Add New Student Using GeoCode Procedures

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These tasks are completed on the Add Student Page and the Re-enroll Student Page.

Add new student using GeoCode

Use this procedure when the new student has no siblings in the district and does not live with someone who has address information entered into the system.

Note

For summer school, change your environment before starting this procedure. Refer to Set Environment for details on entering the Summer School environment.

1. Select Registration > Entry & Reports > Student > Add Student.
2. On the Duplicate Student Search page, enter information identifying the student.
3. Click Load at the top right of the page to display results on the Search Results panel.
   • If no students match the search the search criteria, the Add Student page displays (skip to step 7).
4. If the student is in the system but is inactive, click the Re-Enroll button to display the Re-enroll Student Page, and re-enroll the student.
5. If the Search Results page displays one or more students that could be the student you want to enter in the system, you can click the Student Name link to view their Student Summary page and determine if the student is already entered.
6. If the Search Results list does not include your student, click Add at the top right of the page.
7. On the Add Student page, complete the mandatory fields in the Student and Federal panels (designated by a red asterisk  * ).
8. Enter the student's address and guardian information.
9. Click

   

   (Additional options) at the top right of the Geo Code Information section and select Search Plan Areas. The Plan Area Search dialog displays with its Search Criteria section populated with the student's address information. Select the appropriate plan area in the Search Results section and click OK. The Plan Area Number and Home Building Type fields display the results of the Plan Area selection. If the student's grade has been selected, this determines the Building and Building of Residence fields on the Enrollment panel.
   Tip
   If no plan area matches the student's address, or if the student lives outside the district, click No Plan Area.
10. If the student will not be attending the Building of Residence or if no plan area matched the student's address, select the building the student will attend in the Enrollment panel's Building field.
11. If you assign a building other than the building of residence, select the appropriate override in the Override Building of Residence field:
    R - Needs Review - to indicate that user review of the building assigned is necessary.
    L - Locked - to indicate the override was set by a user. With the Locked setting, you must also select an Override Reason.
12. Complete any remaining fields, then click Save to add the new student's record.

Add new student who has siblings in the district using GeoCode

This procedure lets you copy address information and contacts from the new student's siblings.

Note

For summer school, change your environment before starting this procedure. Refer to Set Environment for details on entering the Summer School environment.

1. Select Registration > Entry & Reports > Student > Add Student.
2. On the Duplicate Student Search page, enter information identifying the student.
3. Click Load at the top right of the page to display results on the Search Results panel.
   • If no students match the search the search criteria, the Add Student page displays (skip to step 7).
4. If the student is in the system but is inactive, click the Re-Enroll button to display the Re-enroll Student Page, and re-enroll the student.
5. If the Search Results page displays one or more students that could be the student you want to enter in the system, you can click the Student Name link to view their Student Summary page and determine if the student is already entered.
6. If the Search Results list does not include your student, click Add at the top right of the page.
7. On the Add Student page, complete the mandatory fields in the Student and Federal panels (designated by a red asterisk * ).
8. Click Copy at the top right of the Addresses and Contacts panel.
9. On the Sibling Matches dialog, enter values in all or some of Last Name, Phone Number, or Census # fields. This search returns values only for exact/complete matches.
10. Click Load to display all matches; they display as collapsed panels below the Criteria panel.
11. For any sibling panel, click

    

     (Expand) to display address and contact information.
12. Enter a check in the Copy column for each record you wish to copy. You can copy address, guardian, and contact information to the new student's record.
13. Click OK to copy the selected records to the new student's record. You may need to scroll down to display the OK button.
14. Click

    

    (Additional options) at the top right of the Geo Code Information section and select Search Plan Areas. The Plan Area Search dialog displays with its Search Criteria section populated with the student's address information. Select the appropriate plan area in the Search Results section and click OK. The Plan Area Number and Home Building Type fields display the results of the Plan Area selection. If the student's grade has been selected, this determines the Building and Building of Residence fields on the Enrollment panel.
    Tip
    If no plan area matches the student's address, or if the student lives outside the district, click No Plan Area.
15. If the student will not be attending the Building of Residence or if no plan area matched the student's address, select the building the student will attend in the Enrollment panel's Building field.
16. If you assign a building other than the building of residence, select the appropriate override in the Override Building of Residence field:
    R - Needs Review - to indicate that user review of the building assigned is necessary.
    L - Locked - to indicate the override was set by a user. With the Locked setting, you must also select an Override Reason.
17. Complete any remaining fields, then click Save to add the new student's record.

Add new student who lives with a contact in your district's system using GeoCode

This procedure lets you copy address information if the student lives with a contact that is already entered into eSchoolPlus. This person, for example, may be an emergency contact for another student or could be an enrolled student that is the parent of the new student.

Note

For summer school, change your environment before starting this procedure. Refer to Set Environment for details on entering the Summer School environment.

1. Select Registration > Entry & Reports > Student > Add Student.
2. On the Duplicate Student Search page, enter information identifying the student.
3. Click Load at the top right of the page to display results on the Search Results panel.
   • If no students match the search the search criteria, the Add Student page displays (skip to step 7).
4. If the student is in the system but is inactive, click the Re-Enroll button to display the Re-enroll Student Page, and re-enroll the student.
5. If the Search Results page displays one or more students that could be the student you want to enter in the system, you can click the Student Name link to view their Student Summary page and determine if the student is already entered.
6. If the Search Results list does not include your student, click Add at the top right of the page.
7. On the Add Student page, complete the mandatory fields in the Student and Federal panels (designated by a red asterisk * ).
8. At the top right of the Parent/Guardian 1 section, click Search to display the Contact Search Dialog.
9. Enter values in all or some of Contact Last Name, Contact First Name, Zip Code or Phone Number fields.
10. Click Load on the Search Results section to display all matches.
11. Click a row to select a contact.
12. Click OK to load the address and contact information. You may need to scroll down to display the button.
13. Click

    

    (Additional options) at the top right of the Geo Code Information section and select Search Plan Areas. The Plan Area Search dialog displays with its Search Criteria section populated with the student's address information. Select the appropriate plan area in the Search Results section and click OK. The Plan Area Number and Home Building Type fields display the results of the Plan Area selection. If the student's grade has been selected, this determines the Building and Building of Residence fields on the Enrollment panel.
    Tip
    If no plan area matches the student's address, or if the student lives outside the district, click No Plan Area.
14. If the student will not be attending the Building of Residence or if no plan area matched the student's address, select the building the student will attend in the Enrollment panel's Building field.
15. If you assign a building other than the building of residence, select the appropriate override in the Override Building of Residence field:
    R - Needs Review - to indicate that user review of the building assigned is necessary.
    L - Locked - to indicate the override was set by a user. With the Locked setting, you must also select an Override Reason.
16. Complete any remaining fields, then click Save to add the new student's record.

Note

If your district has enabled auto-generating family numbers, you may be prompted to select a family number or to proceed with an auto-generated family number. For more information, refer to Generate Family Numbers.