As students are enrolled in the district via the New Student Enrollment wizard in ASCENDER ParentPortal, administrators must review and accept each enrollment request, monitor forms and documents submitted by parents, complete the student’s enrollment and assign a student ID, and provide each student's parent with a Student Portal ID. These steps must be completed in ASCENDER Registration.
Registration > Maintenance > Online Registration > New Student Enrollment
This page allows you to review pending new student enrollment requests received from ASCENDER ParentPortal.
As students are enrolled online in ASCENDER ParentPortal, an administrator must review each enrollment request and create a record for each registered student.
A list of new student enrollment requests received from ASCENDER ParentPortal is displayed.
You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.
A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.
IMPORTANT: Before accepting new students, campus staff should verify that the student has not been enrolled before. Go to the Student Enrollment page and click Hist Directory to access the Historical Directory, and search for the student.
It is possible that a student was enrolled with a different ID before. For example, the student may have been enrolled previously with a state-assigned ID, but has now been enrolled with a social security number. Check each student carefully to avoid creating duplicate enrollment records.
To search for a new student enrollment record, do one of the following:
Search by Name | Type the student's first and last name. |
---|---|
Search by Key | Type the student's key. This number is generated by ASCENDER ParentPortal when the parent proceeds through the new student enrollment steps. |
As you begin typing the name or key, a drop-down list displays records that match the characters you have typed. From the drop-down list you can select the record.
Click to view the details of a pending enrollment request. The student's enrollment record is displayed on the Register Student page. |
Registration > Maintenance > Online Registration > New Student Enrollment > Register Student
This page allows you to enroll a new student using the information that was entered by the student's parent/guardian in ASCENDER ParentPortal.
This initial data serves as the basis for a complete student record.
NOTE: Verify whether Auto Assign Student ID is set to automatic or manual assignment of student ID numbers on Maintenance > District Profile > District Maintenance > Control Info.
Student ID |
Verify whether student IDs are automatically or manually assigned, as indicated in the Auto Assign Student ID field on
Maintenance > District Information > Control Info. |
---|---|
Student Key | The enrollment key assigned to the student's enrollment record in ASCENDER ParentPortal is displayed. |
❏ Under Demographic Information:
Grade | Select the student's grade level for the current school year. |
---|---|
Entry Dt |
Type the student’s enrollment date, which is the first date the student attended the campus. |
Track | Select the attendance track in which to enroll the student. |
Elig Code | Select the student's ADA eligibility code. |
Next Year Student |
Select if the student is enrolling for the next school year. |
❏ The following fields are populated using the information that was entered by the student's parent/guardian in ASCENDER ParentPortal. Verify that the data is valid.
Name | The student's full name is displayed. |
|||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Social Security Number Denied |
Select if the student’s parent/guardian refused to provide the student’s social security number to the district. |
|||||||||||||||
SSN | The student's social security number is displayed. | |||||||||||||||
Sex | The code indicating the student's gender is displayed. | |||||||||||||||
DOB |
The student's date of birth is displayed and cannot be modified. |
|||||||||||||||
Xfer Factor |
If a campus is capped for the current year (i.e., Capped To Campus and Capped Date are set for a particular campus on Registration > Maintenance > Campus Profile > Campus Information Maintenance > Control Info), this field allows you to override the cap when enrolling a student who would otherwise be assigned to another campus.
|
|||||||||||||||
Last Year Grade | The grade level entered by the parent when enrolling the student via ASCENDER ParentPortal is displayed but can be updated if needed. |
|||||||||||||||
Hispanic/Latino | The field is selected if the student is of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. |
|||||||||||||||
Race | One or more of the following options is selected, regardless of whether the student is Hispanic/Latino.
|
Phone/Address |
|
---|
❏ Under Attendance Zones:
If Attendance Zones are used in the district (i.e, Attendance Zone Edit is selected on Registration > Maintenance > District Profile > Attendance Zones Options), the student's Physical address will be validated against the district's Attendance Zones.
The list of campuses in the student's attendance zone are listed.
If the student's Physical address is not within a street segment as defined on the district Attendance Zones page, the student cannot be enrolled unless the student has a transfer factor override code.
❏ Under Contact Detail:
Up to six contact tabs may be displayed. Information entered by the parent is displayed. Verify that the data is valid, and make changes to each tab if needed. You can save changes to all tabs at the same time.
Parent/Guardian | The field is selected if the contact is the student’s guardian. |
---|---|
Emergency | The field is selected if the contact should be notified in the event of an emergency. |
Receive Mailouts | This field should be selected if the contact will receive student documents (i.e., report cards and interim progress reports (IPRs)). The field is required for a contact who is listed as Priority=1. |
Relation |
The contact's relationship to the student is displayed, such as a relative, doctor, neighbor, hospital, caseworker, guardian, or other medical facility/person.
NOTE: For a hospital contact, Hospital should be selected, the hospital name should be entered in the Occupation field. |
Language | The language in which the student's documents (i.e., report cards and interim progress reports (IPRs)) will be printed for this contact is displayed. If blank, the documents are printed in English. |
Name |
The contact's full name is displayed.
