Missouri PowerSchool Users Group (MoPSUG) 2010 Annual Meeting

Elementary Enrollment & Transfers

Agenda Welcome and Introductions Course Objectives Overview of Elementary Enrollment Enroll Student Overview of Student Transfers Transfer Student Exit and Entry Codes

Objectives After completing this course, you will be able to: Enroll a new student Transfer student out of building Transfer student into building Transfer within district

Minimum Required Fields Name-Last, First, Middle Date of Birth (mm/dd/yyyy) Home Phone Enrollment Date (1 st Day student will be in school) Full Time Equivalency (drop down menu) Grade Level (drop down menu) Entry Code District of Residence

Missouri State Required Info Ethnicity (drop down menu) Gender (drop down menu) Part Time Student Indicator (check if student is part time) Membership Percentage (100% 50% 13%) Kindergarten Enrollment (drop down menu) Attending School Attending District School of Residence Residency Status Home Address

Required Student Screens Address Demographics Modify Emergency/ Medical Modify Info Parent Guardian MO State Info-Student Core Page

Enrolling a New Student Select Enroll New Student

Minimum Required Fields Entry Codes on next screen.

Missouri Student Information System 2009/2010 Reference Manual Missouri Department of Elementary and Secondary Education Fall 2009 Entry Codes Provided by: Entry Codes

Information for Family Match After you have completed the Initial Enrollment Information click Submit

Duplicate Student Checker A list of potential matches will be listed based on the Last Name, DOB, or Phone. Names will be by Status (active, inactive, transferred) and then by Last Name * If a match is found, click on the blue name link * If NO match is found click Continue

 t  t  t  Where to get started? Start at the top! Liz: “I always start with the Address.”

Address Screen Home address-Where the student lives. Mailing address-This is the address used for school mailings that go out. Pick Up Address-This is the address where the child is picked up for school. Drop Off Address-This is the address the child is dropped off. Note: You can select the Rider Type and Address Type on this screen.

Demographics Modify Name-Auto Filled Address-Auto Filled Home Phone-xxxxxxxxxx Age-Auto Filled Membership-Auto Filled Area/Neighborhood-Fill in if you can DOB- MM/DD/YYYY Ethnicity -Drop down menu Father’s Information Mother’s Information Gender-Drop down menu Grade Level-Auto Filled Graduation Year Guardianship- Mother, Father, Grandma…. Mailing Address-Auto Filled *SSN- A student number will be assigned if you don’t have a SS#. Opt Out options are on this screen as well.

Emergency Contact/Medical Contact Name Relationship (Drop down menu) Phone Type (cell, work & home) Health RM will fill this in. We use this area for medical alerts. Medical Alert

Modify Information Family Rep Check Box - Check if Oldest or Only Home Room-Fill in the teacher name or room number Part Time Student Indicator-Check if student is Part Time District Entry Date District Grade Level School Entry Date School Entry Grade Level Required Fields

Other Information Note: Some Registrars use this Other Alert Text box for missing information. Search Code: alert_other# Need Proof of Res, current bill, Birth Cert., etc.

Parents/Guardian Continued on next screen

Parents/Guardian Continued – FERPA & Sitter Info Drop Down Fields Sitter Information Family Educational Rights and Privacy Act Continued on next screen

Guardian(s)and Alerts This is a good area to put in Legal Matters : Court Doc, Custody, No pick ups, etc. This area always needs to be filled out. At Park Hill this is where we pull the Parents data from. This is what appears if you have a Guardian Alert.

State Information Attending District Attending School School of Residence Membership % District of Residence Residency Status County of Residence Migrant Status Homeless * ELL Primary Language Lep/Ell IEP Disability Code * Placement Code * Select Required Fields * Special Instructions

More…. State Information These fields need to be checked at the time of enrollment.

Scheduling Setup This is a good screen to have updated from the first day. It helps to have the next grade and school set up for the purpose of Roll Over. It is good to be prepared!!!! I agree!

