Class Enrollment for Students: Class Enrollment Manager

The Veracross Class Enrollment Manager is a tool for managing changes to an individual student’s schedule at any point during the year. View a student’s current schedule (both list and PDF), add or drop classes for a student, or withdraw a student from classes they are currently taking. The Class Enrollment Manager can be accessed on student detail screens (Schedule – ALL tab) or as a field in Find Students query (pull in the “Enrollment Manager” field). Registrars, Division Heads (0-3) and System Administrators have access to this link.

Before using the Enrollment Manager, be sure that the “Start School Year” procedure has been run. You can read more about this procedure here.

NOTE: If you are enrolling or withdrawing a student within the first two weeks of a class, you must MANUALLY POPULATE the Late Date Enrolled (LDE) and Date Withdrawn fields for every enrollment or withdrawal. If you are enrolling a student into a class after the class has already been in session for two weeks, the student will have a LDE automatically populated with the date you enter the new enrollment.

Student Information

At the top of the main page of the Class Enrollment Manager, users will see the student, any schedule notes about the student, the active schedule year, the student’s grade applying for, and their advisor or homeroom teacher (whichever is appropriate). Schedule related notes can be written for each student by clicking on the pencil icon below the student’s name.

Users can also view the PDF version of the student’s schedule by clicking the ‘Download Schedule’ button. The PDF schedule will always show the most up to date information as schedule changes are made.

 

Current Classes

The Current Classes section displays the student schedule for the whole year as determined by the active schedule year (displayed at the top of the student information section). Within this section, users can find a different section of a class for a student, replace a class the student is taking (i.e. change a course), withdraw a student, or drop them altogether from a class. Classes are arranged here firstly by subject sort key then by course description.

Users can see the student’s current classes, when those classes are scheduled to meet, the current student counts in each class, any conflicts a student has in their current schedule, any late enrolling dates or withdrawn dates as well as whether or not the class was something the student requested. The student counts for each class reflect the most up to date information each time the page is refreshed.

Conflicts are recalculated automatically after any changes are made to the student’s scheduled classes, which may take several seconds. Classes that have conflicts will show the conflicting class(es) in the “Conflicts” column. In addition, colored dotted lines will appear on the left side of the page connecting the specific classes that conflict. Hovering over a class that has a conflict will also highlight all the conflicting classes.

In order for these conflicts to be fixed automatically, the following process must be followed:

    1. Add the First and Last days of school group events for the upcoming school year.
    2. Run the “Refresh School Days for the Next Year” procedure from the System homepage.
    3. Run the “initialize Rotation for Next Year” procedure for each rotation record.

Enrolling Students in a Different Section

To quickly find a different section for a course, click the gear icon next to the class you want to change sections for and click “Find Different Section”. This will show a list of other sections for the course in the ‘Find Classes’ section at the bottom of the page. Similar to the “Current Classes” section, the class schedule, student counts and any potential conflicts with the student’s current schedule appear for all the classes that are listed in the “Find Classes” section.

From the ‘Find Classes’ section, click the ‘Enroll’ button next to the section the student should be enrolled in. When a student is enrolled in a different section, the conflicts in the ‘Current Classes’ will refresh. After the class has been added to the student’s schedule, remove the old section of the class by either clicking the ‘Drop’ button next to the section that the student is dropping*, or by withdrawing the student (see Withdrawing a Student from a Class).

*Note: a student can only be dropped from a class that has not yet begun. If the student has any grades, class attendance or assignment records, the ‘Drop’ option will not work and the student will instead need to be withdrawn from the class (see Withdrawing a Student from a Class).

 

Enrolling Students in a Different Course

To quickly find a different class that meets at the same time as an existing enrollment, (as opposed to a different section in the same course), click on the gear icon next to the class you wish to replace and choose “Find Different Class”. This will automatically search for all other courses that are available during the same time period of the class the student is currently enrolled. Similar to the ‘Current Classes’ section, the class schedule, student counts and any potential conflicts with the student’s current schedule appear for all the classes that are listed in the ‘Find Classes’ section.

To enroll a student in one of these other courses, find the course and section you wish to enroll the student in and click the ‘Enroll’ button next to the appropriate class to Enroll the student. When a student is enrolled in a class for a different course, the conflicts in the ‘Current Classes’ will refresh. After the class has been added to the student’s schedule, remove the old section of the class by either clicking the ‘Drop’ button next to the section that the student is dropping*, or by withdrawing the student (see Withdrawing a Student from a Class).

*Note: a student can only be dropped from a class that has not yet begun. If the student has any grades, class attendance or assignment records, the ‘Drop’ option will not work and the student will instead need to be withdrawn from the class (see Withdrawing a Student from a Class).

