Subtitle Version or Date Presentation Title Registration Management Module 6

BCeSIS Module 2 Registration Management 6 Learning Objectives Standard Provincial System Codes & Procedures Admission vs. Registration Managing Student Registration process FOIPPA requirements

BCeSIS Module 3 Registration Management 6 Module Terminology Admitting = Enrolment Registration Demographics Demographic Loop Pupil Number Home School or School of Record Cross-Enrolled School

BCeSIS Module 4 Registration Management 6 BC Processes Presenter: Dee Freethy –Operation & Standards Manager, BCeSIS Project Recording will last approximately 10 minutes Recording Link: –BCeSIS - Training Materials – Dee Freethy RecordingBCeSIS - Training Materials – Dee Freethy Recording

BCeSIS Module 5 Registration Management 6 Admission Process Benefits: Student demographic information is entered only once in BCeSIS Electronic record follows student as they transfer from school to school Easy transfer process

BCeSIS Module 6 Registration Management 6 Demographic Loop Overview

BCeSIS Module 7 Registration Management 6 Admission Process

BCeSIS Module 8 Registration Management 6 Restrictive Query Restrictive query is first step of admission process Can only admit student if not found in any other district/school –If found, must withdraw from other school or cross-enrol Student can have only one Home School or School of Record

BCeSIS Module 9 Registration Management 6 FOIPPA Consideration Restrictive query requires: –Student Legal Last Name –Birth date –Gender System responds with results that match: –Legal Last Name –Gender –Birth date within 45 days either side of date entered

BCeSIS Module 10 Registration Management 6 Multiple Matches will provide additional details: –Other Names –Address –Parents –Siblings Access to this screen is tracked for audit purposes

BCeSIS Module 11 Registration Management 6 Special Case Student with Restricted Admit Code: Alert comes up Contact previous school Student cannot be admitted until “Restrict Admit” status is overridden

BCeSIS Module 12 Registration Management 6 Mandatory Fields Current SchoolPupil No Legal First NameLegal Last Name Usual Last NameLegal Middle Name * Birth dateGender ReasonProof of Age GradeDate of Admission Property AddressMailing Address – use Canada Post Conventions Previous School * * Required fields but not bolded

BCeSIS Module 13 Registration Management 6 PEN Numbers Personal Education Number (PEN) –Nine-digit number assigned to each student as they enter the BC education system Cannot be entered in BCeSIS Is created after a new student is admitted into BCeSIS –Automatic extract sent to the ministry Shows as State/Ministry # on Basic Student Demographics Screen

BCeSIS Module 14 Registration Management 6 Registration Registration required prior to taking attendance Registration is vital for: –Funding Eligibility –Enrolment Counts –Library and other internal system transfers –Transcripts –Permanent Record Information Registration date = first date of attendance

BCeSIS Module 15 Registration Management 6 Registration Options

BCeSIS Module 16 Registration Management 6 Mass Registration Process Student must first be verified as participating in learning program Register students by: –Homeroom –Class –Entire school population (performed centrally)

BCeSIS Module 17 Registration Management 6 Reverse Registration Reverse register a registered “No Show” student Can reverse register 1 student or multiple students

BCeSIS Module 18 Registration Management 6 Cross-Enrolments

BCeSIS Module 19 Registration Management 6 Cross-Enrolled Schools The home school: – Generates report card The cross-enrolled school can: – View student demographic info – Schedule courses for student – Enter marks/attendance/discipline items – Accept transfer request to change home school

BCeSIS Module 20 Registration Management 6 No Show/Withdraw/Transfer No Show = never attended your school Withdraw = attended but withdrew Transfer = attended but transferred

BCeSIS Module 21 Registration Management 6 Withdrawal Process Must complete withdrawal in old school before being admitted in a new school Withdrawal must be on or after registration date Withdrawal date must be a school day New school takes “ownership” of student record

BCeSIS Module 22 Registration Management 6 Transfer Process Transfer process is a documentation tool Transfers are approved or denied – not automatic Use Transfer option to request approval before a student withdraws from your school

BCeSIS Module 23 Registration Management 6 Key Module Messages Admission vs. Registration Electronic record follows student Perform restrictive query to avoid duplicate student records Three ways to register students Cross-Enrolments – Access to programs/courses at other district schools No show/withdrawal/transfer differences Transfer Process –Documentation tool –Approved or denied Teams & Groups –Can be set at district and/or school level

Subtitle Version or Date Presentation TitleEnd of Module 6