Online Enrollment – Parent Support

2018-2019 Online Enrollment – Parent Support
Online Enrollment Goals and Expectations Technology/Parent Support Staff Online Enrollment – Parent Support

April 16 – June 1 PK Pre-registration officially April 16 – 20 Encourage as many parents as possible to complete this process from home Online Enrollment form (PK and new YISD students) and Online Demographics Update forms will be closed to parents beginning at Midnight on June 2, 2018 and will not re-open again until August 2018 Online Enrollment – Parent Support

Goal is for every YISD Campus to have 95% of their parents of existing/returning students update their Online Demographics form by June 1 Online Enrollment – Parent Support

Campuses will be expected to run their own enrollment/demographics update process Message to parents will instruct them to call/stop by their child’s campus if they need assistance If they have students at multiple campuses, they will only need to choose one campus for assistance TIS Help Desk only for YISD staff technical support Please do not refer parents to Central Office for assistance Online Enrollment – Parent Support

Main focus is for parents to complete their online demographics update between April 16 and June 1 Hard copy packets NOT required at this time (with exception of PK Eligibility Packets) May 2018 – Campuses may begin distributing Hard Copy Enrollment Packets to parents Testing April 30 – May 11 Online Enrollment – Parent Support

August 2018 – Online Enrollment re-opens for Brand New to YISD Students and remaining Returning Students *Tentative start date – pending End of Year Rollover and staff return dates August – Student Registration/New Teacher Induction week Collect Hard Copy Enrollment Packet and Proof of Residency this week August 27 – First Instructional Day of School Year Online Enrollment – Parent Support

What’s the difference? Existing/Returning Student Enrollment New to YISD Student Enrollment Online Enrollment – Parent Support

Existing/Returning Students will fill out the Online Demographics Update Form Parents of these students MUST have valid HAC Login Credentials All of your current students – even if they are in a grade level that will require them to attend a different campus next year (PK, Grade 5, Grade 6, Grade 8) Students who have left The District and are returning IF they were with YISD during the School Year or sooner Students who left during the School Year or sooner MUST NOT fill out a New YISD Student Enrollment Form – Will cause duplicate PEIMS errors and will result in parent having to go back and fill out the Online Demographics Update form Graduating Seniors WILL NOT need to have their parents fill out an Online Demographics Update Form Online Enrollment – Parent Support

Brand New To YISD Students will fill out the New YISD Student Enrollment Online Form Parents of these students MUST create a New to YISD Enrollment Online Account They will be UNABLE to enroll via a HAC Account PK Pre-Registration Students and possibly students of military parents who know they will be stationed in El Paso Students who have left The District BEFORE THE School Year ( or earlier) Students who left before the School Year won’t be found in eSchoolPLUS Online Enrollment – Parent Support

Is it possible for a parent to have to enroll one student using the Online Demographics Update Form and another student with New YISD Student Enrollment Online Form? YES – example of this scenario would be a parent with a child currently in 4th Grade and another who is Pre-registering for PK Online Enrollment – Parent Support

If a parent has a child who is an existing student AND another who will be a brand new to YISD student, can we add the new student to the parent’s HAC Account? NO - HAC Accounts can only be generated for students who already have a record (in any status) in eSchoolPLUS Brand New to YISD Students do not have ANY information in eSchoolPLUS available to allow for the creation of a HAC Account Online Enrollment – Parent Support

Roles and Recommended Processes Online Enrollment – Parent Support

Technology Staff (ITS, Librarians) role in Online Enrollment will involve assisting parents create an account (if necessary), pointing them to the proper online enrollment form, and assisting them with successfully submitting their form Online Enrollment – Parent Support

Technology staff will NOT be responsible for looking up login credentials in eSchoolPLUS or for screening parents Attendance Clerks/Registrars/Sked Clerks/Backups will be the FIRST POINT OF CONTACT when assisting parents Campus technology staff will be tasked with assisting/guiding parents through the Online Demographics Update Form and New Student Enrollment Form It is important and HIGHLY RECOMMENDED that your campus adheres to these defined roles Online Enrollment – Parent Support

Things you’ll need to know Determining if parents have been screened by the office staff (Attendance Clerks, Registrars, Sked Clerks, Backups) Pointing parent towards the correct online enrollment form link Assisting with creating any free account Assisting with creating a New to YISD Student EO Account (can’t be created by front office staff in eSchoolPLUS) Navigating the Online Demographics Update Form and New YISD Student Enrollment Form How/where to help parent determine if they’ve successfully filled out correct enrollment form Online Enrollment – Parent Support

Make sure parents see/talk to the front office screening staff BEFORE you direct them to a computer Online Demographics Update Form – Existing and returning students (if they last attended YISD during the School Year or sooner) New YISD Student Enrollment Form – PK and BRAND NEW TO YISD Students (or students who last attended YISD during School Year or earlier) Ensure parents know their HAC Login credentials PRIOR to being sent to the computer lab to fill out their enrollment form Attendance Clerks/Registrars/Sked Clerks/Backups will be the FIRST POINT OF CONTACT when assisting parents (in person and via phone) Online Enrollment – Parent Support

Bypassing the screening area will cause confusion for parents Technology staff will not know for certain which form a parent should fill out You will not be trained on eSchoolPLUS Refer parents back to front office/screening station if they’re unsure of their login credentials or which form they should be filling out In mind customer service Online Enrollment – Parent Support

Not necessary for every parent to physically stop by the campus in order to fill out their online form Parents will be encouraged to complete this process at home Have a workflow/process in place to assist those parents who need campus assistance/resources Have a plan in place to handle enrollment related phone calls – if problem can be solved over the phone, please do so Online Enrollment – Parent Support

Best Practices Setup stations/flow chart Desktops – PCs (if possible) Internet Browser – IE or Chrome (if using a Mac) Always make sure parents start with a fresh login session If setting up a wireless hotspot, test BEFORE April 16 to ensure connectivity will not be an issue Chromebooks – sometimes problematic, especially if they don’t have the latest updates Tablets and smartphones – Not the best user experience for parents Advise parents to save their progress and save often Online Enrollment – Parent Support

Things to Watch For Parents bypassing campus flow chart (skipping screening station) Avoid Safari and Microsoft Edge browsers Be cognizant of system timing out Always make sure parent starts with a fresh login session Make sure parents LOGOUT once they have completed online enrollment form Online Enrollment – Parent Support

August 2018 Online Enrollment – Parent Support

August 2018 – Online Enrollment re-opens for Brand New to YISD Students and remaining returning students *Tentative start date – pending End of Year Rollover and staff return dates August – Student Registration/New Teacher Induction week Collect Hard Copy Enrollment Packet and Proof of Residency this week August 27 – First Instructional Day of School Year Online Enrollment – Parent Support

Keep campus processes in place once school year begins Student’s enroll all the time, keeping processes in place will reinforce good habits and make next year’s process easier for campuses Online Enrollment – Parent Support

Login Training Links Returning Student Demographic Update Form New Student Enrollment Online Form

Online Enrollment – Parent Support

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