STIDistrict Enrollment User Manual
Contents
1. Value Added to Grade Level E 2007 STIDistrict Enrollment STI_0601071225 STIDistrict Setup e 7 Other Settings for Enrollment Events To establish other general settings for the way the application will handle enrollment events click the Other Settings tab then complete the form to configure as desired District Enrollment Options Enrollment Options Feeder Options Other Settings Duplicate Criteria r Other Settings Select among the following Other Enrollment Settings Allow enrollment of students not withdrawn Allow partial enrollment of students enrolled in another school Build enrollment for students based on Entry withdrawal C Check for duplicate alternate student numbers Check for duplicate state student numbers Convert data to UPPERCASE District uses Assignment Process For Address Selection allow text to be appended to number For Address Selection append street direction to end of street name Require forced withdrawals to be resolved EWR Matrix zi Iv Allow schools to make students inactive until Select Date 08 01 22005 y EWR Matrix Use default entry and withdrawal times Entry T Reset students lunch status Default Home Room CI OK Cancel e Allow enrollment of students not withdrawn If this option2. STIDistrict Setup 6 Moving Data with Students during Transfer eee eceseesessecseesecseeeeceseceeesecaeeseeneeseeseeneeseeeas 6 Enrollment Options for Data Movement ccooccnonncccononnnoncnnnononononannnonnon crono nonncnonnnanccnns 6 Feeder Options for Data Movement 0 0 cc ceeecesescessecsseeceseceeesecaeesesneeeecsaeeeeeaecaeeseenees 7 Other Settings for Enrollment Event ecsecssesssssecseeeeceseeeceseceeesecneeeeeaseeesaeeaseees 8 Duplicate Criteria mt reer Shien eae a R i ean 11 Auto Numberins senenn a a pico en Ana ai peer da 12 Enrolling Transfer Students 13 Transfer Student Enrollment Procedure eecceescecsssceececeseeessceceeeesneecesceseacecsaceeeaeecsseeeaees 13 A AOS 13 Enrolling the Studio tii eses 13 Enrolling New Students 15 New Student Enrollment Information ccesccesceesececeeeeeseeeseeeeceeceeeceseceseceseenseenaeeneeeneeas 15 Withdrawing Students with STIDistrict Enrollment 17 Withdrawal Process OVerview cccsccssseesseeseessceeceeeeeeeseeeseceseceseceaecnaecnaecaaecaeecaeeeneeeneeneeeenees 17 Withdrawal Procedure moroene re e e E O ea E REE E E EE E ES 17 Making Students Inactive 18 About Inactive Status scce ctcescccesiesievasecaceazesacdecaasecccevecadensasdneeasaededte ca udesudea vedas erre eii eret 18 Making a Studentinic Vii ii dd tdt Ena E ise deans 18 Importing Feeder School Students 19 Feeder School Import Oyervie Wiin near E conc conc nnnncn occ E EE EY 19 Feeder S
3. STISets data is installed Enter the directory and click OK UNC path is preferred to prevent requirement of mapping network drives at the user s workstation e A screen will appear indicating the program is password protected Enter the password provided by STI upon purchase and click the OK button to continue e The next screen that appears will be the Installation Completed screen There will be a note indicating the IENRWS EXE file which is located in the sub directory of the STIOffice data directory called ENR should be run on each workstation running the STIDistrict Enrollment program Click the Finish button to exit the install Workstation Program Installation The lenrws exe workstation install file must be run on each workstation that will run STIDistrict Enrollment Make certain that each workstation meets the requirements addressed in the section Workstation Requirements on page 2 Perform the following steps to run the workstation install e Run the lenrws exe file from the folder in which the core installation was performed When the installation begins a Welcome screen will appear A note will appear stating that the procedure will not install the program on the school file server There will also be a note that ADO must be installed on the workstation before proceeding The ADO was installed when the mdac_typ was installed on the workstation If the mdac_typ exe file has already been executed click OK to cont
4. is selected a student may be transferred into a new school from the previous school regardless of whether or not the student is withdrawn from the previous school e Allow partial enrollment of students enrolled in another school Selecting this option allows a school to copy a student record from another school into the new school as an inactive student record No entry record is created for the student at the new school e Build Enrollment for student on Entry Withdrawal The STIDistrict database has a data table called the Enrollment Table This data is usually created for students after their data is imported into the district database via the Import Engine The data created is used by many of the attendance reports within the STIDistrict Workstation If this option is selected then Enrollment Table data will be created at the time of entry for each student who is entered using the Enrollment program at a 8 e STIDistrict Setup STI_0601071225 2007 STIDistrict Enrollment 2007 STIDistrict Enrollment school Otherwise the Enrollment Table data will be created only after the student s new school has imported via the Import Engine Check for duplicate alternate student numbers Selecting this option will prevent an Alternate student number from being entered if that number already exists for another student within the district Check for duplicate state student numbers Selecting this option will prevent any State student n
