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Students Table


A student record is made from the enrollment form when the administrator approved the enrollment. Fields in the enrollment form are mapped to the student record.

Fields

Name - first, middle and last name from the enrollment form.

Start date - the date the student starts at the school, originally from the enrollment form, then updated as the student completed registration at the school.

Graduation Date - the last day of school the of the last grade level the school offers, calculated by PEMS and updated as the student progresses.

Birth Date - from the enrollment form.

Gender - from the enrollment form.

Dis enrollment date - the last day of school for the student who has transferred out of the school, blank if still enrolled.

Remaining years - PEMS calculates the number of years left to complete all years the school offers.

Enrollment Year Terms - students transfer in anytime during the school year, this is the number of terms the student may complete in their first year of enrollment. For example a school that offers two required terms, fall and spring. A student transfers to the school after the spring term starts. The student completes only one term in the Enrollment year.

School Start Term - a link to the school term in which the student begins at the school.

Current grade level - the grade level of the student which increased every year, unless they are not promoted (failed the year).

Promotion - default to promote. Select repeat if the student's grade level should not be promoted at the end of the academic year.

Student Code - The code is automatically assigned by PEMS and can not be changed by the user. The code is the student ID.

Status - planned for students who have registered but not yet started classes; active for currently enrolled and taking classes, disenrolled for students who have left the school; graduated if graduated, expelled if the student left involuntarily, suspended if the student has their access to the platform suspended with intention to re-instate.

GPA - overall GPA for the grade span the student is currently in.

Weighted GPA - overall weighted GPA for the grade span the student is currently in.

Notes - long text field for discretionary use.

Student First Term - link to the student's first student term record.

Current Program - the active plan the student is currently following.

 

Workflow

Based on Start Date and Start Grade Level, the student's first term, graduation date, remaining year, enrollment year terms, and total remaining terms are automatically calculated.  These fields are updated when there are any changes to the input fields.

The student's current grade level is increased every year on the date specified by the school administration.  Unless the user selects the Promotion field to be "repeat" all students are automatically promoted to the next grade level.

The grade span field represents a planning horizon.  In general, students are assigned a specific plan that specifies classes to be taken for the entire grade span.  The grade span is determined and updated based on the student's current grade level.

All new student records have status = planned. 

When the student is updated to active, the start date is set to the day the status field is changed, and student accounts are made throughout the system so that the student is granted full access to the system.

The current program is the active plan the student is working on. Plans may be assigned, and deactivated, but PEMS still keeps track of any plan the student worked whether or not that plan was completed.  Once the student has a plan assigned, PEMS auto-enrolls the student in all the classes specified under that plan.

 

Action Items JAN 2024

Complete and confirm auto-calculation of grade span, school, student code, graduation date, remaining years, enrollment year terms, total remaining terms.

Automation to identify and link to student's  to school start term, and student's first term.

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