How to enroll Students in WOW FAYETTE COUNTY SCHOOLS, WV OCTOBER 28, 2014

Transcription

1 How to enroll Students in WOW FAYETTE COUNTY SCHOOLS, WV OCTOBER 28, 2014

2 Presenter Contact Info: Jason Bragg WVEIS Specialist / TSS Fayette County Schools, WV jsbragg@k12.wv.us

3 WHEN ENROLLING A NEW STUDENT INTO WOW, THE FIRST THING YOU NEED TO ASK YOURSELF IS IF THIS STUDENT MIGHT HAVE EVER BEEN IN WVEIS AT ANY TIME IN THE PAST. HAVE THEY EVER BEEN A STUDENT BEFORE IN ANY WV PUBLIC SCHOOL? The reason we ask this question first is to avoid creating a duplicate student ID number. If that student has EVER been enrolled in the WV Public School System then they should already have a student number. That pre-existing student number should follow them throughout their existence in the WV Public Schools no matter how many schools or counties they transfer to. You do not want to create a duplicate student id number / profile / basic record

4 #1. Run Internet Explorer Note: WOW does not currently function properly in ANY other type of Internet Browser #2. In the address bar type and then press the enter key on your keyboard #3. Click this link to open the WOW Login Page

5 Click the Maximize button to make your WOW window go Full Screen

6 Enter your WVEIS User ID and Password and then click the Submit Button

7 Click on Menus

8 #1. If it isn t already, expand the SMS (Student Management System) Menu by clicking the + button beside the menu #2. Then expand the SMS100 Menu by clicking the +

9 Now click on the STU.301 Application

10 FYI: If you do not have the Add Student button then you do not have the proper permissions to enroll a new student. Please contact your WVEIS County Contact, or RESA WVEIS Support Staff if you are supposed to have those permissions.

11 Click on the Add Student button Note: If you have access to more than one school you will want to make sure you have the proper school selected here

12 FYI: If this box does not say ADD then you do not have proper permissions to enroll a new student. Please contact your WVEIS County Contact, or RESA WVEIS Support Staff if you are supposed to have those permissions.

13 #1. Fill in students Last, First, Middle, & Other Names #2. Click the appropriate Gender Box #3. Type the students birthdate. Format = mmddyy Fields with an asterisk * are required fields #4. Type the students Social Security Number if you have it. Entering the SSN will greatly increase the chances of the system finding the student if he/she already exists in the WVEIS Database #5. Click the Next button to continue

14 If you did not enter a Social Security Number then after you clicked Next to continue the system will give you an Orange Warning telling you that the SSN would be useful If you still do not wish to enter the SSN then click the Next button to continue

15 Note: Please pay close attention to these next few screens because they are VERY IMPORTANT in helping to prevent creating duplicate student numbers If you do not have a Social Security Number match then pay close attention to the Birthdate fields, parents names, and students middle name or initials. These all help to determine if this is possibly the child you are looking to enroll

16 This screen will show you a list of possible duplicate students already enrolled in another school If your student is listed on this screen, then click the Cancel button at the bottom of the window and call the school where the student is enrolled to request that the student be dropped so you can enroll him/her If your student is not listed on this screen then click the Next button to continue

17 This screen shows Possible Duplicate Unassigned Students. Meaning they are in the system but not enrolled in a school. So they are free for you to enroll If your student is not listed here, or on the previous screen then chances are good that the student has never been entered in the WVEIS Database, or enrolled in the WV Public School System in the past. Click Next to continue If your student IS listed here, then click on the students name and the system will display a pop-up windows asking you to confirm that you wish to transfer this student into your school: Click OK to confirm and then skip to slide # 19 of this tutorial

18 This screen shows the new student s health records. Thus far there shouldn t be any if the student has never been in the WVEIS Database Click Next to continue

19 Click on the Unspecified guardian button to fill in guardian information for the student. If the student profile already existed and you are transferring it into your school then a lot of this information might already be filled in for you. But you will still want to confirm that this information is correct

20 Call Seq # determines the order in which the guardian should be called or contacted Just like in Green Screen, if you fill in the Home Address and leave the Mail Address blank then the system will automatically copy the Home address into the Mailing address Click the Submit Button when finished Check the boxes here to tell the system what reports should be printed for this Guardian. If you want this particular guardian to get Report cards only, then only check Report Cards

21 After you submit the first guardian then you can click on the other Unspecified Guardian buttons to add additional guardians Each additional Guardian should have a different Emergency Call Sequence

22 TIP: Anywhere you see the hand icon you can click on it to see a list of codes or items that you can select or enter into that field

23 Enter the current class of the new student. This is a two digit field. So a first grader would be 01 or a 12 th grader would be 12 Enter the Class the student should be in Next year if the student is promoted Enter the school the student should be in Next year if the student is promoted

24 Enter the Register / Sub This would be the class the student is currently enrolled in with the letter C in front of it. So an 11 th grader would be C11 Enter the Enrollment Code. Please see the list of WVEIS Enrollment codes to choose the proper code. For this example I m going to use E3, meaning this student came from Out of State Public Education Type a short comment.. For example EN FROM PA Change the Load number to 1

25 Type the Homeroom Teacher Code. This is required for AR, STAR, Primero, and some other programs to make sure the students are grouped with the correct teacher in those programs.

26 Enter the students Native Language Code Check the student's Race, or multiple races if the student is mixed race

27 FTE stands for Full Time Equivalent. If the student is not a full time student then you must enter the Appropriate Enrollment code here.. EC for example Then enter the Full time Equivalent here. For example.13 of a full day. Here is a quote from the WVDE s Official WVEIS Green Screen Enrollment instructions:

28 Fill in any other information that you might have on this student and then click the Finish button

29 After clicking the Finish button you should get a confirmation screen showing that the new student has been added and listing you the students newly created ID number Click the Return button at the bottom of the window to return to the STU.301 application

30 Click the Submit button to view the newly enrolled student s Basic Records Once you have returned to the STU.301 application you will notice that the program has automatically put the new student s number in for you. This is so you can view the students basic record and schedule the student if need be

31 Now click the Requests tab to schedule the student

32 #1. Enter the course number #2. Enter the section number #3. Click Submit Repeat this process for every class the student should be schedule in

33 STU.301 in WOW does contain new options that are not available in the Client Access Green Screens

34 THE END