5. the student s data into the new school the withdrawing school should always work to complete all data entry for the student grades transcripts absences etc prior to withdrawal Withdrawal Procedure To withdraw a student with STIDistrict Enrollment select File Withdraw a Student or click the Minus icon under the File item in the main menu The Withdraw a Student screen will appear To locate the student to be withdrawn enter the student number in the Student Number field and click Search or type in part of the student s last name and click the Search button Once the student appears in the list or when a list of students appears onscreen click on the student to be withdrawn and click the Select button Alternately the user may simply double click on the student to be withdrawn After the student has been selected the Record will be Added screen will appear with the student s name listed in the title bar Complete the record by entering the following information e Withdraw Date Enter or choose the date on which the withdrawal is to be effective The date entered must be a valid date in the school calendar The program will not complete the withdrawal without a proper date which must be within in the calendar and after the entry into the school e Time Enter the time at which the withdrawal is to be effective e Code Select the appropriate withdrawal code e From To Enter the information the school or distri
6. 2007 STIDistrict Enrollment User Manual STI Information in this document is subject to change without notice Student and school data used herein are fictitious unless otherwise noted The contents of this document are the property of STI This information is intended for users of the STI suite of products only Reproduction or redistribution of these materials to anyone other than STI customers or users of STI Software is prohibited without prior written consent from STI 2001 2007 Software Technology Inc All rights reserved Microsoft Windows Word and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in the United States and other countries Other product and company names herein may be the trademarks of their respective owners Software Technology Inc 4721 Morrison Drive Suite 200 Mobile AL 36609 3350 1 877 844 0884 This document was last modified on June 1 2007 Any subsequent changes made to the STI applications described herein will be discussed in the release notes that accompany each product s update Contents Introduction 1 COVER VIEW ARREPENDI RA EAS 1 Installation 2 Workstation Requirements oorsese an ces Doria cespe siga scene coeds EE EEE SAA EAE abeto teens 2 Installation Process certain 2 STIDistrict Login Accor 2 Installing at the SCHOO vio da 3 Configuring STIDistrict Enrollment ceeecseeccseeeccsseeeeesecseeseceeeecsaeceeesecseeseenecaeeseenaeeeeas 5
7. Otherwise the new school will not see the data from the previous school 6 e STIDistrict Setup STI_0601071225 2007 STIDistrict Enrollment e If Current Year Grades are to be moved then both the losing and the gaining schools must have identical Grading Periods e If User File data User File 1 User File 10 is to be moved from school to school User Files must be defined exactly the same at both the previous school and the new school in order for the data to be valid at the new school e If Special Education STISets data is selected to be moved the folder record data filename depends on the state of the installation K04 tps for KY users for example and the LM3 LM4 LMS LM6 Z80 and Z81 are moved Feeder Options for Data Movement To use the Feeder Options to specify which data elements will follow students moving across schools select the Feeder tab and choose each applicable data element Click OK to save the selections A typical setup is shown in the screenshot below District Enrollment Options Enrollment Options Feeder Options Other Settings Duplicate Criteria m Student Data to Import These options apply to data that will be moved between schools to prepare for new school years Discipline Entry withdrawal History Fees GPA Information Immunizations Medical Skills Special Instructions Student and Guardian Tests Transcript User File 1 User File 2 O User File 3 User File 4
