Enrolling New Students for NEXT Year

You can begin to put your incoming students for next year into the database at any point in the spring or summer. This process only needs to be done for students who are completely new to your corporation. If you have students moving up to the High School from the Middle School, this will be taken care of during the scheduling process.

Entering students for next year can be done by either directly entering students or having the parents enter the students through the Family Access.

Entering from the Office

Main view touch Add Student

Complete the search criteria and select that the student is not enrolling for this school year and touch Search for student

If any student(s) match the criteria you should select their name and view the details about the student.  If this is the correct student follow the onscreen instructions.

 

• If the student is an Active student you will cancel and either transfer the student from the active school to the new school or if in your building already no action is needed

 

• If the student is Inactive in another building you can choose to bring that student information into your building.

 

• If the student is Inactive in your building go to Inactive and search for the student.  Then enter a New Enrollment for that student.

 

If there are no exact matches you will be presented with possible matches for you to review.  If you want to see more details for any of the students select their name.  If the student is the correct student, you can follow the same procedure listed above.

 

If none of the matches are correct touch Search Ed-ID Portal. 

Open

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Harmony Ed-ID Search

Open

 

This will launch the interface between Harmony and Ed-ID.

Complete the search criteria and touch Search Ed-ID Portal.  Only the Last name and First name are required.  However, the more data you enter the more specific the search.

 

If any results are found in the IDOE Ed-ID system they will be returned for you to review.  

 

• You can review the name, birthdate, sex, race, language code, match score and Ed-ID the Ed-ID system has for possible matches.  

 

• If any of the results are the correct student, touch the green plus icon to accept the student.

 

This will pull the information from Ed-ID and create a new student for you to continue the enrollment process.

 

If none of the students are the correct student touch the Create new Ed-ID button.

If the data for the new student is unique enough (less than a .90 score) the Ed-ID will immediately be created and a new student will open with the new Ed-ID and you can continue the enrollment process.

 

If there are matches with a score of .90 or higher the IDOE team will review the request.  In this situation a Pending ID will be assigned to the student.  You can continue the enrollment process.  You can edit the student and touch Check Ed-ID status to see if a new ID has been assigned yet.  If so, all the records in Harmony will be updated with the new Ed-ID.

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Enter the student demographics, including the student’s grade level. 1. If they will be KG next year, enter them in your regular Kindergarten grade. This grade will not be moved up during the rollover. 2. If they will not be in KG next year, enter the grade they are in now. Then during the rollover, their grade will be increased by one. 3.

Once the student record is saved, the student will be listed in the “Inactive Students” view and will be flagged as a next year student. They can be found in the next year views for entering schedules or assigning teachers

Enrolling Through Family Access

For a completely new student, have the parent/ guardian go to the family access link for your school corporation. If the parent has other students in the corporation, they would simply log in with their existing account. If the parent does not have an account set up, they would touch on “Create an account here” and set up their new account. Then they would touch on “I need to enroll a new student” to enter the details of their new student. If this is a parent with an account already set up for other students, they can simply touch “Manage Account” to get to this choice. This will display a warning box to ensure that this is a completely new student enrolling. If the student has attended the corporation at any time in the past, this process should not be used. Instead the student would be reenrolled and the parent would be provided with a registration code. If this is an entirely new student, then choose which building the student will be enrolled in and touch “Enroll”.

The parents will enter the demographics for the student and then touch “Submit”. Once the student demographics are submitted by the parents/guardians, the office would then go to Office Use…Web Enrollment and touch on the student to open the web enrollment. Make sure to review/complete basic information such as date of birth, grade, etc. When you touch Approve you will be asked if the student is enrolling for Next Year- choose Yes.

You will be taken through the Ed-ID search process as listed above.

Once you have completed this process the student will be in the inactive students and in the next year area rather than in your current, active students

Assigning a Family Access ID

Also, once the student record is created, you can open the demographics and go to the Office Use tab. Touch “Generate random” by the Web Reg Code and Stu Web Reg Code. Parent/guardians and students can then use these codes, along with the student’s date of birth, to add the student to their family access account.

Review this article on setting up Family Access accounts

https://logickey.atlassian.net/wiki/x/AYAR