Enrollment Step 1 Step 2 Step 3 Step 4 Date of Enrollment Select Modify ScheduleFill in Enrollment Date Select Period and then click Find. Select from the list of Course names and SUBMIT. I have found this to be a simpler way of Scheduling/Enrolling a new student in course.

Transfers & Exit Codes

Missouri Student Information System 2009/2010 Reference Manual Missouri Department of Elementary and Secondary Education Fall 2009 Exit Codes Provided by: Exit Codes

Transfer Out of School Verify that Teacher(s) have completed grading if after mid-point of grading period Using the Transfer Out of School function (click on Functions  Transfer Out of School): – Enter a transfer comment (moving to Chinn, etc) – Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. – Choose Exit Code **T002 – TFR TO PUB SCHL WITHIN DISTRICT – DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred Click on Submit Return to the Transfer Info screen and click on the current enrollment – Enter the Exit Destination District code (083005) – Enter the Exit Destination School code (your school code) – Enter the Exit Destination Comment leave blank if in Missouri Click Submit Transfer to Another School Click on Functions  Transfer to Another School Select the school where the student will be going Click Submit Contact the Registrar at the next building and forward any necessary records in the pony Student should no longer be found in your school Transfer Out of School Within Park Hill: Copy provided by: Jill Anderson

For students transferring to another public school in Missouri Transfer Out of School For students transferring to another public school in Missouri Transfer Out of School Verify from parent/guardian where the student will be transferring to Verify that Teacher(s) have completed grading if after mid-point of grading period Using the Transfer Out of School function (click on Functions  Transfer Out of School): – Enter a transfer comment (moving to Platte City, etc) – Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. – Choose Exit Code **T001 – TFR TO PUB SCHL OUTSIDE DISTRICT IN STATE – DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred Click on Submit Return to the Transfer Info screen and click on the current enrollment – Enter the Exit Destination District code (083005) – Enter the Exit Destination School code (your school code) – Enter the Exit Destination Comment leave blank if in Missouri Click Submit Student should show as Transferred Out and only found with a slash (/) Copy provided by: Jill Anderson

Transfer Out Quick Reference Guide For students transferring ANYWHERE ELSE: Transfer Out of School Verify from parent/guardian where the student will be transferring to Verify that Teacher(s) have completed grading if after mid-point of grading period Using the Transfer Out of School function (click on Functions  Transfer Out of School): – Enter a transfer comment (moving to St. Terese, etc) – Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. – Choose Exit Code (any T code except T001 and T002) – DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred Click on Submit Return to the Transfer Info screen and click on the current enrollment – Enter the Exit Destination Comment (moved to St. Terese, etc) Click Submit Student should show as Transferred Out and only found with a slash (/) Copy provided by: Jill Anderson

Drops/Unknown For students who are dropping out or are being dropped with no destination information: Transfer Out of School Verify that Teacher(s) have completed grading if after mid-point of grading period Print current grade card and keep copy in students file. Clear any attendance back to the last day the student actually attended Using the Transfer Out of School function (click on Functions  Transfer Out of School): – Enter a transfer comment (moved, destination unknown) – Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. – Choose Exit Code (any code except T (transfer), R(Remained) and G(Graduated) codes) – DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred – Exit Destination Comment is needed if moving out of State or Private School. Click on Submit Student should show as Transferred Out and only found with a / Where did they go……? I don’t know…they never said. Copy provided by: Jill Anderson

Helpful Web Sites MOSIS Code Sets Missouri Student Information System Reference Manual 9.pdf Missouri School Directory PowerSchool Support Site Yahoo Groups – search for MOPSUG W3 Schools – Free online training for various computer languages including html (for use with the bulletin ) PowerData Solutions – supplies free customizations to PowerSchool users.

Questions after you leave? Feel free to contact us at: Elizabeth Daniels Southeast Elementary Nanette Ebbertt Graden Elementary