User Guide
Contents
1. There is no previous school on record for this student What would you like to do ae Tavet ane 15 Ifthe student had a previous school on record the student s admit date will appear in the Date field 16 You will receive an Are you sure message 17 Click OK to continue Registration Basics Reference Guide Page 25 of 53 10 Oct 2008 RMS Robson Mountain Secondary LS 246624 white 26 MAR 1990 D 14 FEB 2006 Notes Fee Retund Extra Curricular Pe form No Peels Register Are you sure aK cael When the no show is done you will receive the message that the process is complete This student s record will now revert to being owned by the previous school Registration Basics Reference Guide Page 26 of 53 10 Oct 2008 3 3 Viewing Historical Records for Withdrawn Students On occasion you may need to review the records of a student that was previously registered at your school The Prior Student query allows for that situation The info presented is for is viewing only Changes cannot be made to any of these records except by the home school You can view the credit details attendance summary special education designations incidents and testing records Process Path Start Screen gt Main Menu gt Queries gt Prior Students TH Query Prior Students DMS Dawson Mountain Sec School No Homeroom lt lt EEE Jennings Sar MARAT D Click on the button for the info that y2. Supporting Student Achievement Registration amp Demographics Reference Guide Version 1 3 10 Oct 2008 BCeSIS Implementation Team Contents COVED VICW caucstaciasestuisdaetadasuaaadansiie a banda a bicieses tases a aa 2 W OPK PROCESSES s 25s satassannibaseatestadeuatssaskatasdacdanusbasuatestaduaetstssdugands vinta laatadddsteless tea tard umieeteaeeatasadedatencs 2 Roles and RESpOnsl OI Sienra i susstetulscandanunantebss uutariueddatiuitasabeiesommide 2 le 5 ACMA DIC a Ae guise desde n a a su ctansiad adda cnet ueadaiaaec tude Meacua eeceutaesdaeaantss 4 LI Period Fes hihi ve QU CL ereere E E E EE 4 1 2 Enroll New no record turns up after a restrictive QUECTY c ccsseccececeececceeeeaeeeeeseeseeeeeeeeeseeeeeaeaas 7 1 3 Enrolling a Student with an Existing Record cccccccccccccccccceeeeesseeeseeeeceeeeeeeeeeaaeaaaeaesesseeeeeeeess 10 as Ente 1G ALO 0 secch ts se cc ads tas ars means ect ona seacac oe atataie ease ecahaee aenacamcd seat aee eee camt aah ona dincaaeca nate ice eessuaatetataetes 13 TUE OSS AR EEA A A A TE PE ona tate ebasiaat Sescadaee Meee ON AT E E AT 13 2 1 Registering a Single Student During Admission sssssssssssssssseeeeeerrssssssssssseseeereeresssssssssssseeerreeo 13 2 2 Registering a Single Student After ACMISSION ccccccccsssesseeseeeecceeceeeeeeeeaaaaessseeeeeeeeeeeeeeeenaaas 15 2o INEVEISC INC OISLEALION struicc E canna rsa td ca hiesnonutece tee enis sadacs sa lnestone
3. BCesls considers Emergency Contacts as who the school should call in the event of any Incident or emergency It does not look at Emergency Contacts as who to call when you cant reach the parents guardians as same districts understand this concept That is why this screen stores Information about parents or guardians taken from the Parent Information screen ifthe Emergency Contacts box was checked on the Parent Information screen as well as other emergency contacts neg Fecod er Commonviee Hik Usk Heb iin as Eusen Mountain Sec Senesi 2008 Fain Tommi a A a cc oF Ifthe Auto Generate Emergency Contacts option has been set to yes under the Gompany Fles Student Demo tab and the parent has been checked as an emergency contact on the Parent Information screen the parent will automatically have a call sequence af 1 2 aT Steps 1 Click on the AUD DEL button to manage emergency contacts 2 Change the call sequence as necessary A read only screen with a summary of all Parents and emergency contact information is available through the start screen gt commonview gt Parents Emergency Contacts Registration Basics Reference Guide Page 48 of 53 10 Oct 2008 6 9 Medical Health Information Pathway Start screen gt Common view gt Medical Health Information You can raise alerts for a student if they have a medical condition Please note that if updating of health information is done by the
4. E T oe ee Os m co e Ci D roof oa ka E LE Steps Enter transportation data as necessary Click on the roo enter additional Transportation information Hf more than two entries are necessary around buses drop off points ete as required Registration Basics Reference Guide Page 51 of 53 10 Oct 2008 6 12 Homeroom Staff Assignments Pathway Start screen gt Common View gt Homeroom Staff Assignments This screenis used primarily to enter or Update counselor mentor case worker and homeroom assignments for a student It can also be used to view courses and special Education information The student Break out Activities screen can also be accessed through this screen CMF hika Preity Elementary SRE Dai E lE B g e Add Deteco E EE ee _ a as oo es D erty 7 tt JIiiiij B ote ot T TTT LW TT GS Asem Steps Select the Counselor Mentor Case Manager as necessary Homeroom assignments can be added here or on several other screens such as the Basic screen or under school gt school information and select any of the following Home Room List Homeroom Assignment or Mass Assignment Mass Home Room Assignments Registration Basics Reference Guide Page 52 of 53 10 Oct 2008 6 13 Student Fees Assistance Pathway start screen gt Fees and Assistance This form is used to facilitate the administration of all fees for a student Assignme
5. oro Al tran fame Rowson Mountain Secondary LS ETE TE eS ese a a D 14 FEB 2006 When the no show Is done you will receive the message that the process is complete This student s record will now revert to being owned by the previous school Registration Basics Reference Guide Page 21 of 53 10 Oct 2008 3 2 2 No Showing a Registered Student but attendance has not yet been taken After Mass Registration is completed at the beginning of the school year some students will not show up for a variety of reasons Teachers will identify students who are No Shows in the days following the start of school Those students can then be reverse registered and withdrawn from BCeSIS as No Show 1 Query the student on the BCeSIS start screen 2 Go to the Registrations screen Main Menu gt Change Student gt Register 3 The student s original registration date will appear in the Registration Date field Click on the Reverse Registration radio button 4 Press the save icon A message will appear under the Registration Date field indicating that the reverse registration has been successful Dms owen Mountain S t Senool LS A a a o f Oma o La a 5 Click on the door to exit Tr 6 Back on the start screen for the student click the Withdraw fa icon 7 Enter the withdrawal reason 8 Enter the withdrawal date The withdrawal date should be equal to the admit date If you don t know the admit date
6. WDR button on the toolbar at the top of the screen 3 Enter the withdrawal reason 4 Enter the withdrawal date The withdrawal date should be equal to the admit date If you dont know the admit date leave this field blank and you will be asked if you want to use the admit date when you click on the No Show button 5 Click the No Show button 6 You will receive a message about the admission date if the date field has been left blank Click OK Go to step 7 if the student has NO previous school indicated in their record Got to step 8 if the student has had a previous school indicated in their record Registration Basics Reference Guide Page 20 of 53 10 Oct 2008 Mo Show Withdraw Date Cannot Be Mull The withdraw date for a Mo Show must be equal to the student s Admission Date Would you like to use this date and continue the Mo Show Cancel 7 Ifthe student has no previous school indicated in their records they will have the option to delete this student record Choose to Delete the student or transfer the file to another school The No Show process will end when ou confirm the deletion or transfer Mo Show Error There is no p revious school on record for this student What would at like ta do Delete Student Transfer Student 8 Ifthe student had a previous school on record the student s admit date will appear in the Date field 9 You will receive an Are you sure message 10 Click OK to continue
