2. Student Record Intake Functions - Updated

 

Student Fields	Not started	2.0 Set Intake Value Defaults
	Purpose	Based on the student start grade level, enter the student's current grade level.
	Trigger	Runs only one time, when the student record is first entered, never updated.
	Conditions	requisite fields are not empty.
	Sequence	This function runs after the student record is created.
	Step 1	Set Student current grade level equal to Student start grade.
	Step 2	Set Student promotion equal to "promote".
	Step 3	Set Student status equal to "planned".
	Step 4	Set Student cohort  = linked homeroom record
END

 

Student Fields	Not started	2.1 AutomaticallyEnter Student's Grade Span and School
	Purpose	Reduce data entry by automatically finding the student grade span based on current grade level.
	Trigger	When new student record is entered or when the student's current grade level changes.
	Conditions	requisite fields are not empty.
	Sequence	This function runs after the student record is created.
	Step 1	Find the Grade Span with start grade greater than or equal to the Student current grade level AND Grade Span with end grade after of equal to the Student current: grade span start grade ≤  student start grade ≤ grade span end grade
	Step 2	Associate the Grade Span record found above to the Student record with the Student grade span field.
	Step 3	Find the School record associated to the Grade Span record found above and associate to the Student record with the Student school field.
END

 

Student Fields	Not started	2.2 Calculate WhenGraduation theDate Studentand GraduatesRemaining Years
	Purpose	By finding the last day of school and how many years left in the school, PEMS helps admins estimate future enrollment.
	Trigger	When a new student record is entered and every time theira gradestudent levelcompletes changes.a year. If a student 'skips' a grade level then their future date will change.
	Conditions	Initialrequisite configurationfields wasare completed.not empty.
	Sequence	This function mustruns runafter beforethe morestudent schoolrecord terms can beis created.
	Step 1	Find Student remaining years =  School Configuration highest_grade_level - Student current grade level. note: remaining years does not include the student's academicenrollment year/current year record the farthest in the future, the "last record"
	Step 2	CreateFind onethe morecurrent (status = current) Academic Year sequence.
	Step 3	Add Student remaining years to current (status = current) Academic Year sequence.
	Step 4	Find the Academic year with the sequence value found above, this is the graduating academic year.  There is no field for the graduating academic year.
	Step 5	Find the last School term associated with the Academic year found above. The last School term has an associated Term Label record with flag = official end term.
	Step 6	The end date of the last School term of the graduating academic year recordis the Student graduation date.
END

Introduction

 

• Description

  Remaining

  studentfirsttermisa field in the student table that  has the name of the school term the student first attended the school. There is no parent/child relationship between terms and students because students are linked to student terms, which are linked to school terms. So this field is just a text field.

  Student TableFields	Not started	Years 2.3 The remaining years field indicates how many years the student has left before leaving the school's highest grade level. This information is useful for financial forecasting.   Remaining years is continually updated everytime the student completes a year. PEMS find the maximum value of grade level in the system = highest_grade_level.  Note: the calculation below does not include the academic year in progress. remaining_years = highest_grade_level - current_grade_level Graduation Date The graduation date is the end date of the last academic year the student will attend the school    remaining_years = highest_grade_level - current_grade_level  (same as above) sequence of last academic year = sequence of current academic year + remaining_years graduation date = end date of last academic year (as found by the sequence above) Note: In subsequent versions, there will be a manual override on remaining yearFind and graduationEnter date. Student's School Student FirstStart Term The
  	Purpose	Based on the student's start date, PEMS finds corresponding school term, and enters the name of the term in the Student First Term field.  The start date of the school term is equal to or before the student start date date, ANDauto-enter the end date of the term is equal to or after the start_date student's first term: find the school term such that: school term start date >/= student start dateterm, the AND school term end datepurpose is =/>to reduce data entry for the user.
  	Trigger	When new student start date Note: The start termrecord is constantlyentered recacluatedor untillwhen the student start date passes.changes. This function only runs if the student status = planned.
  	Conditions	requisite fields are not empty.
  	Sequence	This function runs after the student record is created and only once on student intake.
  	Step 1	Find the School Term with start date before or equal to the Student start date AND School Term with end date after or equal to the Student start date: school term start date ≤  student start date ≤ school term end date
  	Step 2	Associate the School Term  record to the Student record with the School Start term field.
  END

  
  

   