8. STI_0601071225 Importing Feeder School Students e 19 e Use the drop list provided in the Next School field to select the school that the student will attend next year After this data has been entered for all students perform an Upload of the data into STIDistrict Once the data has been moved into the STIDistrict database students may be imported by other schools Importing Students To import students using the STIDistrict Enrollment program do the following e Open STIDistrict Enrollment at the school performing the import e Select File then click Import Students from Feeder s Or click once on the button on the toolbar a Import Students from Feeder s m Data to Move Student Options Original Entry Include Withdrawn Create Transcript Info Retain Home Rooms F Lunch Code F Bus Numbers Picture Filename Import Options Grade Level to Import 04 Overwrite Existing Records T Set Students Inactive Apply ERR Ya e Select the data to be imported The school will be limited to the list of data elements configured earlier in the STIDistrict Workstation setup e Select the Grade Level to Import Only students in the grade level chosen here will be imported e Select the option to Overwrite Existing Records to replace existing student data with new data This will only update the data selected in the Data to Move section above e Selecting the option to Set Students Inactive will des
9. ber to be generated 2007 STIDistrict Enrollment Enrolling Transfer Students Transfer Student Enrollment Procedure Login The district s STIDistrict Database Administrator will assign a user name and password for signing on to the Enrollment program To begin using the program type in the user name and password then click OK Enrolling the Student To enroll a student click on the File pull down menu and choose Enroll a Student Alternately the user may click on the Plus icon under the File item in the main menu The Enroll a Student screen will appear The next step is to find the student who is to be enrolled To find the student use one of the following search methods Name Enter any or all of the characters of the student s last name The program will search the database and return a list of all student names that begin with what was entered Student Enter the student number This must match the student number in the STIDistrict database at the central office School Enter any part of a school name such as High The search is a contains search which means it will return any record that contains the letters entered in the school field This search requires at least one letter in the name field as well Address Enter the address or a portion of the address This search also functions as a contains search returning records that contain what was entered in the field The list of students that appears i
10. ce all the fields have been completed click the OK button STI_0601071225 Installation e 5 STIDistrict Setup Moving Data with Students during Transfer To specify the data that will follow a student when he she moves from one school to another using the application log into the STIDistrict Workstation not Enrollment application as an Administrator then select File District Setup Enrollment Settings and perform the steps described below Enrollment Options for Data Movement e In the Enrollment Options tab choose the data elements to be moved and then click OK to save the selections A typical setup is shown in the screenshot below District Enrollment Options E Enrollment Options Feeder Options Other Settings Duplicate Criteria r Data Movement Settings These options apply to data that will be transferred between schools when a student moves from one school to another Mi tendance History ce Sa W Career Plans Y Contacts W Discipline History V Entry withdrawal Fees O LEP V Medical V Requests WV Special Education SETS V Tests Transcripts C Transfer All Grades for Current Year V User File 1 O User File 2 O User File 3 O User File 4 C User File 5 C User File 6 O User File 7 Notes e If transcript records are to be moved both the previous school and the new school must have Transcript Terms set up identically for any grades moved between the schools
11. chool Import Setup re cnn E 19 Creating School Codes in STIOF ICS oooonnonocnocnncconononacannnonnonncnnconorononc ono nononconccnncnnon 19 Enter Next School Information in the Student Record ooooonconncnnccnnconccnnoncnanconncnnncnnos 19 2007 STIDistrict Enrollment STI_0601071225 Contents e iii iv e Contents Importina Students sucesso titedteerni arena An abia 20 Other Features 22 SOL Conmect Mio tada tddi 22 Options in STIDistrict Enrollment ee eeecseeecesesecesecseeeeceeeeceaeeecsaeceeesecsevseenaseeeseeeeeeeeaees 22 SO WBE OLS es onda centra gcc Cocal A ri tasa dais 22 TiO WEE Casita corea lada diia arde ici td de ais Pega cas de adia ado 22 Trace FUE ben E RR SEABRA O E ERRO RN RR RR NR RR iii 22 Check SSN for New StudentS occccccoconononanononocanonanononoconanonanenonocnonannanenonccnincananenenes 22 Index 23 STI_0601071225 2007 STIDistrict Enrollment Introduction Overview The STIDistrict Enrollment program is an interface to the STIDistrict database and is installed at the local school level The primary purpose of this program is to allow the local school user to browse the district level database determine the enrollment status of a student who is transferring into the school from another school in the district and then enroll the student into the STIOffice database at the school The program will then insert data from the other school to the enrolling school District administrat