7. be prompted to enter final marks address outstanding fees team or locker information 3 2 No Shows dependent on district company file settings Overview No show means that an admitted student never showed up at your school and never will In this case you can no show the student if the Allow No Show option is set to Yes in the company file district setting If set to Yes then students who have been registered at a school but do not show up may be withdrawn as a no show When you No Show a student who has been admitted to BCeSIS previously ownership of the student record will revert back to the previous school When you no show a student with no previous school in BCeSIS you have the option to delete the student from the database or transfer them to another school When a student is withdrawn with a No Show code the student s previous and current fees go to the Fees Archive table No Show may also be processed for Cross Enrolment No Shows can be processed before school starts admitted student or after school starts registered student lf the student has attendance records i e school started and he she has been marked absent for three days but has never been present you will have to first delete all the attendance records 3 2 1 No Showing a Student admitted but not registered Process Path Start Screen gt Withdraw button 1 Query for the student on the BCeSIS Start window 2 Click the
8. register students that have been admitted to your school This process will register every student in your school allowing attendance to be recorded for these students Note Mass Registration can only be run once a year It can be run before on or after the first day of school If run after the first day of school be sure to use the actual first day of school as the Default Registration Date Any students that should not have been registered during the mass registration can be easily reverse registered students who have not physically shown up for classes are best left unregistered a The Default Registration Date will be the date used for all registrations unless otherwise indicated by the radio button options selected below Use admission dat I Do not register the Note As illustrated the bottom radio buttons of each set of two are the default options Choose other options based on the information provided Delete the registrations and re register Future Admission Options Use the existing r When this subset of students current admission date is greater than the default registration date entered the students future admission date will be used as the registration date Registration Basics Reference Guide i se students gi gister tration Page 17 of 53 Delete registrations and re register When this subset of students current registration date is greater than the default regi
9. school nurse then you need to check on the district policy regarding third party access to BCeSlS and make sure the appropriate controls are in place oe er ee HODI Adie Barres UE Ce a a oe a F CISSE 1018 Miang to bow singa fs ted steps Enter health and medical information as necessary Registration Basics Reference Guide Page 49 of 53 10 Oct 2008 6 10 Transportation Pathway Start screen gt Common view gt Transportation Transportation window is divided into two sections Transportation and Student Venicles Transportation is used to view and add information about bus transportation required for the student Student Vehicles is used to record parking and vehicle information Gaar ehia Prairie Maranta E ZI E o d E g D e ee ee 2 a eS i o Em D LE E SEL Steps Enter transportation data as necessary Click on the ADD to enter additional Transportation information if more than two entries are necessary around buses drop off points etc as required Registration Basics Reference Guide Page 50 of 53 10 Oct 2008 6 11 Transportation Alternate Addresses Pathway Start screen gt Common view gt Transportation gt gt This screenis meant to be used in conjunction with the Student Transportation Vehicles screen tis usually used to identify and provide more detailed information of pick up and drop off addresses and associated contact information
10. you will receive the message that the process is complete This student s record will now revert to being owned by the previous school Registration Basics Reference Guide Page 23 of 53 10 Oct 2008 3 2 3 No Showing a Student with Attendance Records If the student has attendance records i e school started and he she has been marked absent for three days but has never been present you will have to first delete all the attendance records 1 Query for the student on the start screen 2 Go to Common View gt Student Absences The absences for the student will list in the details area fg Period Attendance Student Absences DMS Dawson Mountain Sec School LS OoOo O 244721 trenton ira ota 1992 os shea CT D ee All x o los E Absent ae Absent MTE 08 C 0 wk Sayers Jack No No 07 SEP 2005 Absent Absent mEN os y o1 f4 Fulton Tommi NN 06 SEP 2005 Absent Absent I MMA 08 M o1 f3 Kwong Bong Kwong Song INN ee SS es tt es es SS ey ee ees de a E C A a ee es Attendance History Modify Absence 3 For each absence click the modify button and on the next screen click the DEL button 4 Save after each deletion and return to the Student Absences screen to delete the next until all have been deleted 5 Exit from the screen 6 Go to the Registrations screen Main Menu gt Change Student gt Register 7 The student s original registration date will appear in the
11. 3 10 Oct 2008 1 1 1 Performing a Restrictive Query Pathway Start screen gt Admit button To protect the privacy of students restrictions have been placed on how an admission query can be conducted in GCesIS For example you cannot use the wild card and search the entire database Furthermore you can only query certain fields legal last name gender and birth date It is for these reasons that that the appellation Restrictive Query is used A Restrictive Query is the first step in admitting a student Query with legal last name gender and birth date and then press Fo Ts ee ere se Also if your query is unsuccessful E Z es ee Cia B Check for a different last name i e pees mothers maiden name e With a compound last name try variations using a hyphen using a space using just ane of the two names in the compound etc n Check spelling variations such as m omith Smyth Clark Clarke HHHH HH rie HHHH DOGUSR000007000 lt YL Clicking on the More Information button will bring up this screen Use this info to confirm this student is the One YOU are Querying for proceeding 1 Enter the student s legal last name gender and birth date OD MMM Y 7 2 Press the FS key 3 Continue to query until you are certain the student is isn t in the system 4 An improperly input Gender is the most common reason for duplicate PENS Make sure you query both genders to ensure the student isnt inthe s
12. Name if none check box Postal code e Previous School The fields required in this section are dependant on the Admission Reason code chosen in the Admission Information section Check Systems Codes gt Centre gt Admission Codes for definitions Do not use fields for any information other than what they were intended a Basic Student Demographics ADMIT MODE a ECT E Hoo kEm nori PEN Number generated automatically 4 Save the record T Training Database ae I i 2 a a 5 Three separate prompts will display in sequential order i Release of Information The release of information refers back to the school s intake form for each new student Questions on the intake form may refer to parents allowing student information to be released to the PAC e g hotdog list for fundraising and other school based organizations More detailed release of information selections can be made on the Student Miscellaneous Information screen Admitting Does the student allow the release of hisfher information Registration Basics Reference Guide Page 8 of 53 10 Oct 2008 ii Would you like to create an Attendance Registration record Yes or No Only respond with a Yes if the student will begin attending your school immediately Yes will enable you to begin taking attendance for the student on the date you specify Respond with a No if the student is being admitted to yo
13. Registration Date field Click on the Reverse Registration radio button 8 Press the save icon A message will appear under the Registration Date field indicating that the reverse registration has been successful Registration Basics Reference Guide Page 24 of 53 10 Oct 2008 Dmg Dawson Mountain Sec Serdal LS a a Cc a CC oo nf amm a 9 Click on the door to exit 10 Back on the start screen for the student click the Withdraw ici Icon 11 Enter the withdrawal reason 12 Enter the withdrawal date The withdrawal date should be equal to the admit date If you don t know the admit date leave this field blank and you will be asked if you want to use the admit date when you click on the No Show button 13 You will receive a message about the admission date if the date field has been left blank Click OK Go to step 14 if the student has NO previous school indicated in their record Got to step 15 if the student has had a previous school indicated in their record Mo Show Withdraw Date Cannot Be Mull The withdraw date fora Mo Show must be equal to the student s Admission Date Would you like to use this date and continue the Mo Show 14 Ifthe student has no previous school indicated in their records they will have the option to delete this student record Choose to Delete the student or transfer the file to another school The No Show process will end when you confirm the deletion or transfer Mo Show Error bd