 

Late Date Enrolled

If the student is enrolling in this class after it has started, they will likely need to have a Late Date Enrolled. If a student is enrolled in a class that started more than two weeks ago, the student will have a “Late Date Enrolled” (LDE) automatically populated with today’s date. To change this date (or to set it manually), click on the gear icon next to the class the student was enrolled in late and choose “Late Date Enrolled”. Use the date picker calendar that pops up to choose a different late date enrolled. To clear an existing late date enrolled, click the x next to the date. See more information about enrolling a student late in a class.

 

Withdrawing a Student from a Class


If a student needs to drop a class after the class has begun, the student will instead need to be withdrawn from the class. After a class has begun, it is not possible to simply drop the class as there are likely other records associated with the student for this class (e.g. attendance records, assignment grades, posted grades).

To withdraw a student from a class, click on the gear icon next to the class the student is withdrawing from and select ‘Withdraw Student’. Use the date picker calendar to select the withdrawn date (w/D). The withdrawn date should be the first date the student will no longer be attending this class. If a student is withdrawn from a class, it is not possible to perform any action on the class unless the date withdrawn (W/D) is removed from the class enrollment record. To remove a withdrawn date from the class enrollment record, click the x next to the withdrawn date.

See more information about withdrawing a student from a class.

*Note: It is not necessary to withdraw a student from their classes if they are withdrawing from the school. See more information about withdrawing students from the school.

 

Availability

The ‘Availability’ section is a visual display of the student’s current schedule and conflicts. Each minor grading period has its own grid to display the student’s schedule that term with the rotation days listed across the top and blocks listed down the side. Each cell displays the schedule for that day/block combination. Blue cells indicate the student is free during that day/block. Gray cells indicate the block does not meet on that particular day. White cells indicate the student has something scheduled for that day/block. The gray dot(s) within the cells that are scheduled indicates how many classes are scheduled during that day/block combination.

Hovering over each cell displays the class(es) the student is scheduled to take during that day/block combination, as well as the rest of the meeting times for the same class(es).

It is possible to use the availability view of the student’s schedule to search for classes to enroll the student in. Clicking on a particular cell will automatically populate the search bar with criteria that will filter results based on the cell you click on. For example, clicking on a specific day/block cell will apply filters for the day, block and grading period of the cell you clicked on. You can click on headers and labels to filter your search. To apply more than one filter to your search (e.g. grading period and block), you can hold down the shift button while clicking on each criteria. Any criteria you click will be highlighted in orange in the schedule grid to remind you what criteria you are using in your class search.

 

Previous Classes

The ‘Previous Classes’ section lists all the previous classes the student has taken. The classes listed here display either transcript records or class enrollment records – whichever we have on file for the student in Veracross. Classes are organized first by subject then by school year.

 

Find Classes

The Find Classes section on the page allows users to search for classes to enroll the student in. The search tool will list all active or future classes that match the criteria of your search, regardless of whether or not the student is eligible to enroll in them (e.g. has/has not completed the appropriate prerequisites or received a high enough grade in prior classes). The search results will also display classes regardless of whether or not the class is currently full. It is possible to enroll students in any class that is already at the maximum student capacity. However, the search tool will limit class results to only show classes for the school level the student is currently in or moving to (determined by the grade applying for field). The search results will also not display any classes that the student is currently enrolled in.

The search tool allows you to search for classes by subject, course, classification, grading period, day, block, the name of a class, or any combination. To search, you can simply begin typing in to the search bar to search by class name, or use any of the short cut links below the search bar to filter classes by subject, block, etc. You can also type ‘subject’ or ‘block’ in to the search bar for example to apply a subject or block filter to your search.

After selecting your criteria, the search box displays the internal ID for your criteria and the description disappears. To modify your search, click on the ID number of the criteria you wish to change to select a different option. To remove a filter, click the x next to the criteria you would like to remove.

Similar to the ‘Current Classes’ section, the ‘Find Classes’ section displays the class schedule, student counts and any potential conflicts with the student’s current schedule appear for all the classes in your search. Hovering over classes in the ‘Find Classes’ section will highlight any potential conflicts with the student’s current schedule. Enrolling a student in a class will cause all conflict information to refresh.

 

Course Requests


The ‘Course Requests’ section displays course requests for the student which are unfulfilled as well as all the classes for that course. Any notes for the course request appear under the course name (when applicable).

The ‘Course Requests’ section also displays the class schedule, student counts and any potential conflicts with the student’s current schedule. Hovering over classes in the ‘Course Requests’ section will highlight any potential conflicts with the student’s current schedule. Enrolling a student in a class will cause the conflict information in the Course Requests section to refresh and show the most updated schedule conflicts.

print

Related Articles