12. ct wants entered for a student There is a limit of 30 characters in this field e Note Enter any notes that need to be recorded with the withdrawal Once the fields have been completed click the Withdraw button to complete the withdrawal 2007 STIDistrict Enrollment STI_0601071225 Withdrawing Students with STIDistrict Enrollment e 17 Making Students Inactive About Inactive Status An Inactive student record is a demographic record in the database for a student who has not been enrolled at any time during the current school year in a particular school An example of an inactive record would be a demographic record retained in the database for a student who was enrolled in a school during the previous year which is being kept on file by the school in case the student returns Keeping these records will help to ensure that the same student number is used and will also eliminate the need to re enter data historical grades discipline etc in the event of the student s return Making a Student Inactive 18 e Making Students Inactive The most common point at which a student record is made inactive is on the first day of school This is typically done for students who are no shows on this first school day Most schools mass assign entry dates and codes to all students where the entry date reflects the first attendance day prior to the first day of school Students who do not show up on the first day are made inactive a
13. daisi e User ID Enter sa e Password Enter the STIDistrict Database password e Timeout Leave the default value To access SQL Connection Information at any time select File in the main menu and click on SQL Connect Info Options in STIDistrict Enrollment 22 e Other Features Show Errors This feature provides information when the user encounters a connection problem or when the program is pointing to the wrong data This is intended to provide support to assist the user when problems occur Lower Case When users enter new students who do not have records in the school database the program will utilize uppercase letters The user may change the student information to appear in mixed upper and lower case letters To do this select File in the main menu and click Options Then select Lower Case Trace File This feature is used to help STI support staff assist the user when problems occur Check SSN for New Students Selecting this option will prevent the user from assigning a Social Security Number to a new student when that number has already been assigned to another student in the district STI 0601071225 2007 STIDistrict Enrollment Index A About Inactive Status 18 Auto Numbering 12 C Check SSN for New Students 22 Configuring STIDistrict Enrollment 5 Creating School Codes in STIOffice 19 D Duplicate Criteria 11 E Enrolling New Students 15 Enrolling the Student 13 Enrolling Transfer Student
14. een the new student and existing students District Enrollment Options Enrollment Options Feeder Options Other Settings Duplicate Criteria Duplicate Criteria Settings Select among the following Duplicate Criteria settings M Middle Name Students Middle Name Y Last Name Students Last Name Y Race Students race O Social Security Number Y Date of Birth Students date of birth O Suffix Students Suffix Jr Sr IL III etc irst Name Students First Name Gender Students Gender 2007 STIDistrict Enrollment STI_0601071225 STiDistrict Setup e 11 Auto Numbering The Enrollment program can automatically generate a unique Student Number Alternate Student Number and or State ID Number for new students enrolled using the program To use this open STIDistrict Workstation and log in as an Administrator Then perform the following steps e Select File District Setup Menu District Setup e Click the Auto Numbering tab and check the type s of student number s to be generated 9 District Setup 4 x Required Fields School Write Back AL ing f Numbering Format for Student Numbers I Student Number No format defined Alternate Student Number No format defined State Student Number No format defined 12 e STIDistrict Setup STI_0601071225 Ok Cancel e Click on the corresponding No format defined button to the right to define the format of each type of num