14. YY e Enrolled Reason Registration Basics Reference Guide Page 28 of 53 10 Oct 2008 ica Cross Enroll Student DMS Dawson Mountain Sec School LS 2006 Fulton Tommi 246161 Anderson Barbara Jayne IF 01 Nov 1990 D Dawson Mountain Sec School LS x 2005 14 FED 2006 J ho ee ae eee A A A ee A a y A a A r A A vitrerei m A A eae on eE ie jd 4 Select Save to save your changes and complete the cross enrolment 4 1 Withdrawing a Cross Enrolled Student If the program or course is completed or dropped by the student at the cross enrolled school they can withdraw the student from their school If the student does not show up at the school into which they have been cross enrolled that school will be able to record that action as a No Show lf the home school wants to withdraw the student from the cross enrolled school they must first get permission from the cross enrolled student and contact the cross enrolled school to have them withdraw the student from their school Process The school where the student is cross enrolled withdraws the student from their school Path Main Menu gt Cross Enrolment gt Cross Enrolment Student 1 From the Cross enrolment Student screen query the student you wish to withdraw 2 Highlight the line containing the cross enrolled school from which you wish to withdraw 3 Select the Withdra
15. all courses in the home school and all attendance data is preserved Cross Enrollment Transfer A Cross Enrollment Transfer involves transferring a student s school of record from their home school to a cross enrolled school Unlike Home School Transfer the student completely exits their previous home school Only courses in credit details transfer No Show Transfer When a student is newly admitted into BCeSIS and they do not show up for classes at their pre admitted school they can be transferred to the school the student will actually be attending Registration Basics Reference Guide Page 31 of 53 10 Oct 2008 Transfer Type Home School Transfer Cross Enrollment Transfer No Show Transfer Pre transition not discussed in this doc Registration Basics Reference Guide Cross Enrollment Courses Maintained Home School Courses Maintained Best Suited When A receiving school needs access to the student s records before the sending school is prepared to completely withdraw the student A student is continuing to take courses at the cross enrolled school but is exiting their home school At the beginning of the school year a student shows up at a different school than the one they were first admitted to Cross enrollment links are broken at YET unless courses are scheduled in the cross enrolled school before YET The receiving school is expecting the student This is a type of transfer bu
16. bed Da pihak A Yei arr n Trot 5 Tatbik Toe Ores ven van Lean Na Mitsy Recriment T Me College R cnimani Carte Ponte Pymin te Tranaped l Be Registration Basics Reference Guide Page 43 of 53 10 Oct 2008 6 4 Student Miscellaneous Information 1 Miscellaneous Tab Pathway Start screen gt Common View gt Student Miscellaneous Information hd Pupi Ha 146A 146 Beria ag Me Emerg Chetan can Eergenyco ge Registration Basics Reference Guide Page 44 of 53 10 Oct 2008 6 5 Student Miscellaneous Information 1 Locker Tab Pathway Start screen gt Common view gt Student Miscellaneous Information 1 Locker tab The Main Student Locker black of information is the student s locker at their Home School while the Other Student Lockers could be at a cross enralled school or a second locker at the home school Ez ih Ema Fiir ee cea Ver ap Lick Fe Fee coe cma Prarie Elemertery CC CSE w Lee UER ZT a a G a Tete ee Registration Basics Reference Guide Page 45 of 53 10 Oct 2008 6 6 Parent Information Pathway Stat Screen gt Common View gt Family gt Parents The Parent Information screen houses all pertinent parental quardian information available and relevant for each student Information may include details on a student s legal parents step parents legal guardians those who may have court access to the student and any Individuals who are to receive additiona
17. being admitted you might want to register them immediately Procedure Path Start Screen gt Admit You have already performed the restrictive query and are in the process of admitting the student as per section 1 3 1 above You have pressed save One of the prompts you will receive will ask you if you would like to create an Attendance Registration record Registration Basics Reference Guide Page 13 of 53 10 Oct 2008 When prompted to create an Attendance Registration record choose Yes Student Registration T Would you like to create Attendance Registration record Enter a Registration Date if the date is other than today s date If you do not enter a date the registration date will default to the current date Fa Attendance Registration Date 1 4 FEB 2006 Click the Continue button and continue with the admission of the student A green button will display the registration date DD MMM YYYY on the student Basic screen a Basit Student Demographics RG 14 FEB 2006 enue Memo MS 14758 186 ecchiato oredana ecchiato O O oredana V9A3D8 7 a 09 NO V 1990 Certificate Of Citizenship v T 186 Crow Street gt A Training BC B VGA 3D8 Training Database BB Lt Campbell River 7296335 Campbell River Christian Schoo From Public School Out Dist EEE 14 FEB 2006 Grade 12 ou ogwoo TCU AD fre E Registration Basi
18. cept the transfer c Click on the save icon a Accept School Transfer FMS Ronson Mountain Secondary omen D Tick this box to accept Registration Basics Reference Guide Page 34 of 53 10 Oct 2008 Step 3 Now the student can be transferred to the receiving school in this case Secondary Y using the Home School Transfer screen STU182 At this point the sending school Secondary X can do a Home School Transfer This will place Secondary Y as the home school and Secondary X as the cross enrolled school a Goto Main Menu gt Cross Enrollment gt Home School Transfer b Fillin all the fields as appropriate Please note that the dates default to the next business day c Click on the save icon a Home School Transfer DMS Dawson Mountain Sec School X 2006 Fulton Tommi Y 24618 rere 20 00 1902 omn Cieza D Robson Mountain Secondary Y Ea To Public School In District x 09 APR 2008 Dont Use X 09 APR 2008 aan all 09 APR 2008 Parent Choice Return To Home School F On the specified date this student s home school will be Secondary Y She will remain cross enrolled to her old school Secondary X until such a time as she is withdrawn through the Cross enroll Student screen Note A cross enrollment link with School Z remains intact including all marks and attendance 5 2 Cross Enroll Transfer This type of transfer handles situations where students will be exiting the
19. ck your data entry carefully against the LEGAL documents from which you are working i e Birth Certificate Passport etc Be careful in your data entry look for typos in the name inverted birth dates etc these are the most common errors staff make during the registration process Registration Basics Reference Guide Page 4 of 53 10 Oct 2008 2 Ask the student parent if the student was registered under a different name at his her previous school s If so try that name Be sure to use the same source of legal documentation variations can occur between legal documents as was used at the previous school s 3 Change the gender and search again 4 Check to see if the birthday month day or year has been transposed 5 Check the admission form to see if the student has a usual last name different from the legal name and try using that i e mother s maiden name 6 If the student has a compound last name try variations using a hyphen using a Space using the hyphen with spaces or using just one of the two names in the compound 7 Check spelling variations such as Smith Smyth Clark Clarke 8 If none of these work contact should be made with the previous school if any prior to creating a new record and determine how the record was entered in the previous school It may be that the previous school has not yet processed that student or has entered the student s data erroneously Registration Basics Reference Guide Page 5 of 5
