Online Enrollment - Clerks

2018-2019 Online Enrollment - Clerks
Online Enrollment Goals and Expectations Attendance Clerks/Registrars/Sked Clerks/Backups Online Enrollment - Clerks

April 16 – June 1 PK Pre-registration officially April 16 – 20 Encourage as many parents as possible to complete this process from home Online Enrollment form (PK and new YISD students) and Online Demographics Update forms will be closed to parents beginning at Midnight on June 2, 2018 and will not re-open again until August 2018 Online Enrollment - Clerks

Goal is for every YISD Campus to have 95% of their parents of existing/returning students update their Online Demographics form by June 1 Online Enrollment - Clerks

Campuses will be expected to run their own enrollment/demographics update process Message to parents will instruct them to call/stop by their child’s campus if they need assistance If they have students at multiple campuses, they will only need to choose one campus for assistance TIS Help Desk only for YISD staff technical support Please do not refer parents to Central Office for assistance Online Enrollment - Clerks

Priority 1 Guardians MUST have HAC Login Credentials 3,887 – number of parents for whom TIS was able to successfully generate HAC access credentials 3,679 – number of parents Districtwide that campuses will need to generate HAC access credentials for Instructional videos and links on how to access your list were sent out on 2/23/2018 It is to the campus’ benefit to complete this process Deadline to complete this process is FRIDAY, APRIL 6, 2018 Online Enrollment - Clerks

Main focus is for parents to complete their online demographics update between April 16 and June 1 Hard copy packets NOT required at this time (with exception of PK Eligibility Packets) May 2018 – Campuses may begin distributing Hard Copy Enrollment Packets to parents Testing April 30 – May 11 June 11 – June 30 – Window for campus staff to process/accept Online Enrollment forms (PK and new YISD students) and Demographics Update forms With exception of incoming PK students, accepting process cannot begin earlier that June 11 MUST be complete by June 30 - No Exceptions Online Enrollment - Clerks

August 2018 – Online Enrollment re-opens for Brand New to YISD Students and remaining returning students *Tentative start date – pending End of Year Rollover and staff return dates August – Student Registration/New Teacher Induction week Collect Hard Copy Enrollment Packet and Proof of Residency this week August 27 – First Instructional Day of School Year Online Enrollment - Clerks

What’s the difference? Existing/Returning Student Enrollment New to YISD Student Enrollment Online Enrollment - Clerks

Existing/Returning Students will fill out the Online Demographics Update Form Parents of these students MUST have valid HAC Login Credentials All of your current students – even if they are in a grade level that will require them to attend a different campus next year (PK, Grade 5, Grade 6, Grade 8) Students who have left The District and are returning IF they were with YISD during the School Year or sooner Students who left during the School Year or sooner MUST NOT fill out a New YISD Student Enrollment Form – Will cause duplicate PEIMS errors and will result in parent having to go back and fill out the Online Demographics Update form Graduating Seniors WILL NOT need to have their parents fill out an Online Demographics Update Form Online Enrollment - Clerks

Brand New To YISD Students will fill out the New YISD Student Enrollment Online Form Parents of these students MUST create a New to YISD Enrollment Online Account They will be UNABLE to enroll via a HAC Account PK Pre-Registration Students and possibly students of military parents who know they will be stationed in El Paso Students who have left The District BEFORE THE School Year or sooner ( or earlier) Students who left before the School Year won’t be found in eSchoolPLUS Online Enrollment - Clerks

It is possible for a parent to have to enroll one student using the Online Demographics Update Form and another student with New YISD Student Enrollment Online Form? YES – example of this scenario would be a parent with a child currently in 4th Grade and another who is Pre-registering for PK Online Enrollment - Clerks

If a parent has a child who is an existing student AND another who will be a brand new to YISD student, can we add the new student to the parent’s HAC Account? NO - HAC Accounts can only be generated for students who already have a record (in any status) in eSchoolPLUS Brand New to YISD Students do have not ANY information in eSchoolPLUS available to allow for the creation of a HAC Account Online Enrollment - Clerks

Roles and Recommended Processes Online Enrollment - Clerks

Attendance Clerks/Registrars/Sked Clerks/Backups role in Online Enrollment will involve working with eSchoolPLUS and collecting required documentation later this summer HAC Login Credential Support, Data Validation, Enrollment Form Acceptance, Power of Attorney Form, Alternate Proof of Residency Form, etc. Online Enrollment - Clerks

Attendance Clerks/Registrars/Sked Clerks/Backups role in Online Enrollment will NOT involve assisting parents with filling out the Online Demographics Update Form or New Student Enrollment Form Attendance Clerks/Registrars/Sked Clerks/Backups will be the FIRST POINT OF CONTACT when assisting parents Campus technology staff will be tasked with assisting/guiding parents through the Online Demographics Update Form and New Student Enrollment Form It is important and HIGHLY RECOMMENDED that your campus adheres to these defined roles Online Enrollment - Clerks

Things you’ll need to know Troubleshooting HAC Accounts How to find/reset login credentials Linking Students Which form parent should fill out by screening and identifying if the student is existing/returning or new to YISD How/where to determine if a parent successfully filled out correct enrollment form Make sure parents see/talk to you BEFORE they get to computer lab Bypassing you will cause confusion for parent Technology staff will not know for certain which form a parent should fill out They will not be trained in your procedures Technology staff will be instructed to send parents back to you if they’re unsure of their login credentials or which form they should be filling out Online Enrollment - Clerks

Not necessary for every parent to physically stop by the campus in order to fill out their online form Parents will be encouraged to complete this process at home Have a workflow/process in place to assist those parents who need campus assistance/resources Have plan in place to handle enrollment related phone calls – if problem can be solved over the phone, please do so Online Enrollment - Clerks