15. efault values configured within STIOffice at the local school are also used by the Enrollment program at the school 14 e Enrolling Transfer Students STI 0601071225 2007 STIDistrict Enrollment Enrolling New Students New Student Enrollment Information The Enrollment program may be used to enroll students who have no previous enrollment at any school within the district The advantage of using the Enrollment program instead of STIOffice in this case is that the district database STIDistrict is immediately updated with the new entry record Also the program may be set to automatically generate a unique Student Number Alternate Student Number and or State ID number if desired by the district See Error Reference source not found on page Error Bookmark not defined for more details Always search for existing records before creating a new student record To enroll a student who has not previously been enrolled in the district select File Enroll a Student or click the Plus icon under the File item in the main menu The Enroll a Student screen will appear Click the New button and the Record will be Added screen will appear Enter data in the following fields Student e Number Enter the student number The number entered should follow the district or school guidelines e Last Name Enter the student s last name e First Name Enter the student s first name e Middle Name Enter the student s middle name e Suf
16. fix Enter the student s suffix where applicable The drop list will display any suffixes previously added If there are no suffixes in the list type in the suffix and in future that suffix will appear in the drop list for new students e AC Phone Enter the area code and phone number for the student e Address 1 Enter the first address for the student This should be the student s MAILING address e Address 2 Enter the second address for the student if it is different from Address 1 This should be the student s PHYSICAL address i e the address at which the student resides if different from the mailing address e City Enter the city that applies to Address 1 e State Enter the state that applies to the City field e Zip Code Enter the Zip Code that applies to the City and State fields 2007 STIDistrict Enrollment STI_0601071225 Enrolling New Students e 15 16 e Enrolling New Students School Info e Grade Enter the grade in which the student is enrolling Note By default the program will only allow students to enroll into a grade level that is within the range established in the STIOffice System File To allow students to enroll into a grade level that is NOT within that grade range the user must edit the enrini tps file this is a simple text file located in the STIOffice data folder at the school and add a line of text describing the extra grade levels to allow For example if an elementary school has a g
17. ick OK to save Note One account may be created for all school users or individual accounts may be created for each school user depending on the preference of the district 2 e Installation STI_0601071225 2007 STIDistrict Enrollment Installing at the School Core Program Installation The core program install is done once at each school and then multiple workstations may be installed within the school that will relate to the core program installation To install the core program at a school follow these steps e Download the install files lenr exe and lenr w02 to a directory at the school or onto diskettes e Run the lenr exe file This program may be run from the Windows Start menu To do this click the Start button in the task bar then click Run In the space provided type a Vner exe These instructions assume the installation is being run from a diskette If this is not the case change the a X in that command to reflect the drive and directory at which the file resides e The installation program will prompt the user to select a District or School installation Click on School and then click the Next button e The install will ask if STISets is installed at the school If STISets is not installed select Sets Not Installed and click Continue This will allow you to proceed to the next step o If STISets is installed select Sets Installed and click the Continue button The install will ask for the directory in which the
18. ignate all new student records imported into the new school as Inactive e The Original Entry field may be used to enter a date value that will be displayed on the student demographic record This date is not related to a student s current year enrollment rather this date may be used by the 20 e Importing Feeder School Students STI_0601071225 2007 STIDistrict Enrollment 2007 STIDistrict Enrollment school and or district to keep track of the date on which a student originally enrolled in school For example this could be a date from ten years ago at which time the student originally entered within the district Select the Include Withdrawn option to import all students with the corresponding Next School value and within the Grade Level selected earlier regardless of their current enrollment statuses Check Create Transcript Info to create transcript records for the students Select Retain Home Rooms Lunch Codes Bus Numbers and or Picture Filenames to import these values into the student demographic record at the new school STI_0601071225 Importing Feeder School Students e 21 Other Features SQL Connect Info The SQL Connection must be set up in order for the STIDistrict Enrollment program to function The SOL Connect Info screen will appear the first time a user opens the program Enter the following information here as needed e Server Name Enter the STIDistrict Server s IP Address e Database Name Enter the word
