Simplified Enroll a New Student

Simplified Enrolling Instructions:

1. Double check the term that you are enrolling the student into.  If this is over the summer break, then you may need to change the term to the next school year

2. School Enrollment > Enroll New Student

   1. If a student’s middle name isn’t known, leave it blank.

   2. Leave student number blank as the system will auto generate this.

   3. Leave SSN blank.

   4. Enter in an enrollment date, select the FTE, grade level and appropriate entry code.

      1. If a student is a 3-year old, then the grade is PK3.  If a student is a 4-year old, then grade is PK4.

      2. Grade level is the grade that the student will be after becoming active.

   5. Under the IL state block, if the student’s home school is different than ours, enter in the RCDTS number for that school.  Otherwise, leave blank.

   6. Under the IL Block, if the service provider is Grundy County Coop enter in the RCDTS number.  Otherwise, leave blank.

   7. Enter in a percent day attended.  If they are full time, then enter in 1.00.  If they are half day enter in 0.50.

   8. If there are siblings in the district you can copy some important information and create a link between them.

      1. If no siblings then choose “Enroll without Linking or Copying Information”

      2. If a siblings last name is different than the sibling that you are enrolling, uncheck ‘include student’s last name in search’ and enter in the last name.

      3. If we enter anything in these search fields then it needs to be in the correct format or spelled correctly as it matches exactly.

   9. Enter in the home address for the student.

      1. If the student has a PO box enter it into the street address.

      2. If the student has an apt, enter it into the apt box.

   10. Click submit when finished.

3. After enrolling the new student, you’ll need to search for the student.  Since the entry date is a day into the future, then you’ll want to search using the “/” (next to shift key) before their last name. Ex: “/Doe, John”

4. On the left hand pane, click Demographics either copy or enter the mailing address. (More below under ‘Step 2’)

   1. Student Profile > Demographics

   2. If the mailing address is same as the home address (that we just input), then click the “Copy from Home Address”.  

   3. If the mailing address is different than the home address, then enter in the mailing address.

   4. Submit your changes.

5. On the left hand pane, click ‘Demographics’ and complete the ‘Federal Ethnicity and Race’ section. (‘Step 3’ below)

   1. Student Profile > Demographics

   2. Scroll down to the “Federal Ethnicity and Race” block

      1. Enter in the values for ethnicity and race.  These are the federal/state reporting options.

      2. If a student is Hispanic, then check Yes or No.  If other races are indicated, mark them as needed.  If they are 100% Hispanic, then leave the race box alone and just mark Yes for Hispanic.

   3. Enter in the scheduling/reporting ethnicity.  This is our internal ethnicity and race tracking language.

   4. Submit any changes made.

6. School Enrollment > Enroll a New Student

   1. This is the new part. Many fields from other forms have been consolidated here.

   2. Enter all appropriate information, leaving blank what doesn’t apply.

   3. When finished, click ‘Submit’, and then ‘Student Screens’ at the top left to bring you back to the main student screens.

7. Student Profile > Contact Management

   1. You will want to search for the contact to make sure that the contact doesn’t exist in the system already.  If it does, then you’ll skip 4.

   2. Student Profile > Contact Management

      1. Click Add.

   3. Search for the contact in the system.

      1. Important to uncheck “Show Access Accounts”.  This will let you search for ALL ACTIVE and INACTIVE accounts in the system.  

      2. Why would we need inactive accounts?  This will let us preserve old data that may not be current or applicable anymore.  However, you wouldn’t want to just delete this information as this allows us to keep it should there be a need for it.

   4. If the contact doesn’t exist in the system, click on New Contact.

      1. Enter in the first, and last name, gender, and employer for the contact.  At the minimum last name, and first name are required.

      2. The contact should already be associated with the student you are adding contacts to.  However, if in the case that its not, click the add students button.

         1. Search for the student.  If the student’s entry date is a future date, then add the “/” before the last name.

         2. Place a check in the box to the left of the student, which will associate (after saving) the contact with the student.

         3. Also, select the relationship to the student

      3. Repeat the process of adding student and related relationships to the contact.

   5. With the contact now associated with at least one student, click the pencil to edit the student’s specific relationship with that contact.

      1. If the contact is already associated with the student you are adding the contact to, then you may need to edit the student’s contact information by clicking the pencil icon of the student’s row.

         1. Have a contact that doesn’t have custody?  Don’t check the custody checkmark. You’ll also probably want to add a guardian alert so other admins and teachers can see that the student has a guardian alert (more in step 8).

         2. These relationship flags/checkmarks for the relationship eliminates the previous “Non Custodial Father” vs ‘Father” relationship.

            1. For example:  It's possible to have a student with 2 fathers except one has custody and the other doesn’t have custody of the student.  :-)

         3. You’ll want to choose the relationship that the contact has with the student.

         4. It is also highly recommended to mark the original contact type.  Note, these are limited so if its not there then don’t worry. It's highly recommended for mother, father and at least 1 emergency contact.

      2. Hit Ok on the fly out menu.

   6. With the contact now associated with at least one student, it's now time to add phone number(s) for that contact.  It's important to note that only 1 phone number will show on the main page of student’s contact.

      1. Click Add Phone.

      2. Select the appropriate type of the phone (work, cell, house, etc.).  This is not a required field so if unknown don’t worry.

      3. Enter in the phone number in the format: xxx-xxx-xxxx.

      4. Select if it accepts SMS.

      5. Hit Save to save the phone number.

      6. Repeat for all the associated phone numbers.

   7. With the contact now having (possibly) multiple phone numbers, you should change the order in which the parent wants to call (if they have a preference).  Use the Up/down arrows to the left of the phone number to change the order.

   8. Now add the contact’s email address(es).

      1. Click Add Email

      2. Choose ‘Current’ if its the current email address.

      3. Enter in the email address for the contact.

      4. Hit Save.

      5. Repeat above for the contact’s email addresses.

   9. Now let’s add the contact’s address(es), if known.

      1. Click Add Address.

      2. Enter in the type (if known).  This is not a required field so if unknown don’t worry.  

      3. Enter in the address for the contact.

      4. Click Save.

      5. Repeat the process for all known contact addresses

   10. Submit when done.  Repeat this process of searching and creating contacts (& emergency contacts) for the student.  If a contact shares multiple students, you might find it easier to add a contact and then add the relationships that they may have.