NEW FAMILY ON-LINE REGISTRATION HELP GUIDE

Transcription

1 NEW FAMILY ON-LINE REGISTRATION HELP GUIDE Online Registration is available for new families moving to the district, Kindergartners of existing families, or new students living with a family in the district, i.e. new students who have moved into your home and you have no other students already attending Davenport Schools past or present. If you currently or previously have had students enrolled in Davenport Schools you are considered an Existing Family and should use the Existing Family tutorials and on-line registration coming in late April each year. This requires that new family information be entered for the new student only. If you have an incoming Kindergartner please register them in the Spring as a New Student. If they have older sibling in our schools, you can use the Existing Family registration linked through Parent Portal but only after the link is posted to your Campus Parent Portal inbox. Please note, online registration is meant to simplify the application process to attend school in the Davenport Community Schools. It is the first step in enrolling your student at your neighborhood school. New families must still attend school registration day to meet school leaders and to discuss student needs in order to be formally enrolled. For best results with this online registration product, please use the browsers IE10 or higher, Mozilla Firefox or Google Chrome. Things to Know: A parent/guardian can use the online registration link on the district s website to begin the process where they will provide preferred address for the registration process. The link for registering on-line will be sent to that parent/guardian to the provided. The registration process could take minutes based on the amount of prior preparation, family size, and number of non-household emergency contacts you enter for each student. Required fields display with a red asterisk (*) and will prevent applicants from being able to submit their information. Begin the On-line Registration Process: Go to and click the link for on-line registration Depending on your browser the message may be cropped and may need to be expanded on your screen. If you are a new family to the district, review the message and click Begin. 1

2 Enter the Parent/Guardian First Name, Parent/Guardian Last Name, Registration Year this will almost always be the highest value available, Parent/Guardian Address and Verify Address of the person who will be entering the registration data. Enter the word(s) that appear in the CAPTCHA box in the provided text field. These are case sensitive; if you see a capital letter you must type it as a capital letter. If you cannot read the letters/numbers you can request another by clicking on this symbol Click the Begin Registration button. You will get a message on a gray screen indicating that your address was properly submitted. You will need to return to your inbox and find the from Davenport Community Schools, subject: Online Registration confirmation . Return to your and click on the link contained in that to begin the actual registration process. It will look something like: 0-6E50-4AD2-B3B9-AC17E9D4E588 This will contain helpful hints concerning what information you will need to have on hand prior to beginning the registration process. If you do not see this in your inbox within a couple minutes of clicking on Begin Registration, please check your Junk or Spam folders. A welcome panel will display. Please read this page carefully. You will not be able to continue with registration until this page is completed and submitted. Enter your first and last name in the box and click the Submit button. 2

3 NOTE: By typing your name in this box you are attesting to the fact that you are the legal parent/guardian and assume legal responsibility of the student(s) you are registering for Davenport Community Schools, that you are the authorized user of the account, and the data you are entering is accurate and true to the best of your knowledge. This will represent your electronic signature. Once you hit submit a Welcome screen will describe the Online Registration process and describe the help features available to you in the process, including this guide! Click on Begin HOUSEHOLD: First you will be asked to provide Household Information. Household information includes primary phone number, home address, and a mailing address if it is different than the home address, i.e. use of a PO Box for receiving mail. Primary Phone: We understand many families no longer have a home phone in the traditional sense or families prefer that their home phone not be used as a contact phone for reasons of time and urgency. If you wish to use a cell phone number 3

