How to: Enroll a New Student in the District

Transcription

1 The txsuite How To Guide Series txconnect Parent Web-based Access for Teachers, Parents, and Students How to: Enroll a New Student in the District Developed by the T E XA S CO M P U T E R CO O P E R AT I V E Business and Student Systems

2 Copyright 2017 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX

3 Contents OvOvOverview... 3 Prerequisites... 3 Student Enrollment Vs. Registration Vs. Data Maintenance... 3 Checklist Overview... 4 Types of Forms... 4 Create a txconnect User Account... 7 Log On to txconnect Enroll the Student Step 1 - Enrollment Overview & Student Name...19 Step 2 - Enrollment Key...20 Step 3 - Addresses & Contacts...23 Step 4 - Student Information...29 Step 5 - Enrollment Forms...32 Step 6 - Final Steps...36 Visit In Person...37 Receive a Student Portal ID...37 Add the Student to Your txconnect Account What s Next

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5 In txconnect, a parent can enroll his student in the district using the Online Student Enrollment page. OvOvOverview NOTE: Throughout this guide, the word parent is used to describe the user; however, a legal guardian may also enroll the student. Prerequisites This guide assumes that several required steps have already been performed by the district to enable online enrollment at the campus. The parent must have an address. These steps can only be performed on a personal computer. A mobile device cannot be used. This guide is based on txconnect Student Enrollment Vs. Registration Vs. Data Maintenance The following can be accomplished online using the txconnect parent portal: Student Enrollment refers to the one-time process of enrolling a new student in the district. Only forms in the New Student Enrollment group, and static printable forms, are used for new student enrollment. Student Registration refers to the annual maintenance of records for existing students (i.e., students already enrolled in the district), such as demographic data updates and form acknowledgement. Student Data Maintenance refers to the ongoing maintenance of records for existing students, such as changes to contact information. 3

6 This guide covers only New Student Enrollment. Additional guides are available for the other processes. Checklist Overview The following parent steps are covered in this guide: Create a user account in txconnect, and log on. Enroll the new student, and submit the data to the district. Follow up by delivering any required forms or evidence in person to the district or campus. Obtain a Student Portal ID from the campus. Add the student to the parent s txconnect account. Types of Forms Three types of forms may be seen by the parent for enrolling the student, depending on the district s procedures. Static (read-only) forms cannot be updated online; they can by viewed, printed, completed by hand, and returned to the campus. Static forms will vary by campus and district, and can be delivered in various formats, including as Microsoft Word and PDF. Three Online forms can be completed and submitted online. z Family Address manager z Family Contacts manager z Student Information 4

7 Standard forms are predefined district-level forms that are common throughout Texas. Some forms have required data that must be entered, and some forms only require the parent to review the data and acknowledge that he has viewed and accepted the form. 5

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9 Create a txconnect User Account Before enrolling a student, the parent must create a user account in txconnect in order to obtain a user name and password to access the system. When you access txconnect, the Login page is displayed. Click the link under Have a New Student. The Registration User Info - Step 1 of 3 page is displayed. 7

10 Step 1: 1. In the User Name field, type a user name that will identify you when you log on to txconnect, such as a combination of letters from your first and last names. Requirements: z 6-25 characters z Unique (i.e., not used by anyone else in the district) z Not case-sensitive (i.e., it does not matter if it is uppercase or lowercase letters) 2. In the Password field, type a password that you will use when you log on to txconnect. Requirements: z 8-25 alphanumeric characters z A combination of the following: uppercase, lowercase, numeric, and/or punctuation (e.g., abc1234) z Case-sensitive (i.e., it must always be typed exactly as it is entered here, including uppercase and lowercase letters) 3. In the Confirm Password field, retype your password exactly as it was typed above. This step confirms that you typed your password as intended. 8

