Student transfers out of state and back withdrawal codes
Allow school districts to keep the correct withdrawal code (TOS) in their SIS for students that move out of state and return back to WI during the school year. By having to switch the TOS to a TC, our SIS data does not truly reflect the student's movement.
Question to the group, would the solution be to Exit the student as your are and create a new Enrollment record when they return? Is there any reason that isn’t the process? Just need feedback / input on that. Thanks! John.
Shayla Pickett commented
This is also a concern in our district. For years, we have stressed the importance of accurate record keeping and our main message has been that nothing should be "fudged" to make it work/be compliant. We have always maintained the rule to go by as, "If you feel you have to "fudge" it to make it work, then it's not being done correctly.
If a student withdraws from our district and our only knowledge is that the family is moving out of state and the student is not known to be continuing, we exit them with a ISM code (DPI definition- ISM: Interstate move. Move to another state within the country. Not known to be continuing). This code accurately reflects the student's withdrawal status from the district and the record reported to the state is accurate.
If the student enrolls in another WI school at a later date (or in the following school year) we are then expected to go into our systems and change our records to use a withdrawal code that reflects the district was aware at the time of the student's withdrawal, that they were moving to another WI school, and that the district was aware of district the student was transferring to. This is not accurate and the record reported to the state is not "technically" accurate.
This process does accurately track the student's withdrawal from our district or the time withdrawn from school, in between enrollments. It also leads us to going back in and altering already completed and accurate records.
In response to John Raub - for this situation the student didn't re-enroll in our district, but rather another WI public school. We then get a WISEdata error when the other school enrolls that student with a code saying they are enrolling from an in-state public school (since the student never ended up attending an out-of-state district).
Yes we are currently using that process of creating new enrollment records when they return to our district. This is the case for any student who withdraws and returned, no matter the exit type. We would like to be able to see the history that the student did report they were moving out of state and then returned.
Kristi Arenz commented
Yes, this is the process that we use. Any time a student reenters our district a new enrollment record is created. It would be beneficial to be able to leave the TOS withdrawal code even if they reenter a school within the state. We created a new withdrawl code in our SIS, Return to State (RTS) that is crosswalked to the TC code, to be able to continue tracking students that originally withdrew to an out of state school.
Vicki Gutsch commented
John - we DO exit the student and create a new enrollment record, the problem is that when the WISE system recognizes the student is now enrolled in another WI school, it kicks out the TOS withdrawal code and says it should be TC. We want to keep the TOS, or TNC, or INM code in place regardless of if the student returns to another WI school.
Yes, we would exit when they leave with the TOS. If they return to our district, we would create a new enrollment record with the new Start Date and New Start Status.
Joan Kellner commented
I totally agree with this. I realize the time frame is sometimes short that a person leaves for, but we still should be able to put in accurate information that the student did move out of state, and did return from out of state.
Jennifer Blake-Krueger commented
For Error 6478 - Exit type 'Transfer to another school covered by WISEdata; known to be continuing'. We have a student who left our school and enrolled in Home School with a HOMER application on 10/13/16. On 02/13/17 the student Open Enrolled to a Virtual School. In our SIS we used an Exit code to transfer to Home School (TNC). Changing our Exit code to a TC is not accurate. Please review this Error in light of potentially being a Warning.