APPROVE STUDENT REGISTRATION CHANGES AND MONITOR FORMS D

The TxEIS How To Guide Series TxEIS Registration How to: APPROVE STUDENT REGISTRATION CHANGES AND MONITOR FORMS Developed by the TEXAS COMPUTER COOPERATIVE

Contents 7BOverview... 3 Prerequisites... 3 Review Submitted Changes... 5 Monitor Student Form Submission... 9 View and Maintain Data... 9 Static Forms (Hand Delivered by Parent)...10 Dynamic Forms...11 Standard Forms...13 Run Reports...15 SRG0700 - Student Missing Forms...15 SRG0710 - Standard Forms (Home Language Survey)...17 1

7BOverview This TxEIS How To guide relates to online student registration data, which is set up and accessed via the parent portal, tx Connect. Once a parent has a valid Student Portal ID for an enrolled student, he can add a student to his tx Connect account and access the student s attendance, grades, and more. If the district has enabled parents to update a student s registration data, a parent can make changes to his student s data using forms available in tx Connect. As parents update data for their students, campus staff must review and approve each change. These steps must be completed in TxEIS Registration. The parent can also review, complete, and submit required forms via tx Connect. As parents review and submit forms from tx Connect, the campus staff can monitor the status and identify students who are missing required forms. Prerequisites The steps in this guide must be completed in TxEIS Registration by a user who has access to those pages. Basic knowledge of the TxEIS Registration application is assumed. The district must have enabled parents to update student registration data online (i.e., the Allow parents access to student registration forms field is set to Yes on the tx Connect Administrator Options > Settings page). See the tx Connect Administrator - Manage Forms for New Student Enrollment How To guide for more information. Parents must have been issued a Student Portal ID for each student. See the TxEIS Registration - Register Students From Online Enrollment How To guide for more information. This guide is based on tx Connect 2.10.3 and TxEIS 2.0.0005.xxx. 3

Review Submitted Changes Once a parent adds one or more students to his tx Connect account, he can submit changes to his student s registration data from tx Connect, such as address and telephone number changes. The Pending Updates page allows you to review and approve or reject a student s pending updates received from tx Connect. TxEIS Registration > Maintenance > Online Registration > Pending Updates Any students with pending update requests received from tx Connect are listed. 1. Click to view the details of the pending update. The data is displayed on the Pending Update Details page. z The Field field displays the tx Connect field type for which the update was requested. z The Current Value field displays the current data for the field, if it exists. z The New Value field displays the new information. z The Submitted For field displays the student s name for which the request was submitted. z The Submitted By field displays the name of the parent/guardian who submitted the request. 5

z The Doc Reqd field is not currently in use and always displays N. 2. The fields under Decision are set to Pending until they are accepted or rejected. z Select Accept or Reject for each pending update. z You can select Accept All to approve all pending update requests, or you can select Reject All to deny all pending update requests. To undo this if necessary, select Pending All to revert all requests to a pending status prior to saving. 3. To add comments to the pending update request, such as the reason a request is being rejected, click. The Pending Updates - Reviewer s Comment dialog box is displayed. Add or update comments as needed - up to 255 characters, and then click OK to close the dialog box. 6

A red comment icon red comments icon indicates that the student has existing comments. These comments will be displayed to parents in tx Connect in the form in which the update was made. 4. Click Save to save the changes. 5. Click Inquiry to return to the Inquiry page. NOTE: Once you have accepted or rejected all of a student s pending updates, the student is no longer listed on the Pending Updates inquiry page. If no students have pending updates, the message no rows is displayed. 7

Monitor Student Form Submission In the tx Connect parent portal, there are three types of forms a parent can submit. Form information is displayed differently depending on the form type. Remember, some forms may only require the parent to acknowledge that he has reviewed the form. Other forms require the parent to input data. Some data input by parents must be approved by campus staff in order for the change to be made to the student s record (as described in the previous chapter). These settings are established in tx Connect Admin on the Forms Management pages. See the tx Connect Administrator - Manage Forms for New Student Enrollment How To guide for more information. View and Maintain Data The Forms tab allows you to view the status of a student s registration forms and maintain submission dates for hand-delivered forms. Registration > Maintenance > Student Enrollment > Forms 1. Select a student and click Retrieve. All forms the district has set up for monitoring are listed in order by form name. 2. The Form Name column displays the name of each form. 9

