New Student Online Enrollmentflash.lisd.net/easy/sky/Entry-With/NOEProcess.pdf · 1) With the...

Online Enrollment – Processing Application

LISD Enterprise Application Services – Training of 23 F:\Sky\Entry-With\NOEProcess.docx 3/21/2018

New Student Online Enrollment

Table of Contents

Skyward Staff .................................................................................................................................... 3 1.A Question to ask the parent of a potential student ................................................................... 3

1.B New Student Online Enrollment ............................................................................................ 4

1.B.1 Managing Documents for a Student ................................................................................ 5 1.B.1a - Scanning Suggestions .............................................................................................. 5

1.B.1b - Attaching Documents .............................................................................................. 5

Primary Method ................................................................................................................ 5

Alternate method ............................................................................................................... 5

1.C Validate Address/Ethnicity & Race ....................................................................................... 7

1.D Process Application ................................................................................................................ 8

1.D.1 Reassign a Student Application to a different campus. ................................................... 8 1.D.2 Process a Student Application on Your Campus ............................................................ 9 1.D.3 Application Work in Progress ....................................................................................... 10 1.D.4 Student Information ...................................................................................................... 10 1.D.5 Default E/W Options ..................................................................................................... 11 1.D.6 Student Information ...................................................................................................... 11 1.D.7 Additional Demographic Information ........................................................................... 12 1.D.8 Enrollment Information ................................................................................................. 12 1.D.9 Family 1 Common Information .................................................................................... 13 1.D.10 Family 1/Guardian1 Info ............................................................................................. 14 1.D.11 Emergency Information .............................................................................................. 15 1.D.12 Approving the Application .......................................................................................... 16 1.D.13 Special note regarding NSOE when Next Year option is enabled .............................. 16

2 - NSOE - User Defined Online Enrollment Report...................................................................... 19

3 - Access Scenarios ....................................................................................................................... 20 3.A Family/student has never been in LISD with no existing Family Access Account ............. 20

3.B Family with an active student in LISD * .............................................................................. 20

3.C Family with previously active students in LISD and but no current students ...................... 20

3.D Existing Guardian who is or was not Primary Guardian for a student ................................. 20

4 - FAQ for New Student Online Enrollment (NSOE) ................................................................... 21 4.1 How is enrolling a student today and future enrollment for the next school year different?21 4.2 What if a parent cannot see the link in Family Access to enroll a student? ...................... 21 4.3 What do you do if the CY path does not fill in based on the address? ............................. 21 4.4 Logging in as a “new” parent in the New Student Online Enrollment module ................ 21

Troubleshooting tips ....................................................................................................................... 23



Skyward Staff

1.A Question to ask the parent of a potential student

When a parent contacts your campus to enroll a new student, you need to ask the following question and

follow any suggested procedures. You can also direct the parent or have a link placed on your website for

the following page: LISD Home Page >> Skyward Icon (top of page) and choose: “New Student Online

Enrollment”. This information page has all links required to get them into the system.

Question : Do you currently or have you ever had a student in LISD?

YES:

1) If needed, look up the account for the parent in the Families Tab >> Family Access >> Family Access

Users. (bottom right corner: use last name, space and first name to narrow down search)

2) Choose “Edit”.

3) Make sure account is allowed to access Family Access.

4) If needed, change the password and set to require them to change it.

5) Provide the account to them and direct the parent to the LISD Home Page >> Parent Tab >> Skyward

Family Access page >> New Student Online Enrollment link.

NO:

1) Direct parent to the LISD Home Page >> Skyward Icon (top of page) >> New Student Online

Enrollment link.

2) Follow the procedures detailed on that page for a parent that has never had a student in the district.

A FAQ related to various scenarios is provided at the end of this document.



1.B New Student Online Enrollment

When parents/guardians have completed the new student online enrollment application, it will be sent to a

queue to be held for processing. Parents have the option within the application of selecting the school they

anticipate their student will attend.

When you, as a registrar or attendance clerk, log in to the system you will have access to the information

that has been entered by the parent/guardian.

Students >> Online Enrollment >> Enrollment Application Processing

ST/OE/EP

1) Log in to Skyward and check for an alert . Click

the Alert icon to see if you have any notifications that

there are new enrollment applications pending. (go

to the Enrollment Application Processing window

using the path above.

2) If you have pending applications you can double-click

on the item in the alert window or you can navigate using the

path above to access the applications.

3) Verify that the Filter is set to *New Applications. See the

available filters. If you don’t see the applications you

expect, be sure to check the filter and change if needed.

4) Select on the line for the student to be processed and click

the arrow to expand the record.

Dbl-Click to

access



1.B.1 Managing Documents for a Student

Documents can be scanned and attached to an application. You DO NOT have to have the application

assigned to you in order to add these files.