4 as your primary phone please do. What is being asked for is a phone number you wish to be contacted at, during school months, on school days, for attendance notifications, emergency situation notifications, and notifications of time sensitive behavior and or health events. This number would also be used by building staff for routine matters of contact as well. Home Address: NOTE: the school your student will go to is based on your address. Each school has boundaries set and any property address falling within those boundaries attend that school. Only our high schools allow transfers between schools. This can only be done with an approved transfer option in place. To find out what school(s) your students will attend please go the Davenport Community Schools web site and click Find Your School or call the Davenport Community Schools Welcome Center at The home address should be considered the location where the student(s) which you are registering resides. The home address is not always the mailing address, i.e. you are using a PO Box to receive mail. There is another location available for you to fill in a separate mailing address. When you start typing in your house number you may see possible addresses to choose from. If you see your address on the list click on it. If you do not, then keep filling in your address manually. There is a field for Lot #. Lot # s are typically only used in Mobile Home / RV parks. If you live on a Lot please include the word Lot and then the lot number. Do Not include the # sign. There is also a field for Apartment. This field can be used to indicate any portion of your address that indicates separate mailing. This could be an apartment, condominium, duplex or converted home or a separate subdivision that has unique mailing address. Please only type the letter, number, or letter/number combination. Do Not include the # sign. Once you have filled in all fields of the address click on Next Part of the registration process for Davenport Schools is the proof of address. You can upload any acceptable form or proof of address using the Upload Proof of Address button on this screen. We accept mortgage or deed documentation, a lease or rental agreement, or a utility bill. If you reside with another family and have no utility bill, lease or rent agreement in your name, we will accept a notarized letter from the home owner stating that you are residing at their address. You will need to speak to a school representative concerning this process to authorize the district to verify your residency with local authorities. Mailing Address: The mailing address can be separate from the residential property address, such as when you use a PO Box or have a preference of receiving your mail at your place of business. If your mailing address and your property address are the same, click in the box to the left of - The household has no separate Mailing Address and Save/Continue. 4

5 If you are using a PO box click in the Post Office Box and only fill in Number, City, State, Zip, and County. Once you have finished the mailing address entry click Save/Continue PARENT / GUARDIAN: NOTE: If you watch along the top of the application, each time you click Save/Continue you will notice the tabbing feature will change automatically. What information you are currently working on will be highlighted in blue. This list of Parents / Guardian should ONLY include responsible adults in the household who assume legal responsibility of the student, including those with court ordered custody. Do not enter emergency contacts here. You will be given an opportunity to do that in the next section. This section is for all parents/guardians for all students in your household. The relationship between the student and the adult will be defined when entering Student information. The first parent screen will be populated with the information you provided when you started the registration process. Continue filling in the missing information for that parent. Parent Demographics First Name Required. This should be your legal first name, not a nickname, middle name or shortened version of your legal name. Middle Name Required. You can use a middle initial and if you have no middle name please type None. Last Name Required. This should be your legal last name. 5

6 Suffix Not required. This is used for parents who are going to be listed as Sr, Jr, I, II, III, et. Birth Date Not required Gender Required. Select from the available drop down list If the parent named above lives at the physical address you entered previously please check the box; Please check this box if this person lives at the address listed below. If you are entering information for a non-household parent remember you do not want this box checked. Once it is unchecked, you will be given fields to enter the non-household parents address and primary phone number. You will need the address of the non-household parent to complete this section. Once this is completed a household for the other parent can be created and that parent will be associated to the student(s) you designate on the Student section of this application. Click Next Parent Contact Information The next screen provides a series of options for how to reach you during the day and in case of emergency. Cell Phone if you have entered a parent/guardian cell phone as home phone, please enter it again here CAUTION: Any phone / marked private will not be included in any school auto-dialer messages or district auto-dialer messages. 6