20. cs Reference Guide Page 14 of 53 10 Oct 2008 2 2 Registering a Single Student After Admission If a student has been previously admitted but is not yet registered you can register them using the Registrations screen Pathway Start screen gt Main Menu Change Student Register The Registration screen allows a user to register pre admitted students reverse register incorrectly registered students and ta correct the registration date of a student SS a 2 ce CRE D Steps Registering a single student after admission Reverse register an incorrectly registered Modify a registration date student select the student to register Select your student select the Register radio button to register the _ Select your student Select the Modify Registration Date radio student Select the Reverse Register radio button Enter a registration date this will be the first button set the proper date day that the student will be attending class Ensure that the date field is set with the Click the Save button Click the Save button admission date Click the Save button Registration Basics Reference Guide Page 15 of 53 10 Oct 2008 2 3 Reverse Registration You can also Reverse Register a student who has been registered in error This form could also be used to change the registration date for a student A teacher may identify students who are No Shows in the week or so following the start of school year th
21. d Reason 008 COURSE AVAILABILIT ee ee ee Pees S itr OOO Ci E eS ES es D 2 _ i Click ADD E goooooonnnn z 2 3 a D RSS vy Baba Beha s bette JE D Cross Enrolment History ADD Cc b Choose the destination school from the list of values c Enter a Year Admit Date and Enrolled Reason d Click on the save icon zg Cross Enroll Student Dms Dawson Mountain Sec SchoolX 2006 Fulton Tommi 246161 o 29 OCT 1992 Dawson Mountain Sec School X Cross Enroled Schools ted Learning School Z ied Withdraw Robson Mountain Secondary Y 08 APR 2008 Yyithdray Wwithdrayw Withdraw Withdraw Withdraw Withdraw Withdraw Withdraw Withdraw Ea she kf ay sa ee af al 1 Registration Basics Reference Guide Page 33 of 53 10 Oct 2008 Step 2 Secondary X would now contact Secondary Y and inform them that the student in question is ready to transfer Secondary Y would have to accept the transfer a Secondary Y queries the student Ta Start Screen Instance class Rel 10 1 SELECT 5i To pi EE 22 eel a STUDENT IRMS Robson Mountain Secondary Y I anderson Barbara Jayne F Yio _ 999 666 7777 29 0cT 1992 a a a aE b Following the path Main Menu gt Cross Enrollment gt Accept Transfer STU183 tick the box to ac
22. e interoffice Memo button and will be available to the student s new school e Programs If the student has a current program assignment this button will be active Click on it to reveal the current program assignments Enter an end date for the program assignment if this is your district practice some districts have Programs automatically end dated upon withdrawal ea withdrawal DMS Dawson Mountain Sec School LS 248625 pois Weena IF enoo zy D 14 FEB 2006 To Public School Out District hotes Incidents FeefRetund Extra Curricular Cross Enrollment 6 Select the Withdraw button You will receive a pop up warning you to print all required reports Your district may have decisions in place regarding which reports should be printed when withdrawing students Examples of which reports to print include the student s report card if appropriate an admit withdraw report as necessary and the student s PR card if the student is moving to a non BCeSIS school Print before withdrawing Did you print all required reports successfully Once a student has been withdrawn from your school and enrolled in another school you will have to contact the new school if additional information is required Registration Basics Reference Guide Page 19 of 53 10 Oct 2008 Other pop ups may open warning you of other conditions regarding this student s records Select OK to continue or cancel to deal with the issue You may
23. eeeseeenaaaas 44 6 5 Student Miscellaneous Information 1 Locker Tab ooeeeeeeeeenenssssseeseeeernessssssssssssseseerreessssssssee 45 6 6 Parent iat Of MOM cea E N tema E A apvensaatteoehass 46 OFS dent SDN Sea I E a E T O A eaaka ate Meanch ass 47 6 S E merecen y COn ICS eea E alle anal canal ala aN te lahat al cages 48 69 Medical Ficalth intormatio nerenin E E EE ale iets tates 49 GLOTA pON AON ee a a cieetia eaele be aa he alacant a mada alee ete 50 6 11 Transportation Alternate Addresses nnnneeesssssseeeeeeeressssssssssssescerrerrsssssssssssseecerrerrerrssssssssses 51 6 12 Homerooni Stall ASSIS NINE MIS osecceceavercentseucscdea vanconeuaensdea s dadsceructua E TE EENE 32 student BESS ASSIS INCE reine S E E E ahd ee ele 53 Registration Basics Reference Guide Page 1 of 53 10 Oct 2008 Overview This guide will cover the processes involved in admitting registering and withdrawing students within your school Work Processes Admitting a Student Registering a Student Withdrawing a Student Cross Enrolling a Student Transferring a Student The Demographic Loop Roles and Responsibilities School clerical support staff Level 1 Support staff Introduction This document discusses the various ways to manage a student s record in BCeSIS It is of utmost importance that there is only one record ever created for a student Unless the student is entering a StrongStart Centre or a school in BCeSIS for the firs
24. ep 5 Select the school that the student will be transferred to Enter an admission date and reason before clicking the Ok button 2 No Show Transfer Alberni Mountain Secondary Alsek Prairie Elementary Alternate Home Learning Progra Arrow Lakes Elementary Aspen Mountain Secondary Baker Drive Elementary Best Mountain Secondary Sch Burnaby Valley Middle School 15 APR 2008 First Time Ent o Deve Step 6 You will get a message saying the Student has successfully transferred This student record is now available at the transferred school and can be reported against You can now contact Alsek Elementary and inform them that the transfer is complete Student has been successfully transfered Registration Basics Reference Guide Page 39 of 53 10 Oct 2008 6 Demographics The following sets of screens are all part of the demographic loop Some of the screens are of a more critical nature than others i e Emergency Contacts vs Lockers some are essential for funding purposes i e Student Citizenship Related Information1 and some are essential to student attendance at your school i e Student Course Selections Many of the screens will require your attention at your earliest convenience after registration Registration Basics Reference Guide Page 40 of 53 10 Oct 2008 6 1 Basic Student Demographics Pathway start screen Basic button This 1s the first page of the Demographic Loop The data on t
25. his page is required when admitting a new student into BCeSsls This advisory button indicates the date that the student was registered either during the Admission Process or when attendance is first taken for the student The Registration Date may be different from the admit date BCeslS will automatically generate a th Bask Student Demorar me new pupil number for a newly admitted i student Follow the Canada Post conventions when entering address info vols Incorrectly set Gender can cause duplicate PEN s Please ensure that the Gender is properly set When this box is ticked it will cause the property address to copy in the Mating Address area Ea lah 7 This area is lef to the discretion of the a he Biu school to create their own codes and on meanings ar Hi th im im a R ta Check this box ifthe student has no middle name Previous School is required data l Choose a district and school by cheking on the buttons t G Fat All bold flelds plus postal code middle name and previous school are required before you can Save PEN s are automatically populated everyday CHR means current homeroom and N Clicking on the Demo Log button brings up a for newly admitted students If it doesn t MHE means next homeroom This screen that displays all changes made to the data populate that means there is already a screen is one of several places you on this screen including who