1.B.1a - Scanning Suggestions

If you can, use the document type as the file name. Skyward does not need it to be unique.

Save the file in a location that you can get to it when you are logged into Skyward.

Scan on the highest quality possible setting so the pictures are clear and the text is readable.

1.B.1b - Attaching Documents

Students tab >> Online Enrollment >> Enrollment Application Processing.

Primary Method

1) Change the filter setting to: “All Available Applications”.

2) Locate the student. (Filter on the columns at the top of screen if necessary.)

3) To manage the documents, click on the “Manage Required Documents button on the right of the

window.

Alternate method

1) Change the filter setting to: “All Available Applications”.

2) Locate the student. (Filter on the columns at the top of screen if necessary.)

3) Click the arrow next to the entity number in the first column to expand the details of the application,

then click the arrow to expand the “Required Documents/ Portfolio” section.

NOTE: The link: “Manage Required Documents” attaches files and marks them received. The option:

“Maintain New Student Online Enrollment Portfolio” accesses and upload any document including

those which are required. It will not allow you to mark them received.



4) Click on the “Manage Required Documents”

link.

5) Click the link to “Add File” for the document

type you need to add, and browse to the file

you have previously saved on your computer.

6) After attaching the file, mark the document

received.

7) Repeat for all documents to be attached and

Save after each.



1.C Validate Address/Ethnicity & Race

1) The first thing you should do is to expand the record to verify the Family 1 information to make sure it

is in your attendance zone. If not, you can assign a student to another campus.

2) Print the Home Language Survey (use the drop down arrow and click “Edit”). The parent will need to

sign it on paper. You can view the contents and print any of the forms.

Verify that address is within

your attendance zone. If not,

reassign to the correct

campus.

Verify that the Home Language

Survey is completed.



1.D Process Application

1.D.1 Reassign a Student Application to a different campus.

To assign an application to another campus you will

1) Access your applications.

2) Select: “Assign Application”.

3) Type in the number of the campus or choose the “Entity” link to look up and select the campus. You

should NOT assign to a person, just change the campus and let them assign themselves.

4) Save the change.



1.D.2 Process a Student Application on Your Campus

1) With the correct student selected, click the Process Application button.

2) In the popup, you are given 2 choices:

a) Yes – to begin processing

b) No – to open the application in View mode.

3) If the student is not originally assigned to you, you will receive a message as to whether you wish to

assign this student to you.

a) Click Yes if it is your student, and then

begin the processing of the application.

b) Click No if it is not your student and you

can then view the application in view

only mode.

4) Click Yes to begin processing the application.

In the Process Application window, you will see

all information that was entered by the parent.

The following instructions will walk you through

the steps as you work down through the

application.



1.D.3 Application Work in Progress

The first section is the Stage. Here you have the opportunity to select the option that best fits the progress

of this application as you work on it. The advantage of using the stage field is that it helps you filter on the

applications that are in process, of those you are waiting on additional documentation.

1.D.4 Student Information

1) Check for Matches – ALWAYS LOOK FOR THE STUDENT! The first thing you should do is to

click the “Check for Matches” button to search the district database to verify the student has never

existed in the database.

2) The Add student window will open and from here you will click on the “Click Here to Search for

Entered Name” to insure the student does not already exist.

3) If a match does exist, or something close enough it is perceived to be a match, it will appear in the list

and from there you can determine if it is truly a match or not.

Select the option that

fits the current status

of this application.

Click to search

for student. If the student appears in the list

and is the same student, click

the Select Name as Match

button.



a) If it is a match, you can click the “Select

Name As Match” button to prevent creating

another user id for the same student.

b) If it is not a match, click the Back button to

return to the previous screen.

1.D.5 Default E/W Options

By clicking on the “Default E/W Options” button (on

the right), you are given the option to accept a set of

default values. See illustration to the right.

1.D.6 Student Information

Verify ALL INFORMATION the parent entered and

if the field is blank, add the information at the face to

face enrollment.

Note: Verification of spelling and dates are important!!

Verify ALL information. Add any information that is

missing and verify all with parents/guardian.

This should be the grade the

student would be in today – it

doesn’t matter if they are

enrolling today or for the future.



1.D.7 Additional Demographic Information

The Additional Demographic Information should be verified. If you know the student has previously

attended LISD and has an “OtherID”, you can edit this box and type in their existing number.

Note: The ID will change each time you open the form. When approved it will be asisgned.

1.D.8 Enrollment Information

Check the Entry Code to make sure it is correct. The remainder of the fields was populated by default and

should be correct.

Verify

Only for E3 or E4

students

Automatically assigned

Enrolling now: Yes

Enrolling Future: No

Enrolling now: active Enrolling future: inactive

Automatically assigned



1.D.9 Family 1 Common Information

The information in this section needs checked very carefully! Complete as many blank fields as you can.

