UPDATE STUDENT YEARLY REGISTRATION & CURRENT YEAR DATA

Transcription

1 The txsuite How To Guide Series txconnect Parent Web-based Access for Teachers, Parents, and Students How to: UPDATE STUDENT YEARLY REGISTRATION & CURRENT YEAR DATA 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 Log On to txconnect... 7 Update Forms for Annual Registration... 9 Update Current Year Data Multi-Record Forms (Contacts Form)...27 What Happens Next

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5 OvOvOverview txconnect allows parents to update annual registration data online for students enrolled in the district. Parents can also update data for the current year, such as an address or telephone number change. NOTE: Throughout this guide, the word parent is used to describe the user; however, a legal guardian may also enroll the student and update registration data online. Prerequisites This guide assumes that: z The student is enrolled in the district. z The parent s address for the student is verified via txconnect. z The student has been added to the parent s txconnect account. 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. These steps are covered in another guide. 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 Checklist Overview The following parent steps are covered in this guide: Log on to txconnect. Complete and submit the student s annual registration forms. Update the student s current year data as needed. Types of Forms Three types of forms may be used for annual registration and data updates, depending on the district s procedures. Static 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 Microsoft Word and PDF. Dynamic forms are presented online and can be completed and submitted online. These forms may include student demographic and contact data updates. 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 Log On to txconnect 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. If you entered an invalid user ID and/or password, an error message will prompt you to reenter the data. You must enter the correct information to continue. 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. 7

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11 Update Forms for Annual Registration Campuses typically require enrolled students to re-register each year for the upcoming school year and to complete forms that are required annually. Online registration typically occurs during a range of dates according to district requirements. Upon logging in, the Summary page opens. On the Summary page, the Online Registration (YYYY-YY) in Progress pop-up window opens if you log in during the active online registration period, as specified by the district (unless you have disabled the window). To prevent the message from being displayed each time you log on, select Do not show this again. Click to close the dialog box. 9

12 From the Summary page, you can access all of your student s required registration forms. The district tracks required registration forms to ensure that they are submitted for all students. Icons are displayed next to the forms to indicate the status of each form for your student(s). A green check mark icon is displayed if the form has been submitted. A red exclamation mark icon is displayed if the parent has not yet submitted the form. The count of forms requiring the parent s attention is also displayed. Click to access the registration forms. (The button years reflect the upcoming school year.) This button is only displayed when the district has enabled online registration for the upcoming school year. The Online Registration Information for Student Name page opens, where Student Name is the name of your student. 10

13 The required forms are listed on the left. (Pending) is displayed if the form requires your attention. 4. Click Start Registration. The first form in the list opens on the right side of the page. Depending on the form type and district requirements, a form will require one of two actions: z View only: View the form and acknowledge that you have viewed the form. ßß ßß ßß For a static form, click the document icon to open, save, and/or print the form. For a standard form, the form automatically opens on the right side of the page. By clicking Next, you are confirming that you viewed the form. z Review and update: Review existing data. Add or update data as needed. ßß Existing data is displayed. 11

14 Sample dynamic form: Click Edit to add or change data. A field is displayed that allows you to add or type over existing data. Sample standard form: (Standard forms must be re-submitted each year.) z Complete the form, and/or make any necessary changes to existing data. z Clicking Next indicates that you have entered all required data and/or made all necessary changes to existing data. Your data will be validated, and you cannot continue until you have entered all required data in a valid format. 5. Click Next. z The status of the form changes on the left from (Pending) to (Complete). 12

15 z The Reviewed on date records the date the parent acknowledged the form and the user name of the parent who acknowledged it. z The next form in the list is displayed on the right. 6. Continue reviewing forms and clicking Next until you have reviewed and updated all forms. NOTE:»» If you are not ready to complete one or more forms, click Save for later.»» If you leave txconnect before finishing registration updates, a Resume Registration button is displayed allowing you to continue where you left off. 8. When you have viewed and entered all required data on all required forms, the Finish button appears. 13

16 9. Click Finish. The final page opens allowing you to print a confirmation for your records. 10. Click Print Confirmation. A pop-up window opens which lists the dates on which each form was completed. Print this page for your records. 14

17 NOTE: The final page lists all successfully registered students, as well as those with pending forms. If a student has any pending forms, you can click on the student s name to resume the process. 11. To update data you already entered, type over existing data. NOTE: If you edit a pending field, your most recent change will overwrite the former pending change. The campus staff will approve the most recent change. Dynamic Forms: Until the change is approved by the campus, both the previous and new data are displayed, and an asterisk is displayed next to the fields to indicate that the change is pending. If the administrator rejects a change for a dynamic form field, a message is displayed indicating the reason for the rejection. 15

18 The message is cleared once you Cancel, click Edit, and type new information in the field and resubmit the change. Standard Forms: Until the change is approved by the campus, the Show Changed Values button appears on the form allowing you to toggle between viewing the previous and new values. Click Show Changed Values to view the previous data. The changed data is highlighted. Click Show New Values to return. 16