26. ir current home school and wanting to have the cross enrolled school become their new home school This type of transfer is for students moving from one active BCeSIS school to another anywhere in the province Example A student s current home school is Secondary X She is taking several courses Secondary Y a school to which she is cross enrolled to The schools have communicated to each other regarding this student s transferring her home school to Secondary Y as she has completed all her courses at Secondary X Follow these steps to transfer a student to a cross enrolled school Registration Basics Reference Guide Page 35 of 53 10 Oct 2008 At the Cross Enrolled School a The cross enrolled school must accept the transfer before the home school can withdraw transfer by querying for the student on the BCeSIS start screen and going to Main Menu gt Cross Enrollment gt Accept Transfer and completing the screen as shown below Main Menu Common Y iew School Administration Lock Mail Admit Student Change Student 32 Withdraw Student Cross Enrollment Cross Enrollment Student Transfer Approve Withdrawat of Student a accept School Transfer Purcell Mountain Secondary 248575 Ama yn ear 1992 os arine Ce D I From Public School In Dist E Check on Po accept box b Go to Main Menu gt Cross Enrollment gt Approve Withdrawal of Student to allow the student to be withdrawn as a cross enrollment s
27. l mailings from the school or district Co a er a nE steps To add a parent click on the ADD button To delete a parent click on the DEL button Enter other information as avallable ura Par Fecce ra Daia i pa i rl j ga F od a ee i riia hiik uE E TTE a Doce OE Registration Basics Reference Guide Page 46 of 53 10 Oct 2008 6 7 Student Siblings Pathway Start screen gt Common View gt Family gt Siblings This screen stores all identified siblings of the currently selected student Clicking onthe ADD button allows you ta da a Restrictive Query fora sibling and then to associate that sibling with this student ret Vie Py eve ee TE os Co d Ca D Please Note Underthe system Setup Utilities screen there is an option button to pace een Mass Create Siblings This screen allows districts to generate sibling H relationships for a specific school or the entire district based on either n aa home phone number or home address Path Administration gt System Set up LURUNG Steps 1 Click on the ADD button Complete a Restrictive Query using the sibling s last name birth date and gender 3 Se lectthe sibling and then select the sibling relationship 4 Press the save icon Registration Basics Reference Guide Page 47 of 53 10 Oct 2008 6 8 Emergency Contacts Pathway Start screen gt Common view gt Emergency Contacts
28. leave this field blank and you will be asked if you want to use the admit date when you click on the No Show button 9 You will receive a message about the admission date if the date field has been left blank Click OK Go to step 10 if the student has NO previous school indicated in their record Got to step 11 if the student has had a previous school indicated in their record Mo Show Withdraw Date Cannot Be Mull The withdraw date fora Mo Show must be equal to the student s Admission Date vould you like to use this date and continue the Mo Show Cancel Registration Basics Reference Guide Page 22 of 53 10 Oct 2008 10 Ifthe student has no previous school indicated in their records they will have the option to delete this student record Choose to Delete the student or transfer the file to another school The No Show process will end when you confirm the deletion or transfer Mo Show Error bd There is no previous school on record for this student What would you like to do Delete Student Transfer Student 11 Ifthe student had a previous school on record the student s admit date will appear in the Date field 12 You will receive an Are you sure message 13 Click OK to continue yalVvithdrawal RMS Robson Mountain Secondary LS 246624 white karen 26 MAR 1990 D 14 FEB 2006 Fee Refund Extra Curricular Perform No Show l x E Are you sure canal When the no show is done
29. made them and record for that student in the system can set a student s homeroom wher Registration Basics Reference Guide Page 41 of 53 10 Oct 2008 6 2 Student Citizenship Related Information1 Pathway start screen gt common view gt Student Citizenship Related Information 1 The Immigration screen is where all pertinent information on country of birth language English proficiency etc is input and stored lt p gt Cece steps 1 Enter the student s citizenship status if other than a Canadian Citizen Canadian Citizen is the default citizenship status 2 Click on the Lang Eth tab Indicate the student s Language spoken at home 3 lf a parent or student has identified the student as having aboriginal ancestry Indicate tt on this screen as well 4 ifthe student is Status On Reserve then you will be required to Indicate which reserve the student lives on for funding purposes Registration Basics Reference Guide Page 42 of 53 10 Oct 2008 6 3 Student Miscellaneous Information 1 Permissions Tab Pathway Start Screen gt Common View gt Student Miscellaneous Information 1 The Student Miscellaneous Information 1 screen contains fourtabs The information that can be entered on this screen relate to permissions records family courier and locker numbers aren Edit Fen Geary a 2 OO 2 ooo oa l ireak aSa be nebeac
30. ncs apse ioaadeteatteeS abou 16 2A Mass ARCO IS LAL OMe senn Ne taceducaeamete cet inne E na naseaeeateetenes 17 Se WV MINA EE E E A E N E A EEA A A T 18 3 1 Withdrawing a Student Currently Registered nae a E R E 18 3 2 No Shows dependent on district company file settings eseessssessssssssoeeeeeresssssssssssssseeerreessssssss 20 3 3 Viewing Historical Records for Withdrawn Students 0 00 cccccessssssssssseececceeeeceeeesaaeeeeenseeseeeeeeees 27 A Cross Piro nent deci nrn Eea N e E a a A E 28 4 1 Withdrawing a Cross Enrolled Student cccccccccssssssssseseeseeseeccceeeeeeeseasaaaassesseeeeseeeeeeeeeeeeeqaas 29 F AMO UC TON cree or ss ote eases aie r Gatun ta ait 31 Delt OMe School Mash ektauinset thet bovenies extorreltsuasae stants ined ona eiseoen en nanisvanuanns haven nonaeeaes etowesdsoeneasehdes 33 D2 Cross ino PranisSher soveceect orien a a a ican ol a Ulaea i bae td alee iaeeee tna lat 35 I JING py OW PAS CM so al cao a ent eld tee de a 38 Oy DEMO CTAPIICS sass tate ciiat A imesens ia eee as ieee tenia deee ei eat eae elt eas 40 G1 Basic mdeni Demoro phe Sade a AT a a 4 6 2 student Ciuzenship Related Information erenn desks oblate dedies Codiaduad guste a tater Vela deadvaten ds 42 6 3 Student Miscellaneous Information 1 Permissions TAD cccccccccccccceceecceeceaeaseseesessseeeeeeeeeeeeaaaas 43 6 4 Student Miscellaneous Information 1 Miscellaneous Tab ccccccccccccccccceeceeceeeeeeeeeeeeses
31. nts can be made here or through other functions such as Teams Courses or Mass Assignment BLUE fields student is no longer enrolled in course but still has payment Fees are items charged by the te Student Feeumesietince towards it schoolfdistrict View and record any Emana Prana Eieeroertary JOJ Aem Berres 7 RED fields outstanding balance fees forthe Current Previous and Next z school years that a selected student must pay Fees can be kept active on a withdrawn student s record Payments and refunds can be made as long as another school has not picked up the student Clicking on the Wemo button allows you to enter a text description regarding fees Text entered here displays above the itemized list of fees on the receipt This read only form shows a history of all past fees and assistance that the student has received while in your Toggling the Assistance radio button displays a list of all types of assistance that a student has received for the District Board History is updated current year Data entered on this every year through the Year End screen DOES NOT trigger any SS ES Os E Transition process or when the student payments ta the student is withdrawn Clicking on this button displays a form that is Clicking on this button displays a form S Clicking on this button displays a form with a list of used to enter payment information for fees that is used to Identity how to transfer all standard fees and i
32. o your school such as kindergarten students Procedure Path Attendance gt Period or Daily Attendance gt Verify Registration gt Verify all Students 1 Navigate to the attendance module by selecting the k icon This action will take you out of the main esis module 2 Enter a date in the Default Registration Date field P Select the appropriate radio buttons as described below 4 Ifyou leave the radio buttons in their default format you will need to press the tab key to activate the Register button 5 Press the Register button When the registration is complete a message will appear indicating the number of records that have been created You can only mass register students once per year If the procedure has already been performed attempted for your school a message will appear saying that mass registration has already happened Registrations will have to be done on a student by student basis for the remainder of the school year Wass Registration of students has been run already this vear and may not be run again Each time you register reverse register or modify a registration record a corresponding record is created in the Admit Withdrawal History 6 Reverse register any students that should not have been registered This can be done on the Verify by Homeroom Verify by Class or Register screens Registration Basics Reference Guide Page 17 of 53 10 Oct 2008 2 4 1 Mass Verify Mass Verify means to mass
