Understand student statuses

A student's status tells you where they are in your program this year. Status is tracked separately for each program year, so the same person can be Active one year and Served the next. Here is what each one means.

The Statuses

• Pending: the student applied but has not been reviewed yet. Every new application starts here.
• Active: accepted into the program for this year, with no services logged yet.
• Served: has received services this year. This is the everyday working state for an engaged participant.
• Reportable: counted in this year's APR. Only Reportable students appear in the Annual Performance Report.
• Rejected: applied but not accepted into the program.

How a Student Moves Through Them

Most students follow the same path:

1. They apply, and the record is created as Pending.
2. You review and accept them, and set them to Active.
3. You log contacts, or they attend an event (an event logs one contact per attendee). The second contact dated in the current program year moves them to Served automatically. A contact backdated into a past year does not change this year's status.
4. As you answer their end-of-year outcome questions, TRIOPilot can move them to Reportable automatically. See the next section.

The automation only ever moves students forward, and it never touches a Rejected record. You can click a step yourself at any time.

When TRIOPilot Sets Reportable For You

Once every outcome question showing on the student's profile has an answer, TRIOPilot moves them to Reportable. Details worth knowing:

• Any answer counts, including No and Unknown. It is about completeness, not about a particular result.
• Which questions show depends on the student's educational status at entry. If the outcomes card says "There are no APR outcomes for this student," there is nothing to complete and no automatic promotion, so set Reportable yourself.
• Uploading a document tagged to an objective fills the matching outcome for you, so an upload can trigger the promotion too. See Upload a document.
• The automation watches four fields: HS Diploma / GED Received, FAFSA or Other Financial Aid Completed, Applied to Postsecondary, and Enrolled in Postsecondary. If your program records its outcomes through other fields, nothing is promoted automatically, so set Reportable by hand.

Assign an Advisor Before Activating

On the profile, TRIOPilot will not let you set a student to Active until an advisor is assigned. It refuses the change and shows: "An advisor must be assigned before activating this student." (If your program uses different words for advisor or student, the message uses yours.)

Quick ways to assign one:

• Click Assign to Me under the status steps. Advisors, assistants, and admins see that button whenever nobody is assigned yet.
• To assign someone else, click the pencil on the Assigned Advisor field and pick a name.
• In bulk: on the Students list, tick the checkboxes, pick a name next to Assign advisor, then choose Assign.

One catch: the bulk Set status tool does not run this check, so assign advisors first if you are activating a group.

Changing a Status

• On the profile, click a step on the status stepper at the top of the page, just under the Log Contact button (Pending, Active, Served, Reportable). The steps always apply to the student's latest program year, which is normally the current one. You can also edit the Status field itself, which sits in the Status & Education card on the year's Details tab unless your admin has rearranged the profile layout.
• On the Students list, tick one or more checkboxes, pick a status next to Set status, and choose Apply to update the whole selection for the program year the list is showing.

Rejecting a Student

Rejection is the off-ramp, so it works a little differently:

1. On the profile, edit the Status field and choose Rejected. It is a one-at-a-time decision: Rejected is not one of the status steps, and the bulk Set status menu does not offer it.
2. Once the status is Rejected, a Rejection Reason field appears on the profile. Record why: Immigration status or Ineligible.
3. Changed your mind? Click any status step to move the student back into the flow.

Rollover starts each student in the new year with the status your admin chose for it (or keeps each student's current status, if your admin chose No Change), and the rejection reason never carries into a new year. See Roll students into a new program year.

Viewing a Different Program Year

The profile shows one year at a time. The Program Year dropdown, to the right of the tabs, switches which year you are viewing: the Details tab is renamed for that year and shows that year's cards, and the activity feed follows along. Editing the Status field there changes that year's status. The status steps at the top do not follow the dropdown: they always apply to the student's latest program year. For more on per-year data, see Update a student's record.

Why Reportable Is Separate

The APR counts Reportable students only, never everyone who ever applied. That keeps the report to exactly the participants you intend to file. When you are ready, see Run your APR.