7 Employer - this information is solely for the purpose of reaching a parent/guardian in case of emergency Can you be contacted at work? this will allow the school to know if they can contact the parent/guardian at work in case of emergency and only AFTER other provided numbers are tried Work Phone the work phone is typically only contacted if all parent/guardians within the house cannot be reached using the provided cell and home phone numbers OR if you have contacted the school and have indicated that you prefer the work number be called first address or Has no is a required field. If you have no please mark the box Has no or you will not be allowed to continue Secondary This is not a required field but does allow you to include more than one , for instance a home and a work . Click Next Parent Additional Information Migrant Worker Required. Check the box if this parent is a Migrant Worker Military Service Required. Please check the box Parent in Military if this parent is currently a member of the Armed Forces. If this parent has left the service or has retired from the service mark No. This is designed to alert staff to the unique needs a student may have when a parent is in an active military role. Please choose the appropriate branch of service and type in the current duty station in the box Where Stationed. You will not see Branch of Service or Where Stationed unless you select Yes to the military question. In both cases this information is gathered as a means of providing additional support to students enrolled in our district. This is helpful information in better understanding the family dynamic of our students who are children of Migrant Workers and active Military Members as their lives can be very much affected by global events and seasonal trends. Click Save/Continue 7

8 Adding Additional Parent / Guardian If you are entering information for a non-household parent remember to uncheck this box: For families with joint custody, who do not reside together but both parents share in the student s education and want to receive correspondence from the school, only one parent will need to complete a registration application. EMERGENCY CONTACTS: 8

9 Emergency contacts are adult persons who can be available to or can arrange for pickup of a student in the event of an emergency when the parent/guardian cannot be reached. Emergency contacts must be from the local area and can reach the student s school within 30 minutes or less or have the ability to reach the parent in case of an emergency. Each student you are registering can have different emergency contacts. Enter all emergency contacts for all students now. You will be given an opportunity to designate which emergency contact is for which student later on in the registration process. Each student is required to have at least one emergency contact. Parents/guardians who are new to the area may not know any local persons well enough to designate them as an emergency contact. In this event you would check this box on the first page of the Emergency Contact section: We ask that once you identify friends, child care providers, relatives or others who can act as emergency contacts you either add them through your Portal account or contact the school with that information. A single emergency contact can be assigned to multiple students and do not need to be entered more than one time, i.e. grandmother can be entered once, but assigned to all of your students being registered. Emergency Contact Demographics First Name Required Middle Name You can use a middle initial and if you have no middle name please type None. Last Name Required Suffix This is used if the emergency contact is a Sr, Jr, I, II, III, etc. Birth Date Not required Gender Required. Select from the available drop down list Click Next Emergency Contact - Contact Information It is required that at least one phone number be entered for each emergency contact Click Next 9

10 Emergency Contact Verification This information concerning your student s emergency contact is only being used as a verification tool. A combination of First Name, Middle Name, Last Name, Home Phone, Cell Phone and the entered address will be used as search criteria so duplicates are not being created in the database. Address Line 1 the house number and street name Address Line 2 the city and the two letter abbreviation for the state separated by a comma and zip code If you do not know the mailing address of your emergency contact you can just type the city in Address line 1 and the state in Address line 2 or the word Unknown in both Click Save/Continue REMINDER: add all emergency contacts for all students now When all emergency contacts have been entered click Save/Continue STUDENT: Students are those persons residing in your household who are of an age that they would be eligible to attend a Davenport Community School, K-12. Please do not use this process for preschool aged children or adult students who will be enrolling at the Mid City High. In advance of Kindergarten Roundup in March, families may enroll their incoming Kindergartner as a New student. Please use the New Student option even if that student has older siblings in our schools and even if the Kindergartner attended one of our Children s Village early learning centers. After the district opens the window for existing families to register in late April you may register these Kindergartners by using the Add Student feature in the Existing Families online registration. Once you are in the Student information section there are several sub sections. Always use the Next button to proceed. Do not click on the individual section tabs. Student Demographic Information First Name - required Middle Name - required If they have no middle name please type None Last Name - required 10