33. on The student cannot be admitted to your school until they have been withdrawn from the previous school If you do not see the Withdrawal date then the student has not been withdrawn from the previous school Contact the school and advise them that the student has indicated their intent to attend your school As this student already has a permanent record in BCeSIS most of their demographic information will already have been entered You only need to update any new information i e address grade admission reason and previous school Registration Basics Reference Guide Page 10 of 53 10 Oct 2008 1 3 1 Procedure Path Start Screen gt Admit 1 Perform the restrictive query The student record appears on the list 2 Ensure that you have the correct record by selecting the More Information button to view additional identifiable information on the child 3 When you are sure that you have the correct child record click the Select button on the bottom of the Admit screen The Basic Student Demographics screen will appear in Admit Mode note the blue bar Note that the student s withdrawal date appears on the top right hand side of the screen in Red highlights Ya Basic Student Demographics ADMIT MODE Robson Mountain Secondary LS ensel azel ensel azel Ranjeet 7 AUG 1991 Birth Certificate 250 555 2863 M 13 FEB 2007 Select Grade PRE NHR e
34. ose students can be reverse registered and withdrawn from BCeSIS as No Show students Procedure Path Main Menu gt Change Student gt Register Navigate to the registration screen and query for the student if he she doesn t appear at the top of the screen The registration date will appear in the field in the middle of the screen Ta Registrations aE DMS Dawson Mountain Sec School LS 414758 Mvecchiato Loredana 09 NOV 1990 Bo D 14 FEB 2006 Select the Reverse Register button Click Save You will get a message that reverse registration has been successful Registration Basics Reference Guide Page 16 of 53 10 Oct 2008 2 4 Mass Registration You can Mass Register students by class by homeroom or for the entire school population You can mass register all admitted students prior to or on the first day of school this can only be done once each year Mass registration can save a lot of time by registering large numbers of admitted students simultaneously even though students who have not shown up will also be registered Any students that should not have been registered during the mass registration can be easily deregistered students who have not physically shown up for classes are best left unregistered Registration of homerooms classes on the other hand can be done at any point during the school year Registration by homeroom would benefit the registration of a group of students transitioning int
35. ou wish to view Registration Basics Reference Guide Page 27 of 53 10 Oct 2008 4 Cross Enrollment Cross enrolment is typically used to give a student access to programs or courses that are not available in their home school but are delivered in other schools throughout the province Students may be cross enrolled in more than one school Students may only ever have one home school Students may request to have their home school transferred The home school is responsible for processing the cross enrolment The cross enrolled school can Schedule courses in their school for the student Enter marks for those courses that the student is taking in their school Can enter attendance for the student View demographic data but not change it Enter discipline items for the time the student is in their school Accept or reject a request to withdraw the student or to become the student s home school When both schools are on BCeSIS ensure that the student is cross enrolled to one of the schools not enrolled in both as this creates duplicate records and PEN errors At the new cross enrolled school the student appears on the school roster in blue Process Path Main Menu gt Cross Enrolment gt Cross Enrolment Student 1 From the Cross Enrolment Student screen query the student you wish to cross enroll 2 Click the Add button to begin the process 3 Enter the required fields e Cross enrolled Schools e Adm Date DD MMM YY
36. phic information OR b Admit a student who has an existing record by selecting that record and updating their information as necessary The first record entered for a student becomes that student s permanent record and must be maintained so that a complete history for the student is generated 1 1 Perform a Restrictive Query Restrictive Query is the name given to the process of searching the Provincial database to determine if the student record already exists It s important to be certain the student you are admitting is not already in the database If the student is coming to your school from another school in BC there is a good chance the student already has a record in BCeSIS With more and more StrongStart Centres opening and students receiving their PEN at that time it is ESSENTIAL that these procedures be followed for every child regardless of age Do not assume that the child is not already in BCeSIS To protect students restrictions have been placed on how an admission query can be conducted in BCeSIS For example you cannot use the wild card Furthermore you can only query certain fields legal last name gender and birth date It is for these reasons that that the appellation Restrictive Query is used If at any time the query calls up the student then select that line and press the Select button If not then go to the next number in the list 1 Enter the students LEGAL last name gender and birth date Che
37. rictive query on this student and found that she already has a record in BCeSIS and is admitted to your school As this student has never attended your school best practice is to No Show her However because you created her record and because she is a No Show you will have two options to transfer her record to the school she will actually be attending or to delete her record Deleting her record would be the best option if you didn t know what had become of this new student Because you know though you can carry on with the No Show Transfer to School Y Step 1 Query for the student on the Start screen using the standard query techniques Step 2 Click the Withdraw button on the Start screen to open the Withdrawal screen Enter a withdrawal date of the current date and select the appropriate withdrawal reason 3 Withdrawal 7l Xx Chilkat Prairie Elementary TEE Meruce emma Br enove2007_ a am Cia D 15 MAY 2006 To Alternate School x FeefRetund Extra Curricular Step 3 Click the No Show button and click OK to the question Are you sure Perform No Show Are you sure Registration Basics Reference Guide Page 38 of 53 10 Oct 2008 Step 4 Select the option of Transfer the Student on the next screen for those students going to another BCeSIS school Mo Show Error Select this option for pre admitted students that will Een be going to another like to do BCeSIS school y St
38. s used to quickly apply fees Select the fee to be paid from the main excess payment to a different fee or refund fees for a student especially when canvas and choose the Payments button multiple fees need to be assigned or refunded Registration Basics Reference Guide Page 53 of 53 10 Oct 2008
39. stration date it will un register these students and then re register them with the default registration date Delete the registrations and re register When this subset of students current registration date is less than or equal to the default registration date it will un register students and then re register them with the default registration date After entering a Default Registration Date use the tab key or select any of the radio buttons to activate the Register button 10 Oct 2008 3 Withdrawal Purpose You may need to withdraw a student for a variety of reasons the family is moving the student is transferring or they are a no show A No Show is a special situation and will be discussed separately Before a student can be admitted in his her next BCeSIS school the current school must withdraw the student The current school is the school of record and will retain ownership of that student record until the next school picks up the record by admitting the student Overview lf the student attends your school for even one day you need to use the withdrawal process and not the no show process Once a student is admitted to another school access to that record from the date of admission to the new school now belongs to the new school If your school has withdrawn the student you can still access information for the time the student was in your school through a historical query The withdrawal da
