Enrolling by Homeroom or Student Group

Overview

There are two special and particular ways of enrolling students in classes — one is to enroll them by their homerooms, and the other is to enroll them by student groups. This article discusses and lays out processes for both methods.

Enroll by Homeroom

Using the “Enroll Students by Homeroom” approach is a quick way to batch-enroll students who are in the same homeroom into a class. This is predominantly used in Lower School, where students spend most of their time in one particular homeroom class and move as a group to any kind of special class (e.g. Art, Gym, or Music). Depending on which homepage this procedure is run from, is will affect only students from that school level.
Example: If this procedure is run from the Middle School homepage, it will only affect students who are in the middle school school level. All other school levels will remain unchanged.

Configuration Steps

1. Configuring the Homeroom Class

• Open the course record associated with the homeroom class. Make sure that the course type is set to “Homeroom.”
• Make sure the homeroom class is populated with student enrollments. If it is necessary to add a new student enrollment, select the “Add Record” button and search for the student to be enrolled.

2. Configuring the Specials Class

• Navigate to the class in which you want to populate enrollments (Ex: Art, Music, Gym)
• On the “Other” tab, select the “Homeroom” drop-down and associate the class with the appropriate homeroom class.

3. Verify the Homeroom-Class Associations Verify that all the relevant classes are associated with the correct homerooms. This step is important because the procedure is not run on an individual class-to-class level, but on a system scale. Verification of the homeroom-to-class associations avoids the possibility of the system incorrectly enrolling students into a poorly associated class. The steps for verification are:

• Select a “Find Classes” query.
• Search for the Homeroom field and include it in the query.
• Set the operator to say “Is not one of” and select the “< None >” value to filter out all classes that do not have a homeroom class associated with them.
• Review the results of the query.

4. Run the Enroll Students by Homeroom Procedure
From one of the school level homepages (Lower School, Middle School, or Upper School), use the lightning bolt menu icon to access the link to “Enroll Students by Homeroom.” Select it to run the procedure.

The School Level homepage the procedure is run from is the school level of the classes that will be affected by the procedure.
The Enroll by Homeroom procedure only works within the context of the “Current School Year” so it’s important to Close the previous school year before proceeding with this option.

5. Review the Newly Populated Enrollments
It is best to go through some of the classes that should have been populated with enrollments to verify the procedure worked correctly. To do so:

• Run the same query as in step #3.
• Open any of the class records and review the list of enrollments to ensure everything has populated as desired

Enroll by Student Group

Using the “Enroll Students by Student Group” approach is a quick way to batch-enroll students that are in the same Group or Cohort into a class. This is predominantly used in Lower School or Middle School levels if students move in cohorts together from class to class.

Configuration Steps

1. Configuring the Student Groups
An often overlooked first step to this process is careful consideration and planning of how a school utilizes their “cohorts”, or, student groups. If a school requires further discussion on this topic and/or assistance in setting up said groups, they should contact their Account Manager to discuss this in further detail.

2. Adding Students to Student Groups
On a student record, update the “Student Group” field in order to add students to their groups.

Note: Student groups may be used in more ways than just this. For instance, Student Groups may be incorporated into an Admissions or Enrollment configuration. Setting “Student Group Applying For” can be a useful way to prepare for next year.

3. Update Class Group Field on the Class Record
Navigate to the Other tab of the Class detail screen to locate the Class Group field. This field may also be pulled into a Find Classes query and updated from there. This is used to configure the cohorts’ groups of classes.

4. Run the Enroll Students by Student Group Procedure
From one of the school level homepages (Lower School, Middle School, or Upper School), use the Action menu icon to run the “Enroll Students by Student Group” procedure. Select this to enroll all the students in a Student Group into the corresponding Classes for that Group. This procedure only uses the current “Student Group” value for students. It ignores the “Student Group Applying For” value, which generally will have already been updated if a school has already closed the school year.

The School Level homepage the procedure is run from is the school level of the classes that will be affected by the procedure.
The Enroll Students by Student Group procedure only works within the context of the “Current School Year” so it’s important to Close the previous school year before proceeding with this option.

5. Review Newly Populated Enrollments
It is best to go through some of the classes that should have been populated with enrollments to verify the procedure worked correctly. To do so:

• Run the same query as in step #3.
• Open any of the class records and review the list of enrollments to ensure everything has populated as desired

Running Enrollment Procedures Multiple Times

It is possible to run both the ‘Enroll Students by Homeroom’ and the ‘Enroll Students by Student Group’ procedure as often as desired. The current set of students with homeroom assignments will be enrolled in all classes associated with their homeroom/student groups as described above.

Re-running this procedure will re-synchronize homeroom enrollment by removing any class-person enrollments where the homeroom on the class or student doesn’t match. In other words, if manual tweaks to a student’s schedule were made after first running the ‘Enroll Students by Student Group’ procedure, those changes will be overwritten if the procedure were to be run again. For this reason, schools are advised to make manual schedule changes only AFTER they are completely finished utilizing the ‘Enroll Students by Student Group’ procedure.