19. inue e At this point an Enrollment Directory screen will appear Select the directory in which the core Enrollment program was installed The program will default to the directory in the SST INI file if the 2007 STIDistrict Enrollment STI_0601071225 Installation e 3 4 e Installation STIOffice program has been installed on the workstation Select the location and click the OK button to continue The Local Directory screen will appear This location is the local directory on the workstation Select the default location that appears CNENR Click the OK button to continue The program will run an additional script and then another Welcome screen will appear This screen is the STI cwScript Control Setup program Click the Next button to continue A Start Installation screen will appear Click the Next button once more to proceed The program will install some files and then the SQL Server Client Network Utility screen will appear This screen is used to set the Default Network Library to TCP IP Be sure that TCP IP is selected as the Default Network Library and click the OK button An Installation Completed screen will appear Click the Finish button to complete the installation Notes about Datapaths STI 0601071225 UNC Paths are preferred The STIOffice datapath is the path found in the c windows sst ini folder by default To point the application to a different data folder modify the properties of the desktop shortc
20. mediate Reentry EWR Matrix The EWR Matrix defines rules about which reentry codes must follow specific withdrawal codes For example if a student withdraws with a code that means that the student withdrew in order to change grade levels then the EWR Matrix could be used to define a rule that would force the reentry code to be a code that also means a change in grade level If this option is selected students withdrawn with codes set up within the EWR Matrix will be required to be re entered immediately For more information see the sections EWR Matrix Entry Withdrawal Code Creation on page 10 and EWR Matrix Enrollment Settings on page 11 Show Override button on District Student Desktop This feature is not yet available STI_0601071225 STIDistrict Setup e 9 10 e STIDistrict Setup EWR Matrix Entry Withdrawal Code Creation Before you may define rules about the sequence of entry withdrawal codes in the EWR Matrix the codes must be created in the district database To do this e Open the STIDistrict Workstation and log in as Administrator e Select Utilities Code Maintenance Most Codes e Select Add Edit Delete Codes then choose Run e A list of schools will appear One of the schools listed is actually the district with a school code of 000 Select this item then click OK e Select Student Entry Withdrawal Insert entry and withdrawal codes to be used by the schools into the space provided a
21. nd their entry dates and codes are deleted If the Enrollment program is used to perform this procedure each student record is immediately available to other schools to use for enrollment This is not uncommon for instance a student who does not show up at the expected school may have moved and could be enrolling at a new school elsewhere in the district Schools are allowed to make students inactive using the Enrollment program only if the option is enabled in the Enrollment Settings screen in the STIDistrict Workstation Additionally this procedure may only be performed until the date configured in the STIDistrict Workstation To make a student inactive do the following e Select File Withdraw Inactivate a Student or click the button with the Minus symbol e Browse to locate the student highlight the student then click the Set Inactive button Select to remove Either or Both to remove Home Rooms and or Entry Dates e Note that a school is only allowed to select students from the school s own database STI 0601071225 2007 STIDistrict Enrollment Importing Feeder School Students Feeder School Import Overview This procedure is used to move student records en masse from one school to another A good example of this is when a high school imports student records from surrounding middle schools for students expected to attend the high school during the following year This procedure will eliminate the need to re enter the studen
22. ors will establish rules using setup screens within the STIDistrict Workstation to specify which data elements will be transferred with students 2007 STIDistrict Enrollment STI 0601071225 Introduction e 1 Installation Workstation Requirements The program should be installed on the computer at the school normally used to enter and withdraw students This computer must have the following e Windows 98 or better e Internet Explorer 6 0 or better Internet Explorer does not have to be used as the Web browser However it must be installed on the workstation e Microsoft Data Access Components mdac 2 8 minimum e The computer must have network access to the STIOffice data folder for the school e The computer must have network connectivity to the district s STIDistrict database Installation Process Before installing the program at a local school it will be necessary for the local school users to be set up as a user in STIDistrict STIDistrict Login Accounts To create the login account to STIDistrict for the user do the following e Open the STIDistrict Workstation at the district office Log in using the Administrator account User e In the main menu click File User File Setup Menu User Group Edit Click the Add button and create a group called School e Click File User File Setup User File Edit e Click the Add button and complete the fields to add a new user Choose the School user group Cl