40. t C id Coquitlam vma a 14 9078 Bravo Dr Coquitlam BC z BB V7M 272 z Ht Howe Sound 4343084 Nicola Valley Middle School 1445 EagleRidge Drive F _ e Update the record as necessary Grade Address Telephone number may require updating f Enter the Reason under Admission Information g Enter the Previous School District Information required depending on Admission Reason of step 6 Registration Basics Reference Guide Page 11 of 53 10 Oct 2008 h Click Save 1 Three separate prompts will display in sequential order Prompt 1 Release of Information The release of information refers back to the school s intake form for each new student Questions on the intake form may refer to parent s allowing student information to be released to the PAC e g hotdog list for fundraising and other school based organizations Admitting Does the student allow the release of his her iri fo FFI ati or J Prompt 2 Would you like to create an Attendance Registration record Yes or No Only respond with a Yes if the student will begin attending your school immediately see section 2 1 below Yes will enable you to begin taking attendance for the student Respond with a No if the student is being admitted to your school with intentions to attend at a later date Student Registration Would you like to create Attendance Registration record Prompt 3 Do yo
41. t time ever there will already be a record for the student and that is the record that MUST be located in BCeSIS and used Only this initial record will receive a PEN This record is then passed on or shared between schools building up the educational history of the student When a student moves to another BCeSIS school access to that record changes through the withdraw admit process It is the responsibility of everyone entering student information into BCeSIS to use great care in following the standard admission procedures see Standards Handbook p14 21 of the print version and 15 22 of the pdf version f this is not done a duplicate record will be created That new record will not receive a PEN see definition below and cannot be merged with the original record Consequently the school will receive a PEN error report will have to print all relevant data and then manually update the original record The duplicate record must then be deleted which is done by request to the BCeSIS Service Desk Important Note Remember to follow procedures in the BCeSIS Standards Manual by using LEGAL documentation only and checking the data entered for errors typos and incorrect birthdates etc to ensure that duplicate student records are not created PEN The Personal Education Number PEN number cannot be entered into BCeSIS the field is populated daily through an automated process once a student is admitted for the first time in BCeSIS The s
42. t for NEXT YEAR Page 32 of 53 Final Marks Must be Entered What Happens to the Record Exchanges status with a cross enrolled school The cross enrolled school becomes the home school and visa versa The cross enrolled school becomes the home school The record is transferred to the new school The student becomes cross enrolled to the receiving school as long as they are on the sending school s pre transition list Application Requires Permission from Receiving School 10 Oct 2008 5 1 Home School Transfer The Home School Transfer allows two schools to swap status between Cross enrolled and Home school while maintaining any cross enrolled courses to a third school It also allows an incoming student to be updated and scheduled by the receiving school while still allowing the sending school to finalize any outstanding records i e attendance marks etc Step 1 Secondary School X must first cross enroll the student to Secondary Y To do this Secondary X queries the student and then follows this path Main Menu gt Cross Enrolment gt Cross Enroll Student a On the Cross Enroll Student screen STU185 click on the ADD button fa Cross Enroll Student al X lous Dawson Mountain Sec School X 2006 Fulton Tommi z 246161 Anderson Barbara Jayne 29 0cT 1992 Eo IEZ D X li Dawson Mountain Sec School X _Cross Enroled School w Accept Transf Enrale
43. tart screen gt Admit 1 Perform the restrictive query Message at bottom of screen reveals no records retrieved FRIM 403017 Query caused no records to be retrieved Re enter 2 Click the Enroll New button on the bottom of the Admit screen 3 Fill in the fields outlined below The mandatory fields in the Basic Student Demographics screen are bolded ensure that you do not have your caps lock on all information is to be entered in upper and lower case Current Centre Pupil No This is a system generated number and cannot be entered Legal Last Name Legal First Name Usual Last Name defaults to legal last name but it can be different Gender Birth Date Proof of Age Reason for Admission Date Admission defaults to today s date Grade Select from a drop down list populated by the centre during centre set up Property Address important to use Canada Post address conventions refer to Standards manual for BCeSIS for further information e Mailing Address check the box if same as property address If the child s mailing address is different from his her property address it should be typed in here Registration Basics Reference Guide Page 7 of 53 10 Oct 2008 There are also non bolded fields which are mandatory in BC e PEN an Automated process will update PENs for new records every evening If this field does not populate by the next business day this may be a duplicate record Legal Middle
44. te must be on or after the registration date You still own a withdrawn student until they are picked up by another school Once a student is withdrawn from the home school the history for that student is archived and some reports cannot be run Therefore it is important to print any reports before the student is withdrawn Report cards cannot be run for a student after they have withdrawn In BC districts have a number of choices to make with respect to how No Shows and Withdrawals are processed Refer to the District Configuration Checklist for additional information 3 1 Withdrawing a Student Currently Registered Students may withdraw from a school at anytime throughout the school year The amount of work involved during the withdrawal process will vary depending on the time of year and the activities that the student is involved in Process 1 Query for the student in the Start screen 2 Click the Withdraw icon 3 Enter the withdrawal date This must be the day after the last full day of school think of the withdrawal date as the first day that you will NOT be taking attendance for the student Registration Basics Reference Guide Page 18 of 53 10 Oct 2008 4 Enter a withdrawal reason code 5 Review any outstanding items Locker information Check to clear the locker info Next School If you know the students next school you may enter it here otherwise leave it blank e Memo Information entered here will populate th
45. try It is important to note that this field is for information only Registration Basics Reference Guide Page 9 of 53 10 Oct 2008 a Student Citizenship Related Information1 71x Chilkat Prairie Elementary LS No Homeroom si anthony Dv Fremay 2001 n Cia Citizenship Citizenship Information Country Of Birth Passport City of Birth Visa Prov of Birth Visa Status Citizen of Canada Visaork Permit Exp Date Entry Date to Canada B Immigration Entry Date to British Columbia Citizenship Status Canadian Citizen v School Entry Date Immigration Code Federal Immigration ID Note that there are some fields that will not be used for BC Ethnicity Race on the Student Basic screen is one of those It is important to remember that this is a packaged software product that is also used by other jurisdictions throughout the world BC does not have control over fields and screens that are generic to the base product 1 3 Enrolling a Student with an Existing Record You have performed a Restrictive Query for the student and have found that a record exists in BCeSIS Choose the student you wish to admit by clicking the Select button It is possible that the query would reveal more than one student that matches the search criteria It is important to ensure that you are selecting the correct record The More Information button will reveal additional information such as parents names to assist with the identificati
