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Course/Section Change

Grade Reporting > Maintenance > Student > Individual Maint > Crs/Sec Change

This tab allows you to transfer a student from one course-section to another. You can also move course information such as grades, attendance, etc.

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

About gender restrictions

About grade restrictions

Transfer a student:

Select a student

❏ To retrieve a student's records, select the student in one of the following ways:

Student	Begin typing the student ID (with leading zeros) or last name. As you begin typing, a drop-down list displays students whose ID or last name begins with the numbers or characters you have typed. The drop-down list displays the students' full name and grade level. From the drop-down list you can select the student. The student can also be located by typing the name in one of the following formats: • Last name, comma, first name (smith, john) • Last name initial, comma, first name initial (s,j) • Comma, first name (,j)
Texas Unique Stu ID	Type all or part of the student's Texas Unique Student ID to retrieve students whose ID begins with the characters you typed. TWEDS Data Element: TX-UNIQUE-STUDENT-ID (E1523) If the student does not have a Unique ID, click TSDS Unique ID button to connect to the TSDS Unique ID Web Service and obtain an ID. Your LEA must have the appropriate credentials through Texas Education Agency Login (TEAL) before this functionality can be used. Review the Assign a TSDS Unique ID guide for additional information.
Directory	Click to select a student from the Directory.
(photo)	If a photo exists for the student, the student photo is displayed. From Registration > Maintenance > Student Enrollment, you can change the student photo: 1. Hover over the image, and click Change. The Change Student Photo window opens. 2. Click Choose File. Locate and open the file for the new image. 3. Click Save. The window closes, and the new image is displayed. Photos are not displayed in all applications. They are displayed in Attendance (Inquiry), Discipline, Grade Reporting, Graduation Plan, Health, Registration, and Scheduling. They are not displayed in Special Ed or Test Scores.

❏ Click Retrieve.

The student's demographic data is displayed.
Graduation Plan information is displayed if available. If a student has a Graduation Plan and is pursuing or has completed Foundation High School Program (FHSP), is pursuing or has completed the Distinguished plan, and/or is pursuing or has completed any of the five endorsements, that information is displayed below the student ID.
The Status field displays ACT (active) or W/D (withdrawn) according to the student's current enrollment status.

Old

Indicate the class from which the student is being transferred:

Course	Select the course. The drop-down list displays courses from the Crs Assign tab.
Section	Select the course-section.
Sem	Select the semester of the course-section in which the student is currently enrolled.
Title	The course title is displayed.

New

Indicate the class to which the student is being transferred:

Course	Select the course. The drop-down list displays courses from the campus master schedule.
Section	Select the course-section. 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 drop-down list.
Sem	Select the semester of the course-section in which the student is currently enrolled.
Title	The course title is displayed.

Move Course Information

Select if you want to move old course information to the new course-section. If selected, the Fields to Move options are enabled allowing you to select the information you want to move from the old course 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.

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.

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. If this date is set to the first day of the semester, the row is deleted.
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.

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.

❏ Click Execute.

A message indicates when the process is completed. Click OK.

The Save button is not used on this page. The change is made when you click Execute.

View Add/Drop Lists

The View Add/Drop List link appears in the top-right corner.

Click the link to view the report which lists the courses dropped and added in the order in which the changes were made.

Review, save, and/or print the report.

IMPORTANT: If there are more changes to make for the student, do not exit this page until all changes are made. This allows all changes to print on one report.

If you leave the page, the link will not appear when you return.

You CAN change tabs on this page without losing the link.

Click Close Add/Drop List to close the report view.

❏ To see the new course assignment, click the Crs Assign tab.

The new information is listed in the student's schedule.

Comments	View comments. If comments exist for the student, the Comments button displays an exclamation mark and is outlined in red. These comments are entered on Registration > Maintenance > Student Enrollment and cannot be updated from this page.
	View medical alert. The button is displayed if a medical warning exists for the student and Consent to Display Alert is selected on Health > Maintenance > Student Health > Emergency. Click to view the student's medical alert information.
Documents	View or attach supporting documentation.

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