23. rade range defined in the STIOffice System File as Grades 0 5 and the school wishes to enroll students into grades 92 and 93 a user at the school would edit the enrini tps file and add the following line Grd_Range 92193 e Home Room Enter the student s home room e Race Select the appropriate race from the drop list e Sex Click on Male or Female to indicate the student s gender e DOB Enter the student s date of birth When the date of birth is entered the program will automatically calculate the student s age e SSN Enter the student s Social Security Number e Entry Date Enter the effective entry date e Code Select the appropriate entry code from the drop list After entering the data click Enroll The program has several built in checks that will not allow the user to enroll without the required data fields populated It will also ensure that dates are valid term dates STI_0601071225 2007 STIDistrict Enrollment Withdrawing Students with STIDistrict Enrollment Withdrawal Process Overview STIDistrict Enrollment may also be used to withdraw students When STIDistrict Enrollment is used for this purpose instead of STIOffice the STIDistrict database is immediately updated of the withdrawal making the withdrawn student available for enrollment in another school within the district Note The data is updated in STIDistrict immediately Since other schools may immediately enroll the withdrawn student and transfer
24. s 13 Enrollment Options for Data Movement 6 Enter Next School Information in the Student Record 19 F Feeder Options for Data Movement 7 Feeder School Import Overview 19 Feeder School Import Setup 19 Importing Feeder School Students 19 Importing Students 20 Installation 2 Installation Process 2 Installing at the School 3 Introduction 1 2007 STIDistrict Enrollment STI_0601071225 L Login 13 Lower Case 22 M Making a Student Inactive 18 Making Students Inactive 18 Moving Data with Students during Transfer 6 N New Student Enrollment Information 15 O Options in STIDistrict Enrollment 22 Other Features 22 Other Settings for Enrollment Events 8 Overview 1 S Show Errors 22 SQL Connect Info 22 STIDistrict Login Accounts 2 STIDistrict Setup 6 T Trace File 22 Transfer Student Enrollment Procedure 13 W Withdrawal Procedure 17 Withdrawal Process Overview 17 Withdrawing Students with STIDistrict Enrollment 17 Workstation Requirements 2 Index e 23
25. s drawn from the STIDistrict database Students who have been enrolled in more than one school during the year will be displayed with the most current record listed first and the other records grayed out To bring up a student record click on the student and then click the Select button or simply double click on the student The Record will be Added screen will appear A student who has been withdrawn at another school will have a date in the Withdrawn column If a student is still enrolled in another school in the district a message will appear indicating that the student has not been withdrawn from another school in the district When this message appears click OK to continue If the student has NOT yet been withdrawn from the previous school contact the previous school and have them withdraw using the 2007 STIDistrict Enrollment STI_0601071225 Enrolling Transfer Students e 13 Enrollment program This will immediately update the district database and allow the student to be enrolled into the new school e Once the record appears change the student s demographic data as necessary Assign an Entry Date and Code for the student s Entry record and then click on the Enroll button The student will now have a record in STIOffice and at STIDistrict that shows enrollment as of the date selected Note Fields marked as mandatory within STIOffice at the local school are also considered mandatory within the Enrollment program at that school D