46. tudent ia Cross Enralment Withdrawal Approval 25830 via Kemal IT Z MAY 1980 La D This checkbox needs to be checked Registration Basics Reference Guide Page 36 of 53 10 Oct 2008 Step 2 At the Home School zou WER a Query for the Student to be transferred and click the WDR button b Type in the withdrawal date and the select the appropriate withdrawal reason click the Withdraw button c The screen below will appear complete as appropriate f8 Final Check a Administrative Request m Ba Check this box and fill in other fields as apporpriate e E Continue withdraw Cancel vvithdraw Step 3 The cross enrolled school now the home school must register the student by going to Main Menu gt Change Student gt Register and entering a modified registration date Courses in progress and attendance data all stay intact through this process wf Pee istety 17 APR 2008 Registration Basics Reference Guide Page 37 of 53 10 Oct 2008 5 3 No Show Transfer When a student new to BCeSIS is admitted to your school but shows up at another school you can conduct a No Show Transfer The key point is that you Know which school the No Show student is attending otherwise this student s record will need to be deleted Example A student was admitted to your school School X in August On the first day of school you get a phone call from School Y They inform you that they have done a rest
47. u wish to assign siblings Yes or No Choosing Yes will take you to the select Child screen where you will be required to perform a restrictive query to select the children siblings This activity will link the children and parents records so that if one is updated you will be prompted to automatically update the others Family Copy Function Do you wish to assign siblings Registration Basics Reference Guide Page 12 of 53 10 Oct 2008 2 Registration Purpose You cannot take attendance for a student until the student is verified as participating ina learning program This is known in BCeSIS as Registration The Registration date is the first date of attendance Registration is vital for reporting purposes to indicate e Funding eligibility e Enrolment counts e Library and other internal system transfers e Transcripts e Permanent student record information Overview The school calendar must be set up before a student can be registered This must be done prior to the start of the new school year Refer to QRG New School Year Startup Checklist for instructions on how to create a school calendar There are three ways to register a student in BCeSIS 1 Single student during admission 2 Single student after admission 3 Mass register a whole school homeroom or class The registration date cannot be prior to the admission date 2 1 Registering a Single Student During Admission During the school year if a new student is
48. ur school with intentions to attend at a later date Student Registration vould you like to create Attendance Registration record iii Do you wish to assign siblings Yes or No Choosing Yes will take you to the select Child screen where a list of students that share the same last name phone number and or property address will be displayed This activity will link the children and parents records so that if one is updated you will be prompted to automatically update the others Family Copy Function Do you wish to assign siblings 6 Once you save the Student Basic Demographic Screen you will automatically go to the Student Citizenship Related Information screen The data on this screen is also a required part of the admission process There are four Tabs on this screen a Citizenship Default country of birth is Canada Default Citizen of is Canada Default Citizenship Status is Canadian required for 1701 funding b Lang Eth Default Language at Home is English This field is required for 1701 reporting If the student has been identified as First Nations this information will be entered here If the Aboriginal Ancestry as Status Living on Reserve then you must enter the Band of Residency DIA is optional c Tuition This form is not used in BC d LEP This form may be used to track the students English proficiency The Years of ESL field will be populated annually based on a file that we receive from the Minis
49. w button to begin the process Registration Basics Reference Guide Page 29 of 53 10 Oct 2008 a Cross Enroll Student Robson Mountain Secondary LE 246161 anderson Barbara Jayne 01 NOV 1990 CE D Dawson Mountain Sec School LS rs Crass Enraled Schools Adm Date Accept Transf Enroled Reason Robson Mountain Secondary LS 2005 14 FEB 2006 Withdraw PROGRAMAVAILABILI fa s dC itary rt C C drLY SCC Are you Sure you wish to remove the student and his her Ll BE courses amp fees tram this school El o xe sy With rayy Ea Cross Enrolment History ADD Delete Cross Enrollment screen is presented Select the Cross enrolment Withdrawal Reason Enter the cross enroll withdrawal date J AO ag Select Save a Delete Cross Enrollment Registration Basics Reference Guide Page 30 of 53 10 Oct 2008 5 Introduction There are a variety of ways to move a student between schools in BCeSIS The recommended way to handle student movement whenever possible is the straightforward well documented withdrawal of the student from one school and the subsequent admission to another However there are times when this method does not fulfill the needs of a school Home School Transfer Home School Transfer involves flipping a cross enrolled school s status with that of the student s home school also maintaining cross enrolled courses at other schools The student remains enrolled in
50. ystem already BCesls will search 40 days on either side of the bith date in the event this data was Input incorrectly Also consider that a clerk may have transposed month and day Click on Enroll Mew once you are certain that this is a new student to BCesls Click on the Select button once you have found the student you would like to enroll If you can t find the student or the student has not yet been withdrawn from the previous school contact that school before Ifthe student is inthe system highlight that student and click on the Select button Ifthe student has never been in BCeSIS before click on the Enroll Mew button Registration Basics Reference Guide Page 6 of 53 10 Oct 2008 1 2 Enroll New no record turns up after a restrictive query Once you have determined that a record does not exist for the student you would then proceed to admit the student as a new record You will be asked on the first admission screen to check what legal documents were used to verify the student information Please refer to these legal documents to ensure you have the correct information by comparing them to the admission form the parent guardian completed prior to beginning this process Note Most school users would not have the choice of selecting a different school but if you do remember to Lock the School if you have access to multiple schools This will ensure the student is admitted into the correct school Procedure Path S
51. ystem looks for students without a PEN and populates the State Ministry field If it doesn t populate that means there is already a record for that student in the system When the PEN number will not populate because there is already an existing record with that number in BCeSIS the district will receive an error report It is very important to review these reports each week and clean up duplicates immediately The longer the duplicate record remains the more information will be entered and will need to be printed and manually re entered when the duplicate record is deleted Registration Basics Reference Guide Page 3 of 53 10 Oct 2008 1 Admitting a Student Currently when a student enters your school and fills in a form to indicate his her intention of being an active student in your school you can create if new to BCeSIS or call up if currently in BCeSIS a record of that student so you can perform the necessary tasks to place that student within your school In BCeSIS claiming ownership of a student record is referred to as admitting the student The student is not active in the school and will not appear on attendance forms They will however appear on TA class lists if placed into homerooms or courses in the current year The Admission process has two main steps 1 Query the database to determine if the student you wish to admit already has a record in BCeSIS 2 a Admit a student new to BCeSIS by entering basic demogra
Download Pdf Manuals
Related Search