PART 2… ADM 2000 EntriesAnd Withdrawals Withdrawals

Entry / Withdrawals in ADM2000 Some general rules - Some general rules - In EMIS – an entry ONLY occurs when a student comes into our district from another district (or from home) In EMIS – an entry ONLY occurs when a student comes into our district from another district (or from home)

A withdrawal ONLY occurs when a student leaves our district and becomes the full responsibility of another district A withdrawal ONLY occurs when a student leaves our district and becomes the full responsibility of another district

Movement BETWEEN W-E buildings is classified as a TRANSFER! Movement BETWEEN W-E buildings is classified as a TRANSFER!

One Picture Is Worth A Thousand Words… W-E SCHOOLS VALID ENTRY CODE W/D=ID ENTRY=ID W/D=ID ENTRY=ID VALID W/D CODE

Sample 1 – Typical

Sample 2 – Typical

Sample 3 – Needs Work

ENTRY AND WITHDRAWAL PROCEDURES IN ADM 2000

ENTER A NEW STUDENT ENTER A NEW STUDENT (from OUTSIDE Willoughby-Eastlake Schools) (from OUTSIDE Willoughby-Eastlake Schools) You will be prompted to enter an ENTRY Code – You will be prompted to enter an ENTRY Code – this is NOT an EMIS Field! this is NOT an EMIS Field! Do NOT use ID for this type of entry!!! Do NOT use ID for this type of entry!!! If enrolling a student for next year (i.e. school 800), use TODAYS date If enrolling a student for next year (i.e. school 800), use TODAYS date

TRANSFER A STUDENT TRANSFER A STUDENT (BETWEEN Willoughby-Eastlake Schools) (BETWEEN Willoughby-Eastlake Schools) CHANGE CURRENT SCHOOL CODE ON STUDENT MASTER WINDOW CHANGE CURRENT SCHOOL CODE ON STUDENT MASTER WINDOW

A POP-UP WINDOW WILL ASK FOR ADDITIONAL DETAILS – USE: A POP-UP WINDOW WILL ASK FOR ADDITIONAL DETAILS – USE: ID FOR WITHDRAWAL AND ENTRY CODE IF STUDENT HAS MOVED INTO YOUR SCHOOL AREAID FOR WITHDRAWAL AND ENTRY CODE IF STUDENT HAS MOVED INTO YOUR SCHOOL AREA OE FOR WITHDRAWAL AND ENTRY CODE IF STUDENT IS ATTENDING YOUR BUILDING BASED ON INTRADISTRICT OPEN ENROLLMENT (ONLY IF APPROVED BY PUPIL SERVICES)OE FOR WITHDRAWAL AND ENTRY CODE IF STUDENT IS ATTENDING YOUR BUILDING BASED ON INTRADISTRICT OPEN ENROLLMENT (ONLY IF APPROVED BY PUPIL SERVICES)

More on Open Enrollment If a student is moving to your building via open enrollment for the NEXT YEAR: If a student is moving to your building via open enrollment for the NEXT YEAR: Change the Next School Code to Your Building Change the Next School Code to Your Building Verify the Next Percent of Time, and Next Grade Level Verify the Next Percent of Time, and Next Grade Level AFTER the bump grades in August, go to the entry/withdraw window and CHANGE the entry/withdraw codes to OE so that a list can be generated of students in your building based on INTRADISTRICT Open Enrollment AFTER the bump grades in August, go to the entry/withdraw window and CHANGE the entry/withdraw codes to OE so that a list can be generated of students in your building based on INTRADISTRICT Open Enrollment

WITHDRAW A STUDENT FROM THE DISTRICT: WITHDRAW A STUDENT FROM THE DISTRICT: (NOT A TRANSFER!!!) (NOT A TRANSFER!!!) ALWAYS DO THIS BY USING THE ENTRY/WITHDRAW WINDOW ALWAYS DO THIS BY USING THE ENTRY/WITHDRAW WINDOW USE A VALID WITHDRAW CODE (REQUIRED BY EMIS) USE A VALID WITHDRAW CODE (REQUIRED BY EMIS) DO NOT USE CODES WITHOUT CHECKING WITH PUPIL SERVICES!!! DO NOT USE CODES WITHOUT CHECKING WITH PUPIL SERVICES!!!

SPECIAL CASES

Willoughby-Eastlake Student Attends Another District for Special Education or Community School W-E SCHOOLS Student DOES NOT Withdraw! W-E Student Attends Another District (Special Ed, Community School, etc) School Code 16 School Code916 W/D=OOD ENTRY=OOD

Notes: Change school code from YOUR school to 9XX AND Change percent of time to zero

Notes: Press F5 and change the Next School to 9XX AND Percent of Time to Zero

On the pop up window, enter OOD for BOTH entry and W/D codes

Under Under Student Student Maintenance Maintenance State Reporting State Reporting Attendance - GK Attendance - GK

The Attending/Home District IRN MUST be the IRN number of the district the student will attend (NOT W-E) The Attending/Home District IRN MUST be the IRN number of the district the student will attend (NOT W-E) Use the F3 key to select an appropriate IRN Indicator Use the F3 key to select an appropriate IRN Indicator Clear these fields if student returns to us!