26. t data and will also allow the students to be including in schedule creation for the upcoming year Feeder School Import Setup This feature will only be available during the time period configured in the STIDistrict Workstation under the Enrollment Settings screen Data to be moved from the current school to the next school is also defined using this screen For more setup information see Feeder Options for Data Movement on page 7 Records will be imported only for students who have the Next School value populated within their demographic record in STIOffice Only those students whose Next School values are equal to the importing school s School Code as it appears in the System File in STIOffice will be imported into the school running the import Creating School Codes in STIOffice Before this field may be populated in any student record a list of school codes must be created To create this list in STIOffice do the following e Open STIOffice e Select Utilities Code Maintenance Most Codes e Select Next School then click Insert to create a new code e Enter the School Code then enter the name of the school Click OK to save e Repeat the process until all schools within the district are listed Enter Next School Information in the Student Record e Open STIOffice e Select Students Add Edit Student Information e Browse to locate the student then double click on the student 2007 STIDistrict Enrollment
27. t the right f Code Maintenance SAMPLE CONFERENCE DATABASE max 3 Student Entry withdraw Race Lunch SpEd Program 504 Citizen TCodes Zones Promotion Lives With Language Next School At Groups Nationality Postsecondary Career Plans Resident Dist Migrant LEP Impact Aid Language Prof LEP Services Incidents a 3 Courses a 00020222200 0000000000000 Student Attend EntryAwithdraw Codes Transfer w in distri R2 Chane Grade wi Transfer w in distri W2 Change Grade Change Delete Change School Print Exit STI_0601071225 2007 STIDistrict Enrollment EWR Matrix Enrollment Settings e Toopen the EWR Matrix log into the STIDistrict Workstation as an Administrator Select File District Setup Menu Enrollment Settings Click the Other Settings tab then click the EWR Matrix button Select a code then click Edit and define the code that should follow this code and the date of the subsequent entry or withdrawal See the screen shot below for an example BO EWR Matrix Code List RE EWR Codes EWR Code Desc pion EwR Type NextCode Reenw Edt SE Delete Duplicate Criteria When a new student is enrolled the Enrollment program compares the data entered for the new student to existing student data in the district database The Duplicate Criteria tab is used to select the data elements that will be compared betw
28. umber from being entered if that number already exists for another student within the district Convert Data to UPPERCASE Selecting this option will force all data entered using the Enrollment program to UPPER CASE District Uses Assignment Process This feature is not yet available Require Forced Withdrawals to be resolved EWR Matrix Selecting this option forces the previous school to withdraw a student who was enrolled into a new school even though they were still enrolled at a previous school This will only be allowed if the Allow enrollment of students not withdrawn option was selected Rules on which withdrawal codes will be used and the date of the withdrawal are set up within the EWR Matrix Allow Schools to make Students Inactive until If this option is not selected schools will not see the option in the Enrollment program to make a student inactive If the option is selected schools will be allowed to make students inactive until the date entered After this date the option will no longer appear in the Enrollment program at the schools Use Default Entry and Withdrawal times If this option is selected all entries and withdrawals created with the Enrollment program will use the time of day selected here Reset Students Lunch Status to If this option is selected then upon transfer a student s lunch status will be changed to the value chosen via the drop list Withdrawal codes Require Im
29. ut icon by right clicking on the icon selecting Properties and then editing the target line by adding datapath x mypath with x representing the correct drive letter and mypath representing the correct data location at the end of the line For example the target line would look appear as follows o CAENRALCRn EXE enr datapath x nypath The datapath for the local school STISets data is located in the enrini tps file that is found in the STIOffice data folder This is a text file and can be edited carefully using Microsoft Notepad 2007 STIDistrict Enrollment Configuring STIDistrict Enrollment 2007 STIDistrict Enrollment To start the program click Start STI Applications STIDistrict Enrollment The first time the user opens the program a message will appear indicating the program cannot attach to the database This appears because the user must configure the SQL Connection in order to attach to the database To do this enter the following information in the SQL Connection screen that appears onscreen e Server Name Enter the STIDistrict Server s IP Address e Database Name Enter daisi e User ID Enter sa e Password Enter the STIDistrict database password Note There is a special method for entering this password Enter the letter z followed by your SQL password backwards then the letter a For example if your SQL password is 723 you will need to enter z32 a e Timeout Leave the default timeout setting On
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