[shcpdata]

I am pretty new to Education Edge and have a question regarding the Status Wizard and Promotion Schedules. Right now I am trying to advance all the grades of the students in the data and have no real problem except for a few exceptions. The exception says, "Application already exists for the year apply selected." From what I can tell each entry that has the exception has more that one application under the "application" tab. The solution on the blackbaud website is to delete one of the applications and then start the wizard again. Is there a way to advance their grades without deleting an application? I ask because we use the past applications as references. Any help would be greatly appreciated.

[Kate Schandler]

First, it would help if you could let us know which wizard you are trying to run. There are 4 possible wizards, all based on the type of records and what you want to do to them. I think you may want another wizard instead of the one you are currently trying to use.

If you have both Admissions and Registrar's Office, then you first need to run accepted applicant records through the "Enroll Applications" Wizard- this creates student records for them complete with Student Progression Entries. (SPEs- directions for which grade a student should be in next year. Located under the button that looks like a guy on the stairs on a student's record toolbar in RO)

If you have students who are returning, you need to run those records through "Mark for Re-enrollment" which creates Student Progression Entries.

Once you have finished the school year and are ready for it to be next year, run the "End of Year Processing" which takes the SPEs and executes them, basically moving your entire database up to next year (in terms of students.) (MAKE SURE that you run this from the top down, i.e. that you run seniors first and then juniors and then sophomores and so on- if you start with first grade you will graduate the entire school in one sitting.)

Without more information, I think you might be running either "Enroll Applications," "Mark for Re-enrollment," or "Update Applications," (the fourth wizard, which will update several applicant records but not create SPEs) when you really want "End of Year Processing."

[shcpdata]

Thanks for the information. What I can tell you is that we are only using Admissions Office and that the only status wizard is the "update applications." When I open a record that has more that one application under the "application tab" I see that only one application is marked as active. Shouldnt EE recognize that only one application is active and allow me to promote students? Like I said, I am pretty new at this. I was handed this database about a month ago, so really any information at all is helpful. Thanks again!

[Kate Schandler]

Since you are only using Admissions Office, does your school use Registrar's Office anywhere? If so, the people in Registrar's should be able to advance the students for you. Admissions Office tracks Applicants, who would generally only need to be tracked for the school year they were applying to- so I do not believe that there is an easy way in Admissions Office only to advance the grades.

[shcpdata]

Thanks Kate. I advanced the majority of the students with the update wizard without a problem and just manually updated the 11 or so exceptions. I just did not want to encounter this problem in the future when there would be more students that would potentially have more than one application under the "application" tab. Thanks again!