SIS SOFTWARE

STUDENT MASTER RECORD

STUD SCREEN FIELD DESCRIPTIONS

The STUD screen is used to store student demographic information in SIS.  It is also known as the Student Master Record.  All students must have a STUD record prior to processing any further information for that student in SIS or EMIS.

There are several required fields in STUD, such as Status, Birth date, and Ethnic Code.  These fields cannot be bypassed.  Other fields can also be programmed as required per building or district request.  Several fields are dependent upon EMIS requirements.

If you get stuck on a field press the PF3 key or type “?”  and  <Return> .  A pop-up window may display with valid entries for that field.

A brief overview of entering students in STUD:

If you are a district made up of several buildings:
Check the CENT file for an existing student record BEFORE adding a STUD record.  This ensures that the student was not added to your district under a similar name.  However CENT only selects name and birth date records that match exactly as they were previously entered in the system.  If no matching student record is found, proceed with entering a new STUD record:

Go to the SIS STUD screen in ADD mode. 

(Type “A STUD” at the command prompt.)

At the Student ID field press the Backspace/Delete key.

If you are a district made up of several buildings:
Type the student’s last name at the prompt for the Last Name.
Type the first name at the prompt for the Given Name.

Enter the date of birth in the BIRTHDATE field at the prompt for the Date of Birth. 
The software searches the CENT file for an existing record for this student. 

Enter Y at the prompt "No Matching Records Found, Proceed With Add (Y/N)" to continue adding the new student record.  CENT searches for a student already in the system with the same name and date of birth.

If you are the only building in your district:
A new student ID number displays.
If you manually assign ID numbers:
Type in the ID at the student ID prompt.

EXPLANATION OF STUD SCREEN FIELDS

SIS Field Number

Field Name

                      Explanation

1

Student ID

ID’s can be from one to nine numeric/alpha characters.  New ID’s are automatically generated by MDECA, or you may assign a returning student his/her previous ID.  To auto assign an ID number you must be in ADD mode.  This is a “key field” and cannot be changed once assigned.

2

Enter the student’s last name in all capital letters.

3

Given Name

Enter the student’s first name and middle initial in all capital letters.

4

Called Name

Enter the student’s called/nickname.

5

Address Line 1

Enter up to 25 characters for student’s address. Both house number and street name are entered.

6

Address Line 2

This is a second address line if needed.

7

City

Enter up to 18 characters to indicate the city where the student resides.

8

State

Enter the abbreviation for state where the student resides.  (OH)

9

Zip

Enter the zip code.

10

Telephone

This line contains the seven-digit phone number.  Enter as # # # # # # #, a hyphen is added by the system.

11

Area Code

Enter the three-digit area code.

12

Phone