Chapter 7: Transferring Students 03/27/08
7.1 Transferring Students:
There are 2 ways to electronically transfer student records from one building to another. At this point, electronic transfers of student records are only done within district. The only exception to that rule, are transfers to the Vocational Schools. The 2 ways of transferring records are:
B106/B107 – Transfer/Receive Data
OLTR/OLRE – Online Transfer/Receive Data
7.2 Transferring Students Using B106/B107:
This is a way of electronically transferring students within your district. The B106 and B107 are used to transfer entire grades at one time. This is used during the scheduling process to transfer inactive records of students into the school they will be scheduling classes in, for the following school year. These programs are also used at the end of the year to transfer students in the highest grade in one building, to the school they will be attending for the following school year.
7.3 B106 – Transfer Data to Other Schools:
B106 is the Online Transfer and is used to transfer records of an entire grade from either the elementary to the junior high, or from the junior high to the high school, for scheduling purposes. A file is created which is then used by the receiving school in the B107. Make sure to process the B106 in “H” density and say “Y” to the Save (Y/N): option. Then check the report created, for the filename, which will be needed by the receiving school for their B107. The filename created can be found at the end of the B106 report when it is completed. It would be something like ‘BARRRRSSSS’ (S=sending schools 4-digit code and R=receiving schools 4-digit code.
7.4 B107 – Receive Data from Other Schools:
B107 is the Online Receive program, which imports the file, created by the B106 and adds the records to the receiving school so that they can be scheduled for the upcoming school year. Make sure to answer the prompts as described in the example below. This must be processed at night (Run Day or Night (D/N): N
You should also be sure to answer the following fields appropriately:
File Name Created by Sending School: BARRRRSSSS (see above)
P151 Version: 1 (unless told otherwise)
Status: I (inactive at this point)
Grade/Year 09 01/02 (next year’s grade and next year’s school year)
Previous School: SSSS (4-digit code of sending school)
Admission Date: 08/01/01 (Make sure AT LEAST one day BEFORE first day)
STUD ID Assignment (U/N): U (VERY IMPORTANT to say U/Unchanged)
Update CENT (Y/N): N (VERY IMPORTANT to say N/to update CENT file)
And the Data Flags should NOT be reset, unless told otherwise. Following are examples of both the B106 and the B107 as they should look when submitted, just changing the appropriate fields for your building grades and/or identification codes.
7.5 OLTR/OLRE
To electronically transfer students within a district, or to transfer students
between school districts you may use OLTR/OLRE. The sending school must
determine the students to be transferred and have their ID's available for input on
OLTR, use P150 version one and run OLTR.
Before running OLTR, follow the instructions to withdraw the student(s) from SCHE.
If the transfer is for Scheduling purposes, DO NOT withdraw the student from the sending building.
Display the student's schedule on SCHE.
● Even if the message "student is inactive" appears, proceed with
displaying his schedule on SCHE.
● If the message "students schedule is empty" appears, then the
student has already been removed from classes. Go to STUD and
make sure:
1) The withdrawal date is correct,
2) The withdrawal code is "**" for intra-district transfers or a valid withdrawal code
from the P112.
3) The student has an "I" status and
4) The TRANSFER TO SCHOOL field has the building code
(SCHL code) of the school the student is transferring to.
● If the student schedule DOES appear on the screen, proceed as
follows:
a) Use option 5-Withdraw to remove the student from all classes.
Answer the prompts with the following:
● Withdrawal Mark: Enter a valid withdrawal mark from P109,
for example: W - Withdrawal. (You will only be asked this if
the student is withdrawing after reporting period 1)
● Withdrawal Date: Enter the first day of non-attendance
● Withdrawal Code: Enter ** for intra-district transfers or a valid withdrawal
code from P112.
● Transferred To: Enter the SCHL school code of the school
the student is transferring to.
● File Sent: Enter Y
● Periods Possible: Enter Backspace delete to leave the field blank
● Status: I (for Inactive Status)
● Withdraw Student: Enter Y
● Use option 7-Save Schedule to save the changes.