NOTE: This field should be blank if Relation is set to Hospital. |
Enrolling Person | This field is selected if this is the contact who enrolled the student. Only one contact can be an enrolling person. |
DOB | The contact's date of birth is displayed. |
Phone Preference | The contact's preferred phone number is displayed. |
Home Cell Business Other | The contact's home, business, cell, and other phone numbers, including area code, are displayed if entered. |
Address | The contact's complete address is displayed. |
Migrant | The field is selected if the contact (parent/guardian) is a migratory agricultural worker. |
Occupation | The contact's occupation is displayed. If Relation is Hospital, this field should display the hospital name. |
The contact's email address is displayed. |
|
Right to Transport | This field is selected if the contact is authorized to transport the student from school. Instructors and administrators are able to view this information in TeacherPortal on the Student Information page. |
Driver License | The contact's driver license number and the two-character state that issued the driver license are displayed if entered. |
Vehicle | The contact's vehicle make, model, predominant color of the vehicle, plate number, and the two-character state that issued the license plate are displayed. |
Information Request |
The button is displayed if information about previous special program participation or family members in the military was included. WARNING: This information is only displayed until the new student enrollment is accepted. Print this information before clicking Save; otherwise you must run SRG2300 - Student Information Request to view the information.
|
---|---|
Submitted Standard Forms |
Click to view a list of all forms submitted for the student. A pop-up window opens which displays the form name and date submitted. Click OK to close the window. |
Documents | View or attach supporting documentation. |
❏ Click Save.
A warning message is displayed if the student was previously enrolled in the district (i.e., the student's social security number and date of birth match a historical record). Demographic information from the student's previous enrollment is displayed, including the previous student ID.
Return | Click to return to the New Student Enrollment page to process another student. |
---|
NOTE: To retrieve a newly enrolled student who was marked as a next year student:
From Maintenance > Student Enrollment, click Directory, and select Next Year Students.
Registration > Maintenance > Student Enrollment > Forms
Once you have completed the student's enrollment and assigned a student ID, the Forms tab displays forms submitted by parents during New Student Enrollment. You can also view any documents attached, such as birth certificate, driver licence, etc.
filters | |
---|---|
You can filter the listed forms: |
|
Sch Yr |
Indicate the school year for which you want to view new enrollment data. If the student enrolled during the current school year, select the current school year. If the student is enrolling in the upcoming school year, select the next school year. Move to Grade Reporting (MTGR) affects the school years displayed. After MTGR is run, the previous school year drops off, and the next school year is added. |
Forms | Select which forms you want to view for the selected school year(s). |
❏ Click Filter. |
Click Save if you entered or changed a date.
Documents |
If the parent uploaded any documents, the Documents button displays a note icon. Click Documents to download and view any attached documents. |
---|
IMPORTANT: Before proceeding, be sure that a Portal ID letter has already been created on Registration > Maintenance > Parent Portal > Letters > Update > Letter that includes the nine portal ID variables.
Registration > Maintenance > Parent Portal > Letters > Print > Letter Criteria
This tab allows you to set criteria for printing parent letters for ASCENDER ParentPortal. Each letter provides the portal IDs of the students in one family.
Recipient Selection | Select the students for whom you want to send letters to the parents.
|
||||||
---|---|---|---|---|---|---|---|
Number of Students Selected | If you selected List of Students, the number of selected students is displayed. |
||||||
Letter Sort Order | Select the order in which you want the letters printed.
|
||||||
Run Criteria |
|
❏ Click Run.
Registration > Maintenance > Parent Portal > Letters > Print > Print Letters
The letters open in PDF format in an embedded Adobe Reader window.
From the Adobe Reader toolbar, you can print the letters, save them to your PC, and perform other functions allowed by Adobe Reader.
If more than one student was selected, only the first student’s letter is visible, but the remainder of the letters follow. You can use the scroll bar to view all letters.
Mark as Printed |
Click to indicate that you have printed the letter. |
---|---|
Preview Labels |
Click to print mailing labels for the letters, which are printed in the same order as the letters. NOTE: The letters and labels may be sorted by either zip code or student name, but the student's name is not printed on the labels. It is recommended that you include the parent name in the letter heading so that it will be easier to match the label with the letter.
|
Preview Errors | If errors are found, click to view the errors. Review, save, and/or print the report.
• Invalid addresses for parent or student Click Close Errors to close the error report. |
Return |
Click to return to the Letter Criteria tab. |
❏ Distribute the letters to parents.
With a valid Student Portal ID, parents can add a student to their ParentPortal account.
If the district has enabled parents to complete online registration and/or update a student’s current year data, a parent can complete online registration and make changes to his student’s data using forms available via ParentPortal.
As parents update data for their students, an administrator must review and approve each change.
The Texas Computer Cooperative (TCC) is committed to making its websites accessible to all users. It is TCC policy to ensure that new and updated content complies with Web Content Accessibility Guidelines (WCAG) 2.0 Level AA. We welcome comments and suggestions to improve the accessibility of our websites. If the format of any material on our website interferes with your ability to access the information, use this form to leave a comment about the accessibility of our website.