11 4. In the field, type your current address. z You cannot enter an address that is already in use. z Your address must be entered in a valid format (e.g., name@domain.com). Your address is required if: z You are new to the district and you are enrolling a new student. z You are updating an existing student s data. z You wish to receive attendance or grade alerts. 5. In the Confirm field, re-type your address. This step confirms that you typed your address as you intended. z The addresses entered in the and Confirm fields must match exactly. z Once you complete your registration, you will receive an message at that address containing a verification code. You must type (or copy/paste) the verification code on the My Account page in order to verify your address. 6. Click Next. z If all required data was not entered, a red message is displayed to the right of each field that is missing data. That information must be provided before you can continue. 9

12 z If the data was entered correctly, the Hint Question - Step 2 of 3 page is displayed. Step 2: 1. In the Question field, select a question to which you will provide an answer. The question is asked in the event that you lose your password. 2. In the Answer field, type the answer to the question. You will be required to answer the question correctly in order to recover your password. You should select a question for which you will easily remember the answer. The answer is case sensitive (i.e., it must always be typed exactly as it is entered here, including uppercase and lowercase letters). 3. Click Next. Step 3: 1. Copy-paste the verification code that was sent to your address, and click Verify Code. If the correct code was entered, Verification Successful is displayed. 10

13 2. Skip the Add Students section for now; your student s portal ID will be provided by the campus at a later time. 3. Click Complete to continue to the My Account page. A pop-up window provides information about the next steps. If you did not verify your address, close the window and complete verification. OR, if you verified your address, click Enroll a New Student to begin the process. 11

14 To prevent the message from being displayed each time you log on, select Do not show this again. Click to close the dialog box. 12

15 Log On to txconnect If you are continuing from the previous step and are already logged on, you can skip this step. If you are not already logged on, you must log on to txconnect using the user name and password created in the previous step. Once you are logged on, you can access the page for enrolling a student in the district. 1. From the Login page in the User Name field, type your user ID. The user ID is not case sensitive. 2. In the Password field, type your password. The typed text is hidden. The password is case sensitive. 3. Click Log In. The My Account page is displayed. WARNING: If you have three unsuccessful attempts to log on (invalid user ID/password combinations), the system will lock out your account for 10 minutes. Try logging on again after 10 minutes. 13

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17 When you log on the first time, the My Account page is displayed. Enroll the Student The following What are my next steps message will be displayed until you have enrolled a student and added the student to your txconnect account (unless you have disabled it). If you have not yet verified your address, the following message is displayed: 15

18 OR, if you verified your address, click Enroll a New Student to begin the process. To prevent the message from being displayed each time you log on, select Do not show this again. Click to close the dialog box. If you have not already verified your address using the code that was sent to your address, you must do this now to continue. 16

19 If you entered an address when you registered for this txconnect account, you should have received an message in your inbox with a code allowing you to verify your address. You must verify your address before you can access features that require your address. 1. Copy-paste the verification code that was sent in the message, and click Verify Code. If the verification code is unsuccessful, click Resend Code to send a new code. 2. If the correct code was entered, your address is displayed. 17

20 From the My Account page, click Enroll a New Student. The Online Student Enrollment page opens. 18

21 Step 1 - Enrollment Overview & Student Name Under Enrollment Overview, a brief overview of the student enrollment steps is provided. 1. Under Student Name, enter the student s full name. 2. Click Continue. The Step 2 - Enrollment Key page opens. 19

22 Step 2 - Enrollment Key There are two possible methods for requesting an enrollment key. One of the following options will be available, as determined by the district. Option 1 - validation: For Option 1, an enrollment key will be sent to you in an message. Once you obtain the key, you can enter the key on this page to complete the process. To do this, follow these steps: 1. Click REQUEST ENROLLMENT KEY to request a key for your student. A message is sent to your address that contains the new 16-character student enrollment key. Also, a message pops up to inform you that the message was sent. 20

23 Click Close to close the message. 2. Check your inbox for the message that contains the enrollment key. 3. In the enrollment key field, you must enter the exact enrollment key in order to complete the enrollment process. The easiest way to enter the code accurately is to copy it from the message and paste it into the field. Then click VERIFY. 4. If you entered the code correctly, the message Your key has been created and verified! is displayed. 21