19 12. Click Back to Summary to return to the txconnect Summary page. 17

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21 Update Current Year Data If the district has enabled online student data updates, you can submit a request to update your student s current year records at any time, such as an address or phone number change. Once you submit the change, the campus staff must review and approve (or reject) your request. You will be notified if your requested change is denied. txconnect > My Account NOTE: The Rights column indicates if you have permission to update your student s data, according to the address registered for the student and guardianship status.»» If the address for your txconnect account matches the address in the campus records for a student s parent and you are a guardian, a green check mark icon is displayed, and you have permission to submit requests to change the data. The View/Edit button is displayed.»» If you have not registered your address, or if your registered address does not match the student and/or you are not a guardian, a red X icon is displayed, and you cannot update the student s data. The View/Edit button is not displayed. 1. From the My Account page, click. You can also access the page by clicking on the Summary page; however, this button is not displayed when online registration for the upcoming school year is currently in progress. 19

22 The Online Registration Information for Student Name page is displayed, where Student Name is the name of your student. One or more headings (e.g., MISD Registration ) are displayed. 2. Click the heading to view the list of associated forms. The associated form(s) are displayed below the heading. If a required form needs to be reviewed or updated, it is outlined in red and is marked with an exclamation mark icon. 20

23 Once the form is submitted, the icon will change to a green check mark. 3. Click Select for the form you want to update. The form data is displayed on the right side of the page. z For dynamic forms, the form opens on the right side of the page in a grid format with column headings and rows of data. Form instructions may also be displayed. 21

24 ßß ßß ßß ßß The left column of the grid displays all the information fields, such as name, grade, SSN, and birth date. The next column displays the current data for the field, if it exists. If the district or campus provided specific instructions for the field, the instructions are displayed below the field name. Some data can be updated, and some data cannot be updated. If the data can be updated, the Edit button is displayed. When you click Edit, an input field appears below the existing data allowing you to type the new information. A Cancel button is also displayed for the field. The input field will display existing data if available. Type over the existing data with the new information. z For static forms, an icon indicates the format of the document, such as Microsoft Word or PDF. If the district provided any special instructions for the form, the instructions are displayed. Click the form name to open the form. The form opens in the associated program. Save or print the form as needed. 22

25 ßß ßß If the form is required, click Submit Electronic Signature to electronically sign the form, indicating that you have viewed and accept the form. If the form is for informational purposes only and not required, there is no button to press. z For standard forms, the form is displayed on the right side of the page. In a standard form, fields are displayed in the form allowing you to enter the data. Some fields are required. You must enter the required data in a valid format to continue. ßß If the form is required and has data fields that must be entered, enter the required data and click Submit Data with Electronic Signature. 23

26 ßß ßß ßß If the form is required but has no data fields to be entered, click Submit Electronic Signature to electronically sign the form, indicating that you have viewed and accept the form. You may need to scroll down to see the button. If you have previously submitted a change in the field, but the change is still pending (i.e., not yet approved by an administrator), the original data is displayed with an asterisk next to it. 4. When you click Submit Electronic Signature (if applicable): z The message An electronic copy of this form was accepted on M/DD/YYYY is displayed at the bottom of the form. z The student s record is updated to reflect that a parent has submitted or acknowledged a required form. 5. When you click Submit Data with Electronic Signature (if applicable): z A confirmation message opens in a separate window. Print the confirmation for your records. z The campus staff is notified of your changes and will need to approve them before they are updated in your student s official records. 6. To update data you already entered, type over existing data. 24

27 NOTE: If you edit a pending field, your most recent change will overwrite the former pending change. The campus staff will approve the most recent change. Dynamic Forms: Until the change is approved by the campus, both the previous and new data are displayed, and an asterisk is displayed next to the fields to indicate that the change is pending. z If the administrator rejects a change for a dynamic form field, a message is displayed indicating the reason for the rejection. The message is cleared once you Cancel, click Edit, and type new information in the field and resubmit the change. Standard Forms: Until the change is approved by the campus, the Show Changed Values button appears on the form allowing you to toggle between viewing the previous and new values. Click Show Changed Values to view the previous data. 25

28 The changed data is highlighted. Click Show New Values to return. Once the administrator has approved the change, the new data is displayed. 26

29 NOTE: For standard forms, the administrator accepts or rejects the form as a whole. If any part of the form is rejected, the parent must resubmit the entire form. If a standard form is rejected, the parent will receive notification. Multi-Record Forms (Contacts Form) Multi-record forms are those where multiple records exist for the student, such as contacts, medical records, or student data restrictions. These forms have additional features, as described below for Contact Forms. Contacts Forms have an Add Additional Record button allowing you to add additional contacts for the student from this page. 27

30 Click Add Additional Record, and the form data is cleared allowing you to add data for a new contact. Be sure to save changes. 28

31 From the Contacts form, you can also request that a contact be deleted, except for the student s Priority 1 contact (as specified in the student s record at the campus). Select Mark For Deletion if you want to remove the contact. Once approved by the campus, that contact will be deleted from the student s record. The student s Priority 1 contact cannot be deleted; the Mark For Deletion check box is not displayed for a Priority 1 contact. 29

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33 What Happens Next All data changes submitted via online registration and/or student data updates must be reviewed by an administrator before the student s record is updated. For a dynamic form, each request is approved or rejected individually. For example, if you update your phone and address, the campus may approve the phone number change, but may require proof of residence before an address change is approved. For a standard form, the form is accepted or rejected as a whole. If campus staff rejects a submitted change, you will be notified by . The message should inform you why a particular change was rejected. Contact the student campus for more information. 31

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