Code Tables, the Calendar and Terms must be populated for the school before enrolling a student.
Texas users, see Texas - Enrollment Process.
Re-activating a student at the same school with an inactive status
A student may have previously attended your school. The Student Search should be used. Enter a portion of the last name of the student. Click the Include Inactive Students option when searching for students.
This list will display the student’s Last Name, First Name, Student ID, Status and Birthdate. Some of these fields can be used to verify that the enrolling student is the same as the student in the list. If the student is listed, select the student.
Once the student is selected, the student on the screen will show an Inactive Status (STU.TG).
Click the Change button at the bottom of the page.
Update the Status (STU.TG) to Active (this is the “blank” code).
Update the student's record with any changes, then click the Update button.
An Attendance Error will appear in red indicating that the student needs to be enrolled in Attendance.
Before the Update Attendance button is selected, confirm and update the Grade (STU.GR), Program (STU.PG), Attendance Program 1 (STU.AP1), Attendance Program 2 (STU.AP2), Inter-District Transfer (STU.IT) and Inter-District Transfer District (STU.IDT) fields for the student record. Select the Update Attendance button at the bottom of the page. Select the student's first day of school as the Effective Date from the drop down and click OK.
If Period Attendance or Elementary with Master Schedule, schedule the student into classes, see: Class Schedule Maintenance: Scheduling New Students
Enrolling a former student with an inactive status
When an enrolling student is not found in the school, the student may have previously attended another school within the district. On the Student Demographics page, the Add button allows a search of all the schools in the district, see: District Student Lookup.
Input a portion of the Student’s Name, Birth Date, or Student ID. A list of potential matches will appear in the middle of the form. If the student is in the list, confirm the Status field (indication that the student has been inactivated at the previous school), select the record and click the Transfer Student button.
If the student was not in the list, click the Student Not Found button. An option to search by sibling will display. Click the Yes button to display the Sibling Search Criteria options.
The Sibling Search Criteria will include possible matching siblings based upon like Parent Names, Address, Phone Numbers, etc. from Student and Contacts data. For more information see: Sibling Management (Family Keys)
If using the Sibling match, once the student's sibling is selected, click the Use Sibling button to add the student.
Once the student is enrolled, update the student's record with any changes, then click the Update button.
An Attendance Error will appear in red indicating that the student needs to be enrolled in Attendance.
Update the Status (STU.TG) to Active (this is the “blank” code). Before the Update Attendance button is selected,confirm and update the Grade (STU.GR), Program (STU.PG), Attendance Program 1 (STU.AP1), Attendance Program 2 (STU.AP2), Inter-District Transfer (STU.IT), Inter-District Transfer District (STU.IDT), Next Grade (STU.NG) and Next School (STU.NS) fields for the student record. Select the Update Attendance button at the bottom of the page. Select the student's first day of school as the Effective Date from the drop down and click OK.
If Period Attendance or Elementary with Master Schedule, schedule the student into classes, see: Class Schedule Maintenance: Scheduling New Students
Ensure the 9th Grade Entry Year is correct
Enrolling a student who is new to the district
When a student cannot be located in Aeries, a student record needs to be created.
On the Student Demographic page, an Add button allows a search of all the schools in the district, see: District Student Lookup.
Click the Student Not Found button on the Search Criteria form.
An option to search by sibling will display. Click the Yes button to display the Sibling Search Criteria options.
If there is no sibling match, click the Sibling Not Found button.
A Student Demographic page will display for inputting the student's enrollment data.
The light blue fields indicate Required Fields that must be populated before the record can be saved. If a field is not populated and the Update button is selected, a warning will display and the missing data field will highlight in yellow.
Ensure the 9th Grade Entry Year is correct
Once the student data entry is complete, click the Update button to add the student record.
The student is now active. An Attendance Error will appear in red indicating that the student needs to be enrolled in Attendance. Select the Update Attendance button at the bottom of the page. Select the student's first day of school as the Effective Date from the drop down and click OK.
Select the student's first day of school as the Effective Date from the drop down and click OK.
If Period Attendance or Elementary with Master Schedule, schedule the student into classes, see: Class Schedule Maintenance: Scheduling New Students