Home Address

When checking the home address – ALWAYS use the USPS to make sure it is correct! Do NOT use the

drop list as many of these will be incorrect.

Street names must match USPS. For example, a street name with the word Drive may be in the system as

Drive, “Dr.”, or “Dr”. In the USPS file, it is listed as “Dr” and that is what the student record must contain.

ALWAYS check and

match the USPS.!!

Validate all information

or request from parent.

Must have if they

receive mail at a PO

Must Correct - no House numbers

or Directions in Street Name.

If blank, correct after

the student is approved

and enrolled.

Set for your

attendance zone.



1.D.10 Family 1/Guardian1 Info

Verify the information in this section. You can click the button to Remove this Guardian or Check for

Matches.

You can also check the box to Create/Activate Family Access Account and Email Account Reset Link.

BE SURE TO ALWAYS CHECK FOR

MATCHES – to be able to connect all

siblings.

Click this button to add an additional Guardian to Family 1

Click this button to add an additional Family

Check to create the

Family Access Account.

If checked, this person will

automatically be added as

the Emergency Contact 1.



1.D.11 Emergency Information

If the primary family member checked the emergency contact box in the previous Family 1/Guardian 1 Info

window, this will automatically populate with that information.

BE SURE TO ALWAYS

CHECK FOR MATCHES

Must have a primary phone.

Add additional Emergency Contacts.



1.D.12 Approving the Application

To leave the application process, choose from one of the options below:

Save – Use this if you must leave the application at any time and it is not completely verified

Approve Application - when all information has been added, VERIFIED and is complete, click on the

Approve Application button to accept the application.

Deny Application – if the application is denied, this will remove them from the system and the parent

would have to complete the application all over again if needed. Clicking this option will also send the

parent an email with the text you add to the message. Once an application is denied, it can no longer be

reopened.

Cancel Application – if at any time you click Cancel, it will finalize the application and it will no

longer be editable.

Default E/W Options (see 1.D.5 Default E/W Options11).

1.D.13 Special note regarding NSOE when Next Year option is enabled

Each year around February- March, the option to select an enrollment for the NEXT SCHOOL YEAR is

enabled for the parent and the ability to fill out a transfer form is provided. If they enter an application prior

to that time, Skyward will not properly set grade levels and active status since it only has the option for

current year. Parents selecting current year will set the start date as the first day of the next school year, but

the application is unable to adjust the fields based on the date that it is for the next school year and will

assume current year enrollment.

ISSUE: Parents submitting NSOE applications prior to the option for NEXT YEAR being enabled

require special consideration and correction. If the parent waits until the option is enabled, there is

nothing to be done as Skyward correctly adjusts grade levels and current year status based on the parent’s

selection of “Next Year” with a start date of the start of school for that year. Two issues need to be resolved

in relation to these changes:

1. The application will need adjustment if it is marked “CY” but has a start date of next year.

2. Applications with a completed transfer request will be addressed by Community Services and

needs to be placed in a hold status to allow for determination of transfer status.



ACTIONS FOR CORRECTING THE APPLICATION: If you have applications that are not for current

year, you will need to make the following adjustments when processing the application:

STARTING AFTER THE NEXT YEAR OPTION IS ENABLED: There will be an asterisk on

the grade level indicating if they chose next year or current with a start date of next year.

You will need to adjust applications that incorrectly show current year application, but a next year

start date.

Make sure that email fields ONLY have one email address in them and there is no other text.

AFTER ENROLLING THE STUDENT, The choice to receive a Hard Copy (Paper) report card is

defaulted to “yes”. Please make sure to ask the parent and mark it for them on the application. They

do not have access to that field.



ACTION WHEN A COMPLETED TRANSFER FORM IS PRESENT: Parents will be able to fill out

applications for transfer within the custom forms area on the NSOE application. They are generally not

available before the enabling of the NEXT YEAR option.

If you notice there is a transfer request form filled out for a student (“Transfer Request” or Transfer

Request S”), it is recommended that you assign the application to yourself and then place the Stage

to “TRA”. This will remind you not to work this application.

Once Community Services approves or denies the transfer request, THEY will alter the application

and leave it at your campus (denied) or transfer it to the appropriate campus (approved).



2 - NSOE - User Defined Online Enrollment Report

This is a useful report to extract limited information from the steps that have been completed by the parent

on the New Student Enrollment Form.

Students tab >> Online Enrollment >> Reports >> User Defined Online Enrollment Report

1) Create a template and provide a name which describes the type of information in the report.

2) Set the Student ranges - applies to both processed and new applications.

3) Set the application ranges for the information needed.