11 Suffix - Jr., Sr., I, II, III Nickname - if the student has a preference to being called by that name rather than their given first name. This also could be used if your student prefers to be called by their middle name, retype the middle name in this box. Student Cell Number Not required. This is for a cell phone that belongs to the student. Do not repeat a parent cell phone number here. This information will only be used for high school students. Student Address Not required. This is for an address belonging to the student. Do not repeat a parent address here. This information will only be used for high school students. Gender Male / Female required Birth Date what is listed on the student s birth certificate required Enrollment Grade the next sequential grade for the student. If they left their previous school in 4 th grade and you are enrolling for a new year, you would select 5 th. If they left their previous school in 4 th grade and you are registering mid-year you would select 4 th. This is also required. Note: When reporting student information to the State of Iowa there can be no non-text characters in the first, middle, or last name. If your student s name contains any non- text characters, please remove it/them and replace with a Space. This includes what would normally be a hyphenated last name. ~ # $ % ^ & * ( ) - = _ + [ ] { } \ ; :,. / < >? Along with student demographic information you will be asked these 2 questions: If your student left their previous school while on an IEP or while having a 504 plan please answer these questions Yes. When you have completed the student demographic information click Next Part of the registration process for Davenport Schools is proof of birth for any new student. You can upload any of the appropriate proofs of birth using the Upload Proof of Birth Button. We accept birth certificate, baptismal record, immunization record with certified date of birth, hospital certificate, visa or passport, adoption paperwork or previous school records. 11

12 Student Ethnicity / Race Ethnicity is currently Federally defined as Hispanic/Latino or Not Hispanic/Latino. This guideline for gathering Ethnicity information may change in the future, but for now you must choose one. Race is currently Federally defined as: *Asian *Black or African American *American Indian or Alaska Native *White *Native Hawaiian *Other Pacific Islander This guideline for gathering Race information may change in the future, but for now you must choose at least one. You can select all that apply as Race and Ethnicity is determined by the individual. If you are Hispanic Latino you do have to also choose a Race (typically White is the selection if none other apply) Click Next Student Language and Country of Origin This screen is required for all New Students regardless of country of origin or language spoken. These questions assist the district in offering a variety of parent translations and identifying potential students for ESL instruction. The screen will ask a series of questions that will result in a variety of drop down options depending on your responses. Whether your child was born in the US or not will trigger questions on the U.S. State or country of origin. Question on whether the child has attended any US school for any 3 year duration consecutively or sporadically is intended to establish Immigrant status. Please include any stint in a U.S. school on one year or more in your response. The first line will be required if your answer is Yes Two more questions ask most frequently used language at home and preferred language for parent communication The question of the child s first home language will result in a series of other questions to determine if English as a Second Language instruction is needed. If the response to this question is No, as the child s home language is English, then you re done with this screen. 12

13 Student Previous Schools Note: if the student you are registering was home schooled and you did receive services through Davenport Community Schools, or this student participated in one or more classes at a Davenport Community School through joint enrollment, the answer to the first question is Yes. If this student attended any Children s Village pre-school the answer is Yes. If this student attended a preschool housed in a Davenport Community School with the exception of Head Start classrooms the answer is Yes. Kindergarten students being registered for the first time in K-12 education: the State of Iowa tracks Kindergarten students who have had any kind of pre-school. If you are registering a Kindergarten student and they have attended any pre-school, Children s Village, State Wide 4-year-old program, Parochial, etc. please indicate that in the last question. Children s Villages are District Sponsored pre-schools. All others are non-district sponsored pre-schools. If the student you are enrolling is in High School and you have an official copy of their transcript from that high school you can upload that transcript using the Upload Records button. If you have a copy of the student s last report card, it can be uploaded here as well. Click Next Student Tribal Enrollment This is only for students who are enrolled in a United States Tribe. If this box is marked you may be asked for tribal enrollment information pertaining to this student. Click Next 13