  Based

  onstudent'sstartdate,

  Student Fields	Not started	2.4 Calculate Enrollment Year Terms
  	Purpose	Students transfer in and out of schools at various times and frequently in the middle of school terms.  Many student's do not complete all the terms in their first year enrolled in the term. Based on the student's start date, PEMS calculatescalculate how many terms the student attends in their first year attending the school.
  	Trigger	When PEMSnew findsstudent the corresponding school term, thisrecord is the described above. There is a term label record associated to this first school term, we will use the sequence of the related term label record.  The seuqence of the term label record tells us if the student joined in the first, secondentered or third, etc. term Find the student's first school term based on student start date (same step as above) Find the sequence of the term label record associated to the school term found above, this will be called "sequence of term label of start term" Count the total number of term label records that are marked "required", this will be called "required terms" enrollment year terms = "required terms" - "sequence of term label of start term" + 1 Note: The enrollment year terms are constantly recacluated untillwhen the student start date passes.changes. This function only runs if the student status = planned.
  	Conditions	requisite fields are not empty.
  	Sequence	After function 2.23 runs and only once on student intake.
  	Step 1	Find the School Term linked to the Student from the school start term field, found in function 2.3 above.
  	Step 2	If the Term Label record linked to the School Term has Term Label flag = official end term, then Student Enrollment year terms = 1. Else:
  	Step 3	Find the ordinate of the School Term linked to the Student.  ("ordinate start")
  	Step 4	Find the ordinate of the School Term record with Academic Year = same as Student school start term and has a linked Term Label record with flag = official end term. ("ordinate end")
  	Step 5	Find remaining terms. Subtract the sequence the student schools start term from the school term record found above, the official end term, then add 1: remaining terms = ("ordinate end") - ("ordinate start") + 1
  END

  Use Case Test 2.4 Calculate Enrollment Year Terms*

  	School term	Ordinate school term	Term Label	Flag	Academic Year	Logic
  Student enrolled in fall	Fall 2023	23	Fall	Official Start	2023-2024	'ordinate start' = 23, flag is not official end term so find the correct record.
  	Spring 2024	24	Spring	Official End Term	2023-2024	end term for same academic year, so 'ordinate end' = 24
  					Enrollment year terms:	24 - 23 + 1 = 2
  	Fall 2023	23	Fall	Official Start	2023-2024
  Student enrolled in spring	Spring 2024	24	Spring	Official End Term	2023-2024	"ordinate start" = 24 flag = official end term
  					Enrollment year terms:	1
  Student enrolled in summer	Summer 2024	25	Summer	Interim	2024-2025	"ordinate start" = 25
  	Fall 2023	26	Fall	Official Start	2024-2025	flag is not official end year, record not found
  	Spring 2024	27	Spring	Official End Term	2024-2025	flag is equal to official end term for same academic year, so 'ordinate end' = 27
  					Enrollment year terms:	27 - 25 + 1 = 23

  
  

  Total

  *note: there is a logic problem if there is an optional term 'sandwiched'  between the official end and start terms that the student chooses to not attend, this will change the number of enrollment year terms.  Do not allow optional terms in between required terms in the same academic year.  A required academic year must be continuous.

   

  terms completedand want

  Student Fields	Not started	2.5 Calculate Remaining Terms in TheEnrollment totalGrade Span
  	Purpose	Calculate the remaining terms in the grade span. This is used for assigning plans. Plans can not be caculatedassigned unlessthat require more terms than remaining n the numbergrade ofspan.
  	Trigger	When new student record is entered and only once on student intake.  note: this field is updated in the enrollmentadvancement year has been calculated. Total remaining terms = (enrollment year terms) + (remaining academic years) x (required terms) The calculation above give us the inital remaning terms,workflow, but it wouldwill onlyuse updatevery when adifferent fulllogic academicthan this initial value
  	Conditions	requisite fields are not empty.
  	Sequence	This function runs after  2.4, find enrollment year isterms.
  	Step 1	Find the remaining academic years is re-calculated. Soin the expressiongrad span:  Subtract Student current grade level from Grade Span End grade: Grade Span End grade - Student current grade
  	Step 2	If the value above willis notzero showthen thatset theremaining studentterms completed= aenrollment fallyear termterms. Else:
  	Step 3	Find required_terms_year in the middleSchool Configuration  NOTE: NEED TO ADD THIS FIELD TO CONFIGURATION PAGE
  	Step 4	Multiply number of the year. When a student has completed a required term,terms a term should be subtracted fromtimes the valuenumber of total remaining terms.years  We know when a student has completed a term byin the schoolgrade calendar.  This is purely a calendar function since students complete terms even if they fail all their classes. When current date is > the current school term end date, then Total remaining terms (for all students) = Total remaining terms (for all students) - 1span Note:required_terms_year ApplyX this(Grade calculationSpan onlyEnd forgrade reuqired- terms,Student wecurrent dograde) not
  	Step 5	Add Student Enrollment year terms to subtractabove: one Student termEnrollment foryear optionsterms terms.+ required_terms_year X (Grade Span End grade - Student current grade)
  END

  The user should be able to override the values at any time.