24 Click Continue. The Step 3 - Addresses & Contacts page opens. Option 2 - CAPTCHA validation: NOTE: This option is primarily used during a short-term enrollment event, such as Kinder Roundup. For Option 2, an enrollment key is generated once you correctly enter the CAPTCHA code. To do this, follow these steps: 1. Type the code exactly as it appears, and click Continue. A message is displayed stating that the key was created and verified. 22

25 Also, a message is sent to the parent s address which includes the student s enrollment key. The parent should save this information for his records. Click Continue. The Step 3 - Addresses & Contacts page opens. Step 3 - Addresses & Contacts Step 3 allows you to add physical addresses and mailing addresses for the student, family members, and other contacts. Under Family Addresses, any existing addresses for the student and family are listed. You can enter multiple sets of addresses if needed. 23

26 1. To add an address, click Add Address. The Address Manager window opens. 2. Type the complete address in the fields provided. For a physical address, use the fields under Physical Address. For a mailing address, use the fields under Mailing Address. As you initially enter address information (street number, street name, city, state, and zip), it is automatically stored so it can be reused to prefill the fields when you are completing multiple forms that contain address fields. Once you have entered address data, when you click in a blank field for which data can be prefilled, a blue box is displayed which contains the most recent address data entered so far. When you click the blue box, the address fields are automatically filled with the stored information. 24

27 This feature works when adding or editing address data in either the Family Addresses window or the Family Contacts window. 3. Click Save Changes. The window closes, and the address is listed under Family Addresses. Some fields are required. If you do not enter data in a required field, a message is displayed when you click Save Changes, and you must provide the data to continue. 25

28 Click OK to close the message, add the required data, and click Save Changes again. 4. To add another address, click Add Address again, and repeat the steps to add the next address. 5. To edit an existing address, click Edit next to the address. The Address Manager window opens allowing you to update the fields. z Update the fields as needed. Some fields are required. If you delete data from a required field, a message is displayed when you click Save Changes, and you must provide the data to continue. z Click Save Changes to save your updates. Under Family Contacts, enter contact information for all of the student s family and emergency contacts. Any existing contacts are listed. 26

29 1. To add a contact, click Add Contact. The Family Contacts Information window opens. 2. Enter data in the fields, including the contact s complete name and address. 27

30 Scrolling may be required in order to view all fields and to click Save Changes. 3. Click Save Changes. The window closes, and the contact is listed under Family Contacts. Some fields are required. If you do not enter data in a required field, a message is displayed when you click Save Changes, and you must provide the data to continue. 4. To add another contact, click Add Contact again, and repeat the steps to add the data for the next contact. 5. To edit an existing contact, click Edit next to the contact. The Family Contacts window opens allowing you to update the fields. 6. Update the fields as needed. 28

31 Some fields are required. If you delete data from a required field, a message is displayed when you click Save Changes, and you must provide the data to continue. 7. Click Save Changes to save your updates. 8. Once all addresses and contacts have been added, click Continue. The Step 4 - Student Information page opens. Step 4 - Student Information Any existing students added to your account are listed. NOTE: If you start the online enrollment process for a student but do not complete it, you will be able to access this page and continue the process from this point. To return to this page later, click the Skip to Step 4 button on the Step 1 page. 1. Click Enter Student Info for the student. Fields are displayed allowing you to select the student s address and contacts and enter additional information. 29

32 2. Under Selected Student: Student Name (where Student Name is your student s full name), enter all required data: z Select an address for the student from the drop-down list. These are the addresses you entered in Step 3. If you need to add another address, you can click RETURN TO STEP 3 to add another address, and then return to Step 4. z Select contacts for the student from those entered in Step 3. 30

33 ßß ßß ßß From the list of contacts, select up to four who should be listed as contacts for the student. From those selected as contacts, select Primary Contact for the one who is the student s primary contact. Only one can be selected. If you need to add another contact, you can click RETURN TO STEP 3 to add another contact, and then return to Step Under Student Information (scroll down), enter the student s data in the fields provided. z You may need to use both vertical and horizontal scroll bars to see all of the fields. These scroll bars are independent of the main browser window and control only the Student Information section. 4. In the data fields, enter the required data, and then click Save and Continue. Or, click Save and Submit later if you have not completed all information and need to continue at a later time. Scroll down to find these buttons. 31