14 Student Relationships Parent / Guardians Relationship options: Mother/Father - biological or adopted parent whose name appears on a birth certificate or could appear on a birth certificate Step-parent - typically is not a legal guardian to a student unless parental rights to a biological parent have been terminated or released and that step-parent has legally adopted the student or has been appointed by a court as a guardian. There are several different types and definitions of Guardianship, however pertaining to Iowa Law and Statute all types of Guardianship requires a legal proceeding and all guardians are appointed at such proceedings. Because an individual is an adult, who is not incompetent, resides with a minor child does not meet the Iowa definition of Guardian. The Iowa State Website ( offers a link to Guardianship & Conservatorship in Iowa where the definition of Guardian is quoted as: Guardian (also called Guardian of the Person) A person appointed by the court to make decisions for the person of the ward about nonfinancial matters such as medical treatment, education, living arrangements, etc. Guardian/Court Custodian/Foster Parent - a person in the foster care system, or a family member who is granted legal guardianship through a court or who has been given temporary power of attorney to care for a student when a parent is unable to do so. Aunt/Uncle/Grandparent - has been granted legal guardianship or temporary power of attorney and has taken legal responsibility for a student Other Female/Other Male - are not to be entered as a Parent. Other Female/Other Male are used for other shared-residence relationships not otherwise defined in the drop down menu. These persons should be associated with the student as an Emergency Contact living in the household. Contact Preferences / Sequencing: Guardian Marking this checkbox indicates that this person as one who is legally responsible for the student. Mailing Marking this checkbox will allow this person to receive mailings for the student. Portal Marking this checkbox will allow this person to be able to view student information within the Portal for this student once a portal account has been established. Establishing a Portal account requires communication with the student s school once enrolled. Contact Sequence Adding a sequence number on contacts will prompt district staff to contact persons in the order that you specify. 14

15 No Relationship Marking this checkbox will indicate that this person does not share a relationship to the student. This will be used for the next screens involving Emergency Contacts. Student Relationships Emergency Contacts Relationship: There are several relationships you can choose for each emergency contact you are associating to your student(s) please choose the appropriate relationship understanding that anybody listed in this screen and associated to this student will be called if needed in the event of an emergency. If the contact has no family association to the student nor are they a child care provider please use Emergency Contact rather than Other Female/Other Male. Contact Sequence - Allows district staff to contact these persons in the order that you specify. No Relationship - Previously in this document you were asked to add all emergency contacts for all students and you would be given an opportunity to assign each to the appropriate student. The No Relationship check box allows you to assign one person as the Emergency Contact to one student but not the other. When you add additional students you can mix and match Emergency Contacts as appropriate for individual students in the household. REMINDER: Emergency contacts are adult persons who can be available to or can arrange for pickup of a student in the event of an emergency when the parent/guardian cannot be reached and are from the local area and can reach the student s school within 30 minutes or less OR have the ability to contact the parent in the event of an emergency. At least one is required for each student. Student Health Services Emergency Information As a new family to the area you may not yet have doctor or a dentist. This information is not required but is needed by the school nurse once you have this information. Immunizations, including the T-Dap Booster; lead screens, dental exams, and student physicals are required by the State of Iowa at certain times during your student s educational experience. Please click on any of the provided links for more information and forms needed to take to your doctor/dentist Click Next 15

16 Medical or Mental Health Conditions You MUST either choose No medical or mental health conditions OR select Add Condition Once you click on Add Condition you will be given a Condition List drop down to select from. Include any comments and Instructions for that specific condition this is required. If there are no comments or instructions please type in the word None. If your student has more than one condition, continue to click on Add Condition until all appropriate conditions are listed for that student. If your student has a specific condition which is not listed please select Other Health Concerns and in the field for Comments and Instructions type in the name of the condition and any other comments or instructions There is a box for entering any hospitalizations, surgeries, or serious illnesses or injuries current or past that you feel a nurse should know about. These are things beyond the condition(s) you have already listed. Medications You MUST mark No medications OR click on Add Medication. Please include ALL medications your student is taking whether at home or at school. You will have the option under Where Taken to indicate those taken at school. Once you click on Add Medication type in the name of the medication your student receives. Under Where Taken indicate whether the medication is administered At Home, At School or Both Select Medication Type as Daily, Emergency, or As Needed. Please add any additional Comments and Instructions for the school nurse. Davenport Schools does have a Medication Administration Consent form which must be filled out for any medication that will be administered at a school. A link is provided to that form. You can print it, fill it in and take it to the Nurse Office at the school along with the medication. Part of the registration process for Davenport Schools is that all students have an immunization record on file. You can upload this immunization record using the Upload Immunizations button. 16

