Change a Student's Grade Level During the School Year
During the typical school year, students may move between grade levels. This is especially prevalent among high school students, but it can happen at any grade level. Recording the timing of these grade level changes is very important, since it impacts accountability and assessment data.
To report a grade level change that happens during the school year (grades P K-12):
In your student information system (SIS), withdraw the student on the last day they were a member of their original grade level.
Use exit code 1 (student will remain enrolled in the public school system)
The Grade field should reflect the student's ORIGINAL grade level
Next, create a new enrollment record in your SIS that re-enters the student on the first day they were a member of their NEW grade level
Use entry code 1 (student is entering from the public school system)
The Grade field should reflect the student's NEW grade level
The student will then have two enrollment records.
In the example below, we have a Grade 11 student moving into Grade 12.
Entry # | Grade | Entry Date | Entry Code | Exit Date | Exit Code |
|---|---|---|---|---|---|
1 | 11 |
|
| 1/1/2026 | 1 |
2 | 12 | 1 | 1/2/2026 |
|
|
Grade level changes must always be reported in your district's Enrollment submissions. If the grade level change is reported in one enrollment submission, it must be included in every subsequent enrollment submission for the remainder of the school year.
For example, if a student is promoted from grade 3 to grade 4 in mid-September, both enrollment records should be included in the beginning, middle, and end of year Enrollment submissions.
Related articles