34 z If you click Save and Submit later, a message is displayed indicating that the data is saved but not submitted for district processing. You can return at a later time to complete the process. z If you click Save and Continue, the Step 5 - Enrollment Forms page opens. Step 5 - Enrollment Forms The additional forms required by the district are listed. Under Downloadable Enrollment Forms, any forms required by the campus or district are listed. 1. Click each form to open or download it. 32

35 2. Print and complete all forms by hand, and take the completed forms to the campus or district according to district requirements. Under Standard Enrollment Forms, the required standard forms are listed. The forms can be completed and submitted online. Icons next to the form name indicate if you have completed the form. - Indicates that the parent has not submitted the form. - Indicates that the parent has already submitted the form. 1. Click the form name to view the form. The form opens in a pop-up window. 2. Enter the required information and click Save Changes. You may need to scroll down in the pop-up window to access the Save Changes button. 33

36 You cannot save a form unless all required data is entered. NOTE: Some forms do not have data entry fields, but do need to be acknowledged by the parent. In this case, the parent clicks Save Changes to acknowledge the contents of the form. A message in the pop-up window indicates that the changes were saved. Click close the window. to For a saved form, the icon changes from to. Until all forms are saved, the Submit to District button remains disabled. (You may need to scroll down to view the Submit to District button.) 34

37 3. Click Submit to District when all data and forms are saved. A message is sent to your address confirming that the student was successfully registered. 4. Click Continue to Final Step to complete the process. The Step 6 - Final Steps page opens. 35

38 NOTE: Once you click Submit to District, the student s enrollment information is submitted to the district for review and acceptance, and a check mark and date are displayed on Step 6 in the Submitted to District column. Step 6 - Final Steps Information about the final steps is displayed. To add another student, click Add Another Student and repeat the process from Step 1. Under Print Enrollment Confirmation, all students are listed whom you have successfully submitted to the district, or are in the process of enrolling. z If you have started the enrollment process for the student, his name is displayed. 36

39 z If his enrollment has successfully been submitted to the district, a check mark and the submission date are displayed. Click Print Enrollment Confirmation for each enrolled student to print a confirmation message for your records that includes the student s name, student enrollment key, and instructions for completing the process and adding the student to your account. Visit In Person To complete the enrollment process, you must go to the district or campus to deliver the required downloadable forms and complete any steps that must be handled in person, as required by the district and campus. Once you have completed in-person enrollment at the district or campus, the campus staff will review the student enrollment information and determine if the information is complete. The campus will complete the enrollment process. Receive a Student Portal ID The campus will issue you a Student Portal ID for each student you successfully enroll. You can use the Student Portal ID to add the student to your txconnect account. 37

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41 Add the Student to Your txconnect Account Once you have a Student Portal ID issued by the student s campus, you can add the student to your txconnect account. 1. If you are not already logged on to txconnect, log on to proceed. The My Account page opens. 2. A pop-up message is displayed notifying you of the next steps. Click the Add an Already Enrolled Student to My Account button on the pop-up window to go directly to the specific location for completing the steps. Or, from the My Account page, click Add or Remove Student. 39

42 The Add Student to txconnect fields are displayed. 3. Type the Student Portal ID and birth date. The birth date entered here must match the birth date in the student s record at the campus. 40

43 4. Click Add. The student is added to the list. The student s name will now be displayed in the student list on the left side of most pages in txconnect. If you have multiple students added to your txconnect account, they will be listed alphabetically. 41

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45 What s Next Once the enrolled student is added to your txconnect account, and the correct address entered and verified, you can maintain the student s annual registration forms and update contact information as needed. See the txconnect - Update Yearly Registration Data How To guide for assistance. 43

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48 Web-based Access for Teachers, Parents, and Students