Group Course Change

Grade Reporting > Maintenance > Student > Group Maint > Group Course Change

This tab allows you to transfer a group of students from one course-section to another. The tab is disabled for prior school years.

The old course and the new course must be in the same semester.

About gender restrictions

About grade restrictions

Transfer students:

Old

Indicate the class from which the students are being transferred:

Course	Click to select the course.
Section	Select the section in which the students are currently scheduled. The drop down lists sections for the selected course with following information in this order: Section number Beginning and ending periods Seats assigned and maximum seats available (e.g., 13/25) • An asterisk () is displayed next to the seat count if a section has met or exceeded the maximum number of seats. • Seats are calculated based on the semester selected for the new course. If you have not selected a semester, seats are calculated based on the semester selected for the old course. If a different semester is selected, the seat count may be different in the Section* drop down. • Instructor ID and name in parentheses
Sem	Select the semester of the course-section in which the students are currently enrolled.
Title	The course title is displayed.

New

Indicate the class to which the students are being transferred:

Crs	Click to select the course.
Section	Select the section to be added, deleted, or withdrawn. The drop down lists sections for the selected course with following information in this order: Section number Beginning and ending periods Seats assigned and maximum seats available (e.g., 13/25) • An asterisk () is displayed next to the seat count if a section has met or exceeded the maximum number of seats. • Seats are calculated based on the semester selected for the new course. If you have not selected a semester, seats are calculated based on the semester selected for the old course. If a different semester is selected, the seat count may be different in the Section* drop down. • Instructor ID and name in parentheses Only unlocked sections of the course are listed. Course-sections are locked in the campus master schedule. If all sections of the course are locked, the course is not displayed in the Course lookup.
Sem	Select the semester of the course-section to which the students are being transferred.
Title	The course title is displayed.

Track

Select a track. Or, select ALL to include students from all attendance tracks.

The student's track is based on the entry date for the new course.

If the Method is Withdraw from Crs/Sec and Enter another Crs/Sec, the withdrawal date for the Old course is validated based on the track the student was on as of the withdrawal date.

Include WD Students

Select to include students who are currently withdrawn from the campus in the transfer.

Reenroll WD Courses

Select to include students who were previously enrolled in the New course-section and withdrew prior to the entry date for the New course.

Method

Select the transfer method:

IMPORTANT: In most cases, you should use the Withdraw from Crs/Sec and Enter another Crs/Sec method. You should avoid deleting an existing course-section except in specific situations.

Add new Crs/Sec and Delete Existing Crs/Sec

This method is not recommended in most cases.

If selected, enter the following under WD and Entry Dates:

Entry Date for New Course	Type the entry date for the new course in the MMDDYYYY format.

If you attempt to delete a course on or after the last Friday in October (i.e., the PEIMS snapshot date) for the current school year, you are prompted to confirm that you want to continue. Click OK.

WARNING: Do not click OK unless you are deleting a mistake that was made in entering the original course. Otherwise, all data will be deleted and will need to be reentered.

Students who withdrew from the campus before the entry date entered (including No Show students), will be listed with an “invalid entry date” message on the error report. You can only add a course-section for students who withdrew before the new course entry date if you also delete the old section.

Students who withdrew from the Old course-section are not automatically enrolled in the new course-section, regardless of the method selected. This includes students who were in a course-section that was deleted. These students will be listed on the error report. You must transfer these students individually to the New course-section using Maintenance > Student > Individual Maint > Crs/Sec Change.

If the Old course has cycle grades or absences in ASCENDER, or assignment grades in TeacherPortal, a record is created in an audit table that contains the cycle grades, absences, and instructor for the old course as well as the new course, section, semester, user ID, and date-time stamp. The withdrawal date for the old course in the record is the entry date in the new course.

For any graded assignments and comments, a record is created in separate audit tables containing the same data along with the user ID and date-time stamp.

Withdraw from Crs/Sec and Enter another Crs/Sec

If selected, enter the following under WD and Entry Dates:

WD Date for Original Course	Type the withdrawal date for the original course in the MMDDYYYY format.
Entry Date for New Course	Type the entry date for the new course in the MMDDYYYY format.

This method should be used for all Career and Technical Education (CTE) course-section changes to ensure that you do not lose CTE hours/dollars.

In most cases, the same date should be entered in both fields.

Students who withdrew from the old course-section are not moved to the new course; these students are listed on the error report.

If a working cycle average exists for the old course for the same semester and cycle as the entry date for the new course, a transfer record is created for the new course with the working cycle average as the transfer grade.

If the working cycle average is I, the transfer record is still created in TeacherPortal, but the transfer grade is left blank.

Move Course Information

Select to move course information to the new course-section. If selected, the additional fields are enabled allowing you to select the specific fields you want to move to the new course.

If Grades is selected, only the cycle grades are copied.

In TeacherPortal, if the student is transferring to a different section of the same course, the program moves the working cycle average to the new section.

❏ Click Execute.

A report is produced that lists the transfer results. Review, save, and/or print the report.

Review the report using the following buttons:

Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.

The report can be viewed and saved in various file formats.

Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
If errors are found, an error report is also generated.