already been created for a Secondary ASN. If this occurs, Rule 10084 will result in a core alert being generated. This alert is considered a Warning, meaning the data is incorrect and needs to be updated.

To resolve these alerts, the enrolment needs to be moved to the student’s Primary ASN. This can be done by:

• Resubmitting the enrolment using the Submit Student School Enrolment service, but including a different ASN for the enrolment record, or
• Changing the Registration Status of the enrolment to Created In Error, and creating a new enrolment for the Primary ASN.

In either case, the core alert will be automatically removed.

• School Finance consumes school enrolment information for funding purposes through their FES (Funding Event System) system via PASI integration.
• Learner Services consumes school enrolment information for funding purposes through their SDFR (Severe Disabilities Funding Review) system via PASI integration.
• Assessment Sector consumes school enrolment information for diploma examination administration and other student reporting purposes through their MCSS (Marking Centre Scoring System) system via PASI integration. The sector also consumes school enrolment information for assessment purposes (namely Grade 3 SLA administrations) through their SLA (Student Learning Assessment) system via PASI integration.
• Quest A + consumes school enrolment information to deliver online assessments to students within Alberta through their Quest A + system via PASI integration.
• Learner Services consumes school enrolment information to review funding applications for students with Severe Disabilities through their SDFR (Severe Disabilities Funding Review) system via PASI Integration.