3. The Submit Date field is initally blank for all forms. 4. The Submitter ID field displays the full name of the parent who submitted or acknowledged the form via the tx Connect parent portal. 5. The Approval Date field displays the most recent date a campus administrator approved/rejected a change to the form data. This field only applies to dynamic forms that were submitted by the parent online. Otherwise, N/A is displayed. 6. The Approver ID field displays the full name of the campus administrator who manually accepted the form. This field only applies to dynamic forms that were submitted by the parent online. Otherwise, N/A is displayed. 7. The Required Form field displays Y or N to indicate if the form is mandatory for the student. Static Forms (Hand Delivered by Parent) A static form is an electronic version of a paper form (such as a PDF or Word document) that is provided to the parent via tx Connect but cannot be submitted online. The parent can print, complete, and hand deliver the form to the campus. If the static form is required by the district or campus, you can manually record the date on which the parent submitted the form. In the Submit Date field, type the date in the MMDDYYYY format, or click the calendar icon to select the date from a calendar, and click Save. The date is saved in the Submit Date field. The Submitter ID field displays the full name of the campus administrator who entered the date, according to the ID used to log on to TxEIS. For static forms, the Approval Date and Approver ID fields will always display N/A; they are not used. For static forms, you cannot view the form; the spyglass icon is not available. 10

Dynamic Forms A dynamic form is a web-based form that the parent can complete and submit online via tx Connect. If the parent submitted a change to a dynamic form via tx Connect, the change must be approved/rejected on Registration > Maintenance > Online Registration > Pending Updates. The Submit Date field displays the most recent date on which the parent submitted the change via tx Connect. The Submitter ID field displays the full name of the parent who submitted the change, according to the ID used to log on to tx Connect. NOTE: If multiple changes have been submitted, the Submit Date and Submitter ID fields display data for the most recent change submitted. The Approval Date field displays the date on which the campus administrator approved the change via the Pending Updates page. The Approver ID field displays the full name of the campus administrator who approved the change, according to the ID used to log on to TxEIS. NOTE: If multiple changes have been submitted, the Approval Date and Approver ID fields display data for the most recent change that has been approved/rejected. Click the spyglass icon to view details of the requested change(s). A dynamic form is displayed as a table of fields and values. Only fields that have new or updated values are listed. 11

z The Submit Date and Submitter ID fields display the date the parent submitted the form and the parent s full name. z The Approval Date and Approver ID fields display the date the change was accepted by the campus staff, and the full name of the administrator who accepted the change. z In the Request Type column: ßß ßß ßß New Record is displayed if no data currently exists. Update is displayed if the parent requested to change the existing data. Delete is displayed if the parent requested to remove the existing data. z The Field column indicates which data is being updated. z The New Value column displays the value entered by the parent in tx Connect. z In the Status field: ßß ßß ßß Accepted is displayed (in green) if the campus administrator accepted the change. Rejected is displayed (in red) if the campus administrator rejected the change. Pending is displayed (in blue) if a campus administrator has not yet accepted or rejected the change. z Click Print to print the form. z Click OK to close the form. 12

Standard Forms A standard form is an electronic version of a common form required at districts throughout Texas. Some standard forms may require data entry from the parent, and other standard forms may only need to be acknowledged. A parent can review, update, and accept the form via tx Connect. Campus administrators can monitor the status of the standard forms but do not record information. The Submit Date and Submitter ID display the date the parent submitted the form and the parent s full name. For standard forms, the Approval Date and Approver ID fields will always display N/A; they are not used. Click the spyglass icon to view the form. The standard form resembles the hard copy form and contains the data entered by the parent if applicable. The form submission date and parent name are also displayed on the form. 13

Click Spanish Version to view the Spanish version of the form if it is available. Click English Version to return to the English version of the form. z Click Print to print the English or Spanish version of the form. z Click OK to close the form. 14

8. Click Save. Run Reports SRG0700 - Student Missing Forms The report provides a list of students who are missing one or more required registration forms for the current school year. You can use the report to identify all students missing a specific form, or identify students who are missing any required forms. Archived forms are not included. Registration > Reports > Registration Reports > Student > SRG0700 - Student Missing Forms You can run the report for all students and all required forms: 15

You can also run the report for a specific form: 16

SRG0710 - Standard Forms (Home Language Survey) The report prints the Home Language Survey forms for the selected students. The hard copies must be retained in the student s folder. Registration > Reports > Registration Reports > Student > SRG0710 - Standard Forms (Home Language Survey) 17