Valid IRN Indicators (use for OUT-GOING students)

Student Lives In Another District And Attends A Willoughby-Eastlake School W-E SCHOOLS School Code 40 ENTRY =Valid Code Example: Foster/Court placed into W-E Superintendent Agreement into W-E

Notes: On the Additional Information window, use F3 to select an appropriate student status (NOT zero!) On the Additional Information window, use F3 to select an appropriate student status (NOT zero!) You may need to enter a special needs code You may need to enter a special needs code

Valid Student Status (use for IN-COMING students) Never Use!

Under Under Student Student Maintenance Maintenance State Reporting State Reporting Demographic - GI Demographic - GI

The District of Residence IRN MUST be the IRN number of the district where the parents reside

Under Under Student Student Maintenance Maintenance State Reporting State Reporting Attendance - GK Attendance - GK

The Attending/ Home District IRN MUST be the IRN number of the district where the parents reside

Willoughby-Eastlake Student Enters Our District from a Non-Public School And Is Already In ADM2000 W-E SCHOOLS School Code 1XX DO NOT USE! DO NOT USE EXISTING STUDENT RECORDS FROM SCHOOL CODES IN THE 100 RANGE! DO NOT USE EXISTING STUDENT RECORDS FROM SCHOOL CODES IN THE 100 RANGE! INSTEAD - ADD A NEW RECORD!! INSTEAD - ADD A NEW RECORD!! THIS IS DIFFERENT INFORMATION THAN WHAT WE DISCUSSED IN THE JANUARY IN-SERVICE! THIS IS DIFFERENT INFORMATION THAN WHAT WE DISCUSSED IN THE JANUARY IN-SERVICE!

Willoughby-Eastlake Student Enters Our District from School Code 94 (Non-public Receiving W-E Services) W-E SCHOOLS School Code94 W/D= ID ENTRY= ID Works Somewhat Like a Transfer Because You Simply Change Current School Code, but… Works Somewhat Like a Transfer Because You Simply Change Current School Code, but…

Notes: Change school code from 94 to YOUR school code AND Change percent of time to 100

Notes: On the Additional Information change Student Status to 0 On the Additional Information change Student Status to 0 You MAY need to change or remove the Special Needs code

A POP-UP WINDOW WILL ASK FOR ADDITIONAL DETAILS – USE ID FOR WITHDRAWAL AND ENTRY CODE!!! A POP-UP WINDOW WILL ASK FOR ADDITIONAL DETAILS – USE ID FOR WITHDRAWAL AND ENTRY CODE!!!

Issues with transferring a student from school code 94 No problem if transferring NOW – follow handout No problem if transferring NOW – follow handout If changes are for next year, then If changes are for next year, then Change Next school code to YOUR school, AND… Change Next school code to YOUR school, AND… Change Percent of Time on the Next Year window to 100% Change Percent of Time on the Next Year window to 100% DO NOT MAKE THESE CHANGES UNDER CURRENT DETAILS DO NOT MAKE THESE CHANGES UNDER CURRENT DETAILS One LAST (IMPORTANT) Step: One LAST (IMPORTANT) Step: When you return from summer break, you MUST change the student status under Additional Information to 0. Do NOT do this during the current school year if the student is still attending a non-public school When you return from summer break, you MUST change the student status under Additional Information to 0. Do NOT do this during the current school year if the student is still attending a non-public school

Details for RE-ENROLLING a Withdrawn student for entry into Next School Year If a student who has previously attended a Willoughby-Eastlake school is to re-enroll for the upcoming school year (i.e. is presently WITHDRAWN), then If a student who has previously attended a Willoughby-Eastlake school is to re-enroll for the upcoming school year (i.e. is presently WITHDRAWN), then Change current school to 800 Change current school to 800 When prompted, use an appropriate NUMERIC ENTRY code (use F3 to see the list). Do NOT use ID and do NOT change the existing withdrawal date and codes! When prompted, use an appropriate NUMERIC ENTRY code (use F3 to see the list). Do NOT use ID and do NOT change the existing withdrawal date and codes! Use current date for the ENTRY date Use current date for the ENTRY dateALSO… Change NEXT school code to YOUR school, AND… Change NEXT school code to YOUR school, AND… Change Percent of Time on the NEXT Year window to 100% Change Percent of Time on the NEXT Year window to 100%

WHEN IN DOUBT… Call the HELP DESK!