17 Student Release Agreements Media and Directory Information The next screens include regulatory language regarding release of student information for celebration and for educational purpose. The law mandates these releases but also allows families the option to decline release of information. Families have the right to notify the school to prohibit release. This must be done annually to remain in force. In addition, the district is legally required to release your child s contact information for military and college recruitment once they enter high school. Parents may opt out of either or both of these options by using the provided check boxes. Check only if you Do Not want your student introduced to military careers, technical institutions, colleges, and Universities. Click Next Student Release Agreement Technology In keeping with educational needs and curriculum advancements, Davenport Community Schools has integrated several layers of technology into the student learning environment. It will be imperative that your student use this technology (computers, software, internet, etc.) several times a week if not daily based on grade and courses taken. You must read and agree to the Technology Acceptable Use Policy. If you do not, you will not be allowed to continue. Click Save/Continue You have finished all fields/sections necessary for your first student! NOTE: Though this may be a time consuming process for the first student, it becomes a much easier process for additional students. Adding Additional Students The system will return you to the new student screen to verify the information provided is correct and to give you the option to add additional students. If using the New Student online registration for your incoming Kindergartner you can not use the system for their older siblings if they are existing students. You must use the Existing Families 17

18 online registration which opens late April each year. New families whose students have never attended a Davenport Community School CAN add older siblings to this application using the following directions. You have been returned to the first Student screen where you can add other students in your family. If/when you are done adding students click Save/Continue to finish the registration process. Completed You are provided with a link to a PDF (must have Acrobat Reader on your computer; if you do not, a link to download Acrobat Reader has been provided) If you have opened this document on your computer you already have Acrobat Reader. Click Application Summary PDF and preview the information you have entered for all parents, all emergency contacts, and all students. If all is accurate please click on Submit If you find errors and wish to correct it, click Back Be sure to print a copy or save this document for your records. 18

19 Editing your registration information Choose from the top guide bar the section where the missing or erroneous information is and correct it. If the incorrect information is concerning a parent, emergency contact, or student you will need to click on their name and progress through the sections using the Next button until you find the erroneous or missing information and change it. You will need to then continue clicking the Next buttons until you come to the Save/Continue at the end of that section. Your registration will not submit if any parent, student, or emergency contact is highlighted in Yellow When all missing, incomplete, or erroneous information has been fixed keep clicking Save/Continue at the bottom of any of the section pages until you are returned to the Submit page Finish the Registration Process Be sure you have all persons and all information included prior to clicking on Submit. Once the application has been submitted you will not be able to modify this data. When you click Submit it will give you yet another warning about not being able to go back into your registration to modify or add data. If you wish to add more information click Cancel If you are done click Submit and then OK Once again you will be given a link to the Application Summary PDF of your household information. You can save or print this PDF. Close the web browser to exit. What you just created is now sitting in an information holding area where it will be reviewed to ensure your data will not duplicate data already in the system. Once all checks have been made, the data you provided will be written to the database and will be available for your boundary schools to see and to enroll your student. REMINDER: this only a first step in enrolling your student(s) into their boundary schools, designed to make the registration process much less time consuming. You will receive follow up s with further instruction. If you have not uploaded the required proof of address, proof of birth and Immunizations, please bring these to your child s school to put on record. If you have any additional questions that this tutorial has not covered please feel free to call (563) during regular business hours. The on-line registration is designed to make the registration process much less time consuming for busy families. Now that you are registered, in future years your student s records will be drawn down into the document automatically through the Parent Portal, so you will just be asked to verify information rather than filling out the forms every year. We hope that online registration will make back-to-school time much easier for you and your family! We welcome you to the Davenport Community Schools! 19