CHAPTER  7.6 - 7.13

ENROLLING AND WITHDRAWING STUDENTS

7.6 Preliminary Procedures

There are three methods to add new student records to your SIS files:

1. Manually enter a STUD record.  This is necessary when your building is the first school the student attends.  (EX:  Kindergarten)
    
2. Electronically transfer student records using B106/B107.  The B106/B107 is used to transfer records of an entire grade or selected students.
    

3. Electronically transfer student records using OLTR/OLRE.  Up to 10 student records at a time can be transferred using OLTR/OLRE.
    

Before enrolling ANY student, first verify that the student has not been not previously enrolled in your building or district.

1. Search STUD by student LASTNAME to verify that the student has not been previously enrolled in your building.  If no STUD record is found, search the CENT – Central ID file by LASTNAME to verify that the student has not been previously enrolled in any other building in the district.
    
2. If a STUD record is found, use the student ID number previously assigned and follow the instructions in Chapter 7.8, Reinstating a Student.  Otherwise, assign a new student ID number and proceed with the enrollment.
    
3. If a student transfers from one building to another building within the same district, the student’s record should always be electronically transferred to maintain data continuity between buildings.  Follow the procedures for INTRA-DISTRICT TRANSFERS in SIS Documentation, Chapter 7.1-7.5.

How to Pre-register a Student for the Next School Year 

1. Add a STUD record for the new student in the building where he/she will attend during the next school year.
    
2. Add the student with a Status code of “I” (inactive).
    
3. Enter the Grade level he/she will be enrolled in during the next year school year.
    
4. Enter the School Year for next year’s school year.
    
5. Enter an Admission Date that is SEVERAL  DAYS BEFORE the first day of school for the following school year.  If you use the actual first day of school, and the student does NOT attend your district, the student will accumulate one day of attendance when a withdrawal is processed.
    
6. Add the fields required to assign a Statewide Student Identifier (SSID) to the SAID screen:   Legal Middle Name, Birth City,  Native Language and Admission Reason.

7.7 Enrolling New Students

To enroll a new student into your school:

1. Add a new student record using ADD mode in STUD.

Enter the new student’s ID, name, address, etc. and make sure to do the following:

Enter the appropriate status code from NEW Appendix A – Status/ATT code tables

Enter the actual date of admission to the building for the Admission Date.

Enter an appropriate Admission Code from P111

Enter the appropriate ATT code from P121.  See Appendix A.

Enter the student’s social security number.  If the social security number cannot be obtained, enter a nine-digit number preceded by the district’s state assigned prefix until the social security number can be obtained

Elementary schools – be sure to enter a homeroom on STUD as applicable.

2. Add the fields required to assign a Statewide Student Identifier (SSID) to the SAID screen:   Legal Middle Name, Birth City, and Native Language.
    
3. At the SCHE screen add classes to the student’s schedule using option 2, OR add students directly to classes at the CLIS (Class List) screen.
    
4. Enter any proficiency data sent from the previous school in PROH (Proficiency Header screen) and PROD (Proficiency Detail screen) for the fourth, sixth, ninth and twelfth grade proficiency tests.
    
5. Process UNCLEMIS to build the student’s EMIS records in the EMIS database.

 7.8 Reinstating a Student

To reinstate a student who was previously enrolled:

1. If the STUD record is no longer on file, use the procedure for Enrolling a New Student.  The original student ID should be used if possibl
    
2. If the STUD record is on file, do the following:

   Enter the appropriate Status code on STUD code as defined on New Appendix A Status/ATT Codes.

   Enter the new admission date.  This should be the first day of attendance in your building.  DO NOT change or blank the withdrawal date.

   Enter the new admission code as defined on P111

   Update any other information that may be incorrect.

   Schedule the student into classes.
    

3. For students who re-enter during the current school year:

Display the MARK screen for courses that have a withdrawal mark in a previous reporting period.

At the MARK screen remove those withdrawal marks.

At the CLIS screen add the student into any missing reporting periods.
Processing of steps a, b, and c will reschedule the student into the same courses.

Use SCHE or CLIS to make any other schedule changes.

4.      Process UNCLEMIS to build/update the student’s records in the EMIS database.

7.9 Withdrawing a Student from School

Use the following procedure for current students who withdraw from your district.

1. Display the student’s schedule on SCHE.
    

Even if the message “Student is Currently Inactive” displays, proceed with displaying his schedule because an inactive student can still have CLIS records.

Even if the message “Student is Currently Inactive” displays, proceed with displaying his schedule because an inactive student can still have CLIS records.

If the message “Student Schedule is Empty” appears, then the student has already been removed from classes.  Go to STUD and make sure the withdrawal date and withdrawal codes are correct.

If the student schedule DOES display on the screen, proceed with Step 2.
 

2. Use option 5 - Withdraw on the SCHE screen to remove a student from all classes.  Answer the prompts on the SCHE /Withdraw screen with the following:

3. Process UNCLEMIS to update the student’s EMIS records in the EMIS database.

PLEASE NOTE:  An exception to the above instructions would be a student withdrawing at the end of the school year and you want to retain their final marks.  DO NOT withdraw this student on SCHE because the withdrawal mark will be placed on the reporting period CLIS records the student withdrew in.  Instead, go to STUD and enter the withdrawal date and code and change the status to I (Inactive).  If this student has request (REQU) records for the upcoming school year, manually delete these requests either on REQU or SCHE.

7.10 Resident Students Attending Elsewhere

Use the following procedure to code a resident student enrolled in your building attending elsewhere:

7.11 Removing Students Who Are “No Shows”

No-Show students were entered into the files in anticipation of their attending the following school year.  However for whatever reason, they never showed up.  Remove no-shows as follows:

1.  First check the EMIS database to see if the student has an EMIS record.

Follow the procedures for “Withdrawing A Student.”

2.  If the student has an EMIS record:

   Withdraw the student through SCHE with an “I” status code.

   Process UNCLEMIS to update the withdrawal date and code to the EMIS database.

   Return to SIS and in the STUD screen change the status to “D.” 
    

3.  If the student does not have an EMIS record:

   Change the status code on STUD to “D.”  It will not be necessary to process UNCLEMIS for that student.

7.12 Expelling Students

The rules for expelled students have changed depending on whether or not the student receives instructional services during the expulsion time.  If instructional services are provided, a district policy must be adopted following the guidelines of the Ohio Administrative Code.

If an Expelled student does NOT receive instructional services:

1. Follow all the procedures for withdrawing a student from the district
    

2. When the student returns at the completion of the expulsion period, follow all the steps for Reinstating a Student.

For expelled students receiving instructional services, these students are NOT withdrawn and are counted as attending.

1. Leave the STUD record as is, do not withdraw the student.

School districts must adopt a policy for instructional services as stated in paragraph (G)(1)(g) of Rule 3301-51-13 of the Ohio Administrative Code

7.13 Withdrawing 'R' Status Students

The following procedure is for withdrawing a resident student who previously attended elsewhere fulltime, but has now withdrawn from your district ('R' status on STUD screen).  This process maintains zero attendance for the student.

1. Re-admit the student on STUD.  Enter a 'new' admission date AND re-enter the admission code.  You do not have to change the 'R' status.  If you are bumped off  STUD and receive an error message during this process, this is normal.  Ignore the error message.  Return to STUD and continue.
    

2. Exit the STUD screen.   Return to the STUD screen and change the status code to 'I'.  Enter the withdrawal date AND an appropriate withdrawal code.  Failure to exit STUD between entering the admission date and withdrawal date will cause you to lose the original admission date and withdrawal date.