When assisting parents, make sure they know exactly which online form they must fill out PRIOR to sending them to computer lab Online Demographics Update Form – Existing and returning students (if they last attended YISD during the School Year or sooner) New YISD Student Enrollment Form – PK and BRAND NEW TO YISD Students (or students who last attended YISD during School Year or earlier) Ensure parents know their HAC Login credentials PRIOR to sending them to computer lab to fill out their enrollment form Attendance Clerks/Registrars/Sked Clerks/Backups will be the FIRST POINT OF CONTACT when assisting parents (in person and via phone) DO NOT send parents to computer lab without properly screening and providing them with their HAC Login Credentials first Online Enrollment - Clerks

2018-2019 YISD Online Enrollment Plan
Paper Enrollment Packets YISD Online Enrollment Plan

With the exception of PK Eligibility Packets – Campus are NOT required to distribute and collect paper documentation at this time Parents will be asked to return paper documents during Registration Week scheduled from August 13 through August 17 will be sent to administrators from TIS indicating when the Paper Enrollment Packets will be available for order from the Print Shop – No later than Wednesday, March 28, 2018 *Paid for by campus Recommendation is to distribute these packets beginning in May Online Enrollment - Clerks

Existing/Returning Student YISD Packet Informational Cover Letter for Parents Student Emergency Information & Consent for Medical Treatment Form Request for Food Allergy Information Online Enrollment - Clerks

New to YISD Student YISD Packet Informational Cover Letter for Parents Home Language Survey Academic Language Programs Questionnaire TEA Student/Staff Ethnicity and Race Data Questionnaire Request for Food Allergy Information Student Emergency Information & Consent for Medical Treatment Form *PK Eligibility Packets – Include all of the above forms* Online Enrollment - Clerks

Supplemental Forms Student Residency Questionnaire Migrant Survey These forms only need to be distributed to parents who indicate “Yes” on corresponding questions in Online Enrollment Forms **Can be distributed after June 30 – Once all enrollment forms have been accepted and campuses are able to identify which students may be Migrant or Homeless/Unaccompanied Youth** Online Enrollment - Clerks

What about the Socioeconomic Form? Socioeconomic Form can’t be included as part of the paper enrollment packet because the State doesn’t release the updated income guidelines until July 1 Socioeconomic Form will be made available to CEP campuses as soon as we receive next year’s Income Guidelines Online Enrollment - Clerks

Additional Documents SAAH Section 3.3 Enrollment Procedures and Requirements: Enrolling a student in a school district requires presentation of proof of the student’s identity, age, and residency or other eligibility for enrollment. Online Enrollment - Clerks

Proof of Student’s ID and Age Birth Certificate Hospital Records Passport Adoption Records Collected during student’s INITIAL YISD enrollment year Online Enrollment - Clerks

Additional Documents YISD Policy – FD (Local) At the time of initial registration and on an annual basis thereafter, the parent, guardian, or other person having lawful control of the student under order of a court shall present proof of residency in accordance with administrative regulations developed by the Superintendent. The District may investigate stated residency as necessary. Online Enrollment - Clerks

Acceptable Documents for Proof of Residency Current Utility Bill (gas, water*, electric) *water bill must reflect service address Lease agreement with parent or guardian named Notarized Alternate Proof of Residency form (if applicable) and utility bill/lease agreement Approved In District or Out of District Transfer application AND utility bill or lease agreement GATHERED YEARLY Online Enrollment - Clerks

Additional Documents Student Immunization Record – YEARLY Parent/Guardian Official ID NOTARIZED Power of Attorney (if applicable), in cases where a student’s guardian is someone other than a parent or step- parent – YEARLY (if using The District’s Power of Attorney Template) Does NOT have to be The District’s Power of Attorney Form DOES have to be Notarized Records from Previous School Online Enrollment - Clerks

Validation/Accepting Window Online Enrollment - Clerks

June 11 – June 30 – Window for campus staff to process/accept Online Enrollment forms (PK and new YISD students) and Demographics Update forms With exception of incoming PK students, accepting process cannot begin earlier that June 11 Alex Arroyo will cover the accepting process with PK Attendance Clerks during their PK Eligibility Training in April MUST be complete by June 30 - No Exceptions Instructions/Videos on the Accepting and Validation process will be sent to campuses no later than May 14, 2018 Online Enrollment - Clerks

Vital that all enrollment forms be accepted during this window Due to End of Year Rollover processes, not accepting forms by this date will lead to parents having to fill out their online enrollment forms a second time Lessons learned from not completing the accepting process during the School Year Can lead to undoing of PEIMS coding that was manually entered – Specifically, Home Language coding Complicates the process of identifying and coding Military Connected students Complicates the process of identifying and coding Migrant Students Complicates the process of identifying and coding Homeless/Unaccompanied Youth students Complicates the process of identifying students whose parents indicated NO for Photo/Video Release Complicates the process of identifying students whose parents indicated NO for Student Acceptable Use Agreement for Internet Access Online Enrollment - Clerks

August 2018 Online Enrollment - Clerks

August 2018 – Online Enrollment re-opens for Brand New to YISD Students and remaining returning students *Tentative start date – pending End of Year Rollover and staff return dates August – Student Registration/New Teacher Induction week Collect Hard Copy Enrollment Packet and Proof of Residency this week August 27 – First Instructional Day of School Year Online Enrollment - Clerks

Once School Year Begins Online Enrollment - Clerks

Keep campus processes in place once school year begins Student’s enroll all the time, keeping processes in place will reinforce good habits and make next year’s process easier for campuses Online Enrollment - Clerks

Online Enrollment - Clerks

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