SENDING SCHOOL
P150 - Control of Data Transfer To Other Schools
You may send data in addition to STUD and PADR to the receiving school. P150 is used for both B106 and OLTR. The information that may be transferred is:
· CONT - student emergency contacts
· NOTE - free form notes
· MEMB - membership groups (P305) must be the same at the receiving
school
· MISC - misc. screens, must be the same at the receiving school
· COHI:
Transfer Code 1 – All others (junior high course or Summer School Bldg. course)
Transfer Code 2 – JVS course
Transfer Code 3 – high school course, junior high course earning high school credit,
PSEO
· RANK - student GPA and Rank record
· ABHI - student absence history data
· TRANSFER PROGRAM CODE - program code from STUD
· TRANSFER RESIDENCY CODE - residency code from STUD
OLTR - On Line Transfer
OLTR is similar to B106. You can transfer up to 10 students at a time. On OLTR
specify the SCHL code, P150 version number one and enter student ID's to be
transferred. OLTR creates a work file that must be communicated to the
receiving school. You may use this program when you wish to transfer 10 or
fewer students. OLTR will update the Transf To School: code on STUD.
If transferring students in more than one grade level to another building, a
different OLTR should be run for each grade level going to that same building.
The receiving school must receive the students into a grade level so it is best to
have a different transfer file for each grade level.
Print the OLTR report that is on the MGMT screen. At the end of the report you
will have a message telling you the name of the work file to communicate to the
receiving school.
Here is an example of what the last page of the OLTR report from MGMT will
look like.
---------------------------------------------------------------------------------------------------------------
RECEIVING SCHOOL
P151 - Control Of Data Receiving From Other Schools
The receiving school must define on P151 the data they will accept from the
sending school. P151 contains the same fields as P150. You may receive data in
addition to STUD and PADR from the receiving school. The information that may be transferred is:
· CONT - student emergency contacts
· NOTE - free form notes
· MEMB - membership groups (P305) must be the same at the sending school
· MISC - misc. screens, must be the same at the sending school
· COHI:
Transfer Code 1 – All others (junior high course or Summer School Bldg. course)
Transfer Code 2 – JVS courses
Transfer Code 3 – high school courses, junior high courses earning high school credit,
PSEO
· RANK - student GPA and Rank record
· ABHI - student absence history data
· Transfer Program Code - program code from STUD
· Transfer Residency Code - residency code from STUD
OLRE - On Line Receive
OLRE is similar to B107. It is used by the receiving school to pick up OLTR data
from the sending school. The sending school must communicate the name of the
work file to the receiving school. The receiving school must have a P151 version
one defined.
When transferring in students for scheduling for the next school year answer the
prompts:
· Status: I (INACTIVE)
· Grade/Year: Enter the NEW SCHOOL YEAR and grade level
· Previous School: Enter the SCHL code of the sending school.
· Admission Date: Use 08/01/XX, (where XX is the NEW UPCOMING school
year)*Important*
· Admission code: Use 01
· Calendar: Enter the appropriate calendar, if left blank it will default to
Calendar 1.
· Graduation Rule: Enter the appropriate Graduation Rule. if left blank it will
default to 1
· Data Flags: Reset to Y
· Student ID Assignment: Enter U for unchanged. If for some reason students
must be assigned a new ID when entering the new building, contact the DAS
for assistance.
· CENT file should be answered "N" if this transfer is for scheduling purposes.
CENT file should be answered "Y" if this transfer is NOT for scheduling purposes.
NOTE: When transferring students to another building in your district and it is NOT
for scheduling for the next school year, you should answer Update CENT with Y.
OLRE Screen when transferring in students for scheduling for the next school year:
2. Run UNCLEMIS to gain control of the student's records in the EMIS
database. Admission date and code and withdrawal date and code will
NOT change in EMIS if this is an intra-district transfer because the
student hasn't withdrawn from the district.
3. Use SCHE or CLIS to schedule the student into his courses.
4. Update STUD with the appropriate ATT code, homeroom and any other
changes as applicable.
(See NEW Appendix A, Status/ATT Code Tables for more detailed information
on Status/ATT codes. NEW Appendix A)
R101 - Student Roster
R101 may be used to verify student transfers/additions.
