Difference between revisions of "Enroll a Student Using Re-Enroll"

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===Video How-to===
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===How-to re-enroll a student previously enrolled===
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[[media:SM-ReEnroll.mov|State Wide/Re-Enroll a Student video]]
 
  
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===How-to===
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On the left navigation panel, select '''Student Master''', '''Entry''' and '''Student Master'''.
  
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#Log into WebPams
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#Click on "Student Master" under "Entry"
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'''Setup Box Options'''
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#Check the Student Master setup box
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#*Select the desired "Year"
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To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
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#*"District", and "School" should be defaulted based on security
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#Click "OK"
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Other set up values not listed in the standard set up list:
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#Click in the yellow box to the right of "Name" and a Student Information box will appear
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*Find Only Active Students - Only currently enrolled students without a leave date.
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#Type in last name and first name of the student or the SSN
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#*If last or first name contains an apostrophe, use the key to the left of #1 on the keyboard
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OK - Click to continue.
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#*If the student's name is an uncommon name, try using the first two or three letters of the student's first and last name instead of the whole name
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#*The Reenroll will also allow you to search for a student by SSN. Just type in all or part of the student`s SSN in the student information area. No name is required.
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[[File:RE-ENROLL.png]]
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#Click "Close"
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#Click "Action" in the upper right of the screen
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#Choose "Re-Enroll"
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Click in the box to the right of '''Name''' and a Student Information box will appear.
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#Check the appropriate items to import
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Type in '''last name''' and '''first name''' of the student or the '''SSN'''. The Re-enroll will allow you to search for a student by SSN. Just type in all or part of the student`s SSN in the student information area. No name is required.
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#Choose the district from the drop down or, if unknown, choose "ALL" at the top
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*If last or first name contains an apostrophe, use the key to the left of #1 on the keyboard.
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#Click "OK"
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*If the student's name is an uncommon name, try using the first two or three letters of the student's first and last name instead of the whole name.
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#After clicking "OK", the system will gather any possible matches to the name typed.  When the matches appear on the screen, choose the most recent entry for the current year
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#Click on "Import"
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Click '''Close'''
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#After clicking "Import", the system will ask for an entry code,new grade level and the enrollment date.  Select the appropriate entry code and change the grade level if needed. The enrollment date will default to the current date. You may change the date at this time.
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#Click "OK"
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#Verify all information and click "Save"
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[[File:re-enroll1.png]]
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 +
Click '''Action''' in the upper right of the screen.
 +
 
 +
Choose '''Re-Enroll'''
 +
 
 +
Check the appropriate items to import and load to your system.
 +
*'''Demographic''' box is checked by default.  This option will import the student`s demographic information.  Such as name, SSN, birthdate, ethnic, gender, grade level as well as guardian, father, and mother information.
 +
*'''Discipline''' - This option will import all of the student`s discipline referrals from the previous district.
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*'''Transcript''' - This option will import the student`s high school transcript from the previous district to display in [[Transcript Workstation]].
 +
*'''Attendance''' - This option will import all of the student`s attendance records from the previous district.
 +
*'''Grades''' - This option will import the student`s current year grades from the previous district.
 +
*'''Test Scores''' - This option will import all of the student`s standardized test scores (LEAP, EOC, ACT, etc.) from the previous district.
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*'''IBC''' - This option will import all of the student`s scanned IBCs from the previous district. '''''Document Archiving System (DAS) is required for both districts to use this feature.'''''
 +
 
 +
 
 +
'''NOTES:'''
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*If you forget to check off some of the above items in your "initial" enrollment process for out of district students, you can can go back through the enrollment process again. This time, pull the student up using the "Find" button but leave '''Demographic''' unchecked.
 +
*On the next screen (only in some districts) there will be a choice of '''Use Previous Address'''  to pull in the last known address and '''Allow transfer from sending school without leave code''' which will let the user pull in the student record even though there is no leave date.
 +
*Re-enroll does not import any 504 data. Use the [[Accommodations Import]] for importing 504 accommodations.
 +
*Re-enroll does not move any Special Education data. Your district will need to gain Jurisdiction and then import the data from eSER. The import should come via the nightly SPED update from the State so see your SPED coordinator.
 +
*If a student has a Special code of '''SEA Seal Record''', then that student will not be eligible statewide to show up as a re-enroll as long as they have the '''SEA''' code associated to them in that school year.
 +
 
 +
 
 +
Choose the '''District''' from the drop down or, if unknown, choose '''ALL''' at the top.
 +
 
 +
Click '''OK'''
 +
 
 +
After clicking OK, the system will gather any possible matches.  When the matches appear on the screen, choose the most recent entry for the current year.
 +
 
 +
Click on '''Import'''
 +
 
 +
'''*It will automatically warn the user if the student has been expelled from the previous district if the state is Louisiana and the discipline code is 60.'''
 +
 