4) Click the Statuses button to select those to be included in the report. Check the box to include all or

select only certain ones.

5) Select the fields to be printed and the order you wish for them to appear. You can edit the size of the

field if needed.

6) Select the sort options – this only applies to options available under the ranges or in some cases to

those selected in the fields above.

7) Save and Print.

NOTE: After the report runs, you can easily select the PDF file in your Print Queue and convert

it to Excel if you need to manipulate it. It is recommended that you use the option “Advanced

Dump” to get the fields on the same line.



3 - Access Scenarios

Listed below are some common situations and tips for how to direct a parent to get them access to the

online enrollment module.

3.A Family/student has never been in LISD with no existing Family Access Account

1) The parent will go to the LISD Home Page >> Parent Tab >> Skyward Family Access page >> New

Student Online Enrollment link.

2) They will create an account. The account, password and link provided in an automatic email will be

used to access the New Student Online Enrollment page.

3.B Family with an active student in LISD *

1) The parent will log into Family Access (provide account information if they have never used it).

2) Choose “Preview Family Access”.

3) Choose “New Student Online Enrollment” to access that page.

*Assumes they are Primary Guardian for a student. Other positions in the family cannot enroll students.

3.C Family with previously active students in LISD and but no current students

1) The parent will log into Family Access (provide account information and activate account, change

password, turn on access and follow procedure for any parent who has never accessed their account).

2) Choose “Preview Family Access”.

3) Choose “New Student Online Enrollment” to access that page.

3.D Existing Guardian who is or was not Primary Guardian for a student

NOTE: Only a person listed as a Primary Guardian or in Position 1 of Family 2 can enroll a

student. Additional members of Family 1 and 2 cannot see the link unless they are in position 1.

1) If necessary, switch the parent to position #1 of the Family they exist in. You may need to contact

another campus if this parent is not connected to a student at your campus.

2) To look up any Family Access account in the district:

a) Choose Families tab >> Family Access >> Family Access Users

b) Search by name in the bottom right hand corner. (searches entire district)

c) To see the students currently attached to the account, drop down the details on the name.

d) Choose “Edit” on the account and change the password and make sure the account is turned on.

Provide the account to the parent for use in Family Access. (see above for details)



4 - FAQ for New Student Online Enrollment (NSOE)

4.1 How is enrolling a student today and for the next school year different?

The following settings are different for a student enrolling for the next year and not the current year:

4.2 What if a parent cannot see the link in Family Access to enroll a student?

Primary Guardians and those in position 1 of Family 2 can definitely perform this function. If the parent

requesting access is not in those positions, they will not see the link when they login.

4.3 What do you do if the CY path does not fill in based on the address?

The CY path will only fill in for the address listed if the following are in place. If the path does not fill in,

you would need to correct that AFTER approving the application and enrolling the student.

Conditions where the path will NOT fill in for the application:

The address is not correct,

There is a permit code involved, or

The address is for a new student where there has never been a student in LISD associated with that

Family/ Address.

4.4 Logging in as a “new” parent in the New Student Online Enrollment module

If a new parent is having an issue with submitting an application, you can log in as that parent to view their

progress and provide guidance. This ONLY applies to those parents who are new to the district and have

created an account. You cannot log in as an existing Family Access account and those parents should be

directed to the Parent Helpdesk link located on the login page for Skyward.

NOTE: You will need the email address the parent used to create the account.

4.4.1 Look up the Account/Password

1) Access the list of self-created user accounts:

Student Tab >> Online Enrollment >> Online Enrollment Portal Users (ws\st\oe\ou\ou)

2) Check to make sure your filter is showing all accounts.

Start date: First day of next Year Next Year Status: ACTIVE

Current Year Status: INACTIVE Current Year Member: NO

Grade Level: Use Current Grade Level Grade Level: Use Current Grade Level



3) Enter the parent email address to look up the account (it is considered their login).

4) In the account record, the column marked: “Password” contains their 5 digit random password. They

cannot change the password.

4.4.2 Logging in as the parent

1) To log in as the parent, open any Skyward login screen

and change the login area to: Enrollment Access.

2) Enter the parent email address for the Login ID and the 5

digit code for the password.



Troubleshooting tips

Once you access the application for the student, some common issues and resolutions are shown below.

ISSUE SOLUTION

Parent cannot submit the

application or move to the

next step.

As stated at the top of the application screen, each step must display a

completed date in order to proceed to the next step or to submit the

application.

1. Click "Edit" on the step missing the completion date.

2. Select the option at the bottom of that step to "Complete Step "X" Only".

Parent cannot save step 4

(Additional District

Forms)

Each form has to be marked completed before it will allow you to mark the

step completed, hence they cannot submit the application unless they have

completed the additional forms.

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