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registration:maintenance:studentenrollment
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Student Enrollment
Registration > Maintenance > Student Enrollment
You must select a student before you can access the tabs on the Student Enrollment page.
❏ To retrieve a student's records, select the student in one of the following ways:
| Student |
Begin typing the student ID (with leading zeros) or last name. As you begin typing, a drop-down list displays students whose ID or last name begins with the numbers or characters you have typed. The drop-down list displays the students' full name and grade level. From the drop-down list you can select the student. |
|---|---|
| Texas Unique Stu ID |
Type all or part of the student's Texas Unique Student ID to retrieve students whose ID begins with the characters you typed. Review the Assign a TSDS Unique ID guide for additional information. |
| Directory | Click to select a student from the Directory. |
| (photo) |
If a photo exists for the student, the student photo is displayed. Photos are not displayed in all applications. They are displayed in Attendance (Inquiry), Discipline, Grade Reporting, Graduation Plan, Health, Registration, and Scheduling. They are not displayed in Special Ed or Test Scores. |
The Student Enrollment page is enabled with Demo1 as the default tab.
To add a student who has never had a record in the district:
Leave Student and Texas Unique Stu ID blank, and click Retrieve.
Depending on the setting of Auto Assign Student ID on Maintenance > District Profile > District Maintenance > Control Info, the following occurs:
- If Auto Assign Student ID is selected, the next state ID is automatically assigned to students. A pop-up message is displayed indicating that the student ID number will automatically be assigned. Click OK.
- If Auto Assign Student ID is not selected, you must enter an ID number for the student. A message at the top of the page instructs you to enter the student ID.
- In the Student field, type an unused six-digit student ID.
- Click Retrieve.
The Demo1 tab opens with blank fields allowing you to enter the student’s full name and all required demographic data for the student.
The following fields are required to create a student record; however, the more complete the student’s record, the more useful the data is throughout the Student system.
- Grade
- Entry Dt
- First and Last Name
- Elig Code
- Either SSN or Social Security Num Denied
- Sex
- Date of Birth
- At least one race must be selected.
Other bolded fields are required for PEIMS reporting and should be entered.
Re-enroll a student from historical
To locate a student who was previously enrolled in the district, leave Student and Texas Unique Stu ID blank, and click Hist Directory.
The Historical Directory opens
Historical Directory
From all Registration > Maintenance > Student Enrollment tabs, you can click Hist Directory to open the Historical Directory, which is used to search students who were enrolled in a prior school year and select a student for re-enrollment.
Enter data in one or more of the following fields, or leave all fields blank.
| Last Name |
Type all or part of the student's last name to retrieve students whose last name begins with the letters you have typed. |
|---|---|
| First Name |
Type all or part of the student's first name to retrieve students whose first name begins with the letters you have typed. |
| Stu ID |
Type all or part of the student's ID to retrieve students whose ID begins with the characters you typed. |
| Texas Unique Stu ID |
Type all or part of the student's Texas Unique Student ID to retrieve students whose ID begins with the characters you typed. Review the Assign a TSDS Unique ID guide for additional information. |
| SSN |
Type all or part of the student's social security number to retrieve students whose SSN begins with the characters you typed. |
All except the SSN field are autosuggestion fields. As you begin typing, a drop-down list displays students whose data begins with the numbers or characters you have typed. From the drop-down list you can select the student.
Click Search. The students who meet the criteria entered are displayed. The records are sorted ascending by last name and first name, and then descending by year.
- If there are multiple pages, page through the list.
Click
to go to the first page of the report or list.
Click
to go back one page.
Click
to go forward one page.
Click
to go to the last page.
Click
to select the page number you want to view in the report or list.
- The list can be re-sorted.
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.
The list include enrollment records from the current year and previous years.
• A blue link indicates a student who is not currently enrolled and can be re-enrolled.
• A black link indicates a student who is currently enrolled; these students cannot be re-enrolled.
• You can only click a row for the most recent year the student was enrolled; records for earlier school years are not hyperlinked.
When you locate the student you want to re-enroll, click either the student ID or school year.
• If the student's latest enrollment is in the current school year, a message indicates that the student is currently enrolled. Click OK.
• If the student was last enrolled in a previous school year, a warning message prompts you to confirm that you want to re-enroll the student in the current year. Click Yes, and the Student Enrollment page opens allowing you re-enroll that student.
Click Cancel to return to the previous page without selecting a student.
If you have selected a student who can be re-enrolled, the Student Enrollment page opens allowing you re-enroll that student. The student ID (as displayed in the Student field) must be the same as used previously.
- You must enter the Grade and Entry Dt fields for the student.
- Add or update additional data for the student.
- Click Save.
Student Photo
Registration > Maintenance > Student Photo
If set up by the LEA, student photos are displayed on all maintenance pages on which individual student records are retrieved. The photo is displayed once you click Retrieve.
Use the students’ ID numbers to name each image file.
- The six digit code must match the student ID from ASCENDER (e.g., 081818.jpg or 123456.gif).
- The picture file extension formats that are supported are .jpg, .jpeg, .png, .bmp, or .gif.
- Aspect ratios of the images are preserved in ASCENDER.
- Files should be less than 1MB and preferably under 100K.
- You can upload individual student pictures on the Student Enrollment page of the Registration application.
If a photo is not available, no image is displayed:
Change Student Photo
From the Registration > Maintenance > Student Enrollment page, you can upload a different photo for the student if an image file is available on your local PC.
Hover over the existing photo or silhouette, and the word “Change” appears on the image.
Click Change. The Change Student Photo window opens.
Click Choose File. Locate and select an alternate photo on your local PC. The new image is displayed.
Click Save. The new image now appears on the student maintenance pages.
Photos are not displayed in all applications. They are displayed in Attendance (Student Inquiry), Discipline, Grade Reporting, Graduation Plan, Health, Registration, and Scheduling. They are not displayed in Special Education or Test Scores.
NOTE: The initial student photo image files must be copied to a folder in a ASCENDER directory. (Note that directory will vary by server.) Within the ASCENDER directory, place files in a Pictures folder, and in a district folder (e.g., ASCENDER Directory\Pictures\cccddd\NNNNNN.jpg, where NNNNNN is the student's 6-digit student ID). If a Pictures folder does not exist, or if the district folder does not exist, photos will not be enabled on any pages. The ASCENDER Getting Started Guide (available with ASCENDER technical documents) provides additional information.
registration/maintenance/studentenrollment.1682084421.txt.gz · Last modified: 2023/04/21 13:40 by apape
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