 +
A Certification message will appear on the screen asking the user to confirm that he/she has the permission of the parents to import the student's information into the user's school. The user MUST click '''Agree''' to enroll the student.
 +
 
 +
A ReEnrollment window will appear asking for a school, entry code, new grade level, enrollment date and Transferred From.   
 +
*Select the appropriate school.
 +
*Select the appropriate entry code.
 +
*Change the grade level if needed. The pop up window will only show the grade levels associated with the school of which you are enrolling the student.
 +
*The enrollment date will default to the current date. If needed, the user may change the date at this time. If the changed enrollment date was changed to a date outside of the school year originally chosen on the first [[Student Master]] set up box, then a pop up warning will appear stating, "Selected enrollment date does not fall in the school year selected on the setup box".
 +
 
 +
*The Transferred From school should default.
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Click '''OK'''
 +
 
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NOTE that when enrolling a Pre-K or Grade 00 student, the user must choose a Funding Special Code from the popup box.
 +
 
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Verify all information and click '''Save'''
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 +
 
 +
 
 +
----
 +
[[Student Master|'''Student Master''' Main Page]]
 +
 
 +
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 09:37, 5 June 2024

How-to re-enroll a student previously enrolled

On the left navigation panel, select Student Master, Entry and Student Master.


Setup Box Options

To find definitions for standard setup values, follow this link: Standard Setup Options.

Other set up values not listed in the standard set up list:

  • Find Only Active Students - Only currently enrolled students without a leave date.

OK - Click to continue.

RE-ENROLL.png


Click in the box to the right of Name and a Student Information box will appear. Type in last name and first name of the student or the SSN. The Re-enroll will allow you to search for a student by SSN. Just type in all or part of the student`s SSN in the student information area. No name is required.

  • If last or first name contains an apostrophe, use the key to the left of #1 on the keyboard.
  • If the student's name is an uncommon name, try using the first two or three letters of the student's first and last name instead of the whole name.

Click Close


Re-enroll1.png

Click Action in the upper right of the screen.

Choose Re-Enroll

Check the appropriate items to import and load to your system.

  • Demographic box is checked by default. This option will import the student`s demographic information. Such as name, SSN, birthdate, ethnic, gender, grade level as well as guardian, father, and mother information.
  • Discipline - This option will import all of the student`s discipline referrals from the previous district.
  • Transcript - This option will import the student`s high school transcript from the previous district to display in Transcript Workstation.
  • Attendance - This option will import all of the student`s attendance records from the previous district.
  • Grades - This option will import the student`s current year grades from the previous district.
  • Test Scores - This option will import all of the student`s standardized test scores (LEAP, EOC, ACT, etc.) from the previous district.
  • IBC - This option will import all of the student`s scanned IBCs from the previous district. Document Archiving System (DAS) is required for both districts to use this feature.


NOTES:

  • If you forget to check off some of the above items in your "initial" enrollment process for out of district students, you can can go back through the enrollment process again. This time, pull the student up using the "Find" button but leave Demographic unchecked.
  • On the next screen (only in some districts) there will be a choice of Use Previous Address to pull in the last known address and Allow transfer from sending school without leave code which will let the user pull in the student record even though there is no leave date.
  • Re-enroll does not import any 504 data. Use the Accommodations Import for importing 504 accommodations.
  • Re-enroll does not move any Special Education data. Your district will need to gain Jurisdiction and then import the data from eSER. The import should come via the nightly SPED update from the State so see your SPED coordinator.
  • If a student has a Special code of SEA Seal Record, then that student will not be eligible statewide to show up as a re-enroll as long as they have the SEA code associated to them in that school year.


Choose the District from the drop down or, if unknown, choose ALL at the top.

Click OK

After clicking OK, the system will gather any possible matches. When the matches appear on the screen, choose the most recent entry for the current year.

Click on Import

*It will automatically warn the user if the student has been expelled from the previous district if the state is Louisiana and the discipline code is 60.

A Certification message will appear on the screen asking the user to confirm that he/she has the permission of the parents to import the student's information into the user's school. The user MUST click Agree to enroll the student.

A ReEnrollment window will appear asking for a school, entry code, new grade level, enrollment date and Transferred From.

  • Select the appropriate school.
  • Select the appropriate entry code.
  • Change the grade level if needed. The pop up window will only show the grade levels associated with the school of which you are enrolling the student.
  • The enrollment date will default to the current date. If needed, the user may change the date at this time. If the changed enrollment date was changed to a date outside of the school year originally chosen on the first Student Master set up box, then a pop up warning will appear stating, "Selected enrollment date does not fall in the school year selected on the setup box".
  • The Transferred From school should default.

Click OK

NOTE that when enrolling a Pre-K or Grade 00 student, the user must choose a Funding Special Code from the popup box.

Verify all information and click Save


Student Master Main Page

JCampus Main Page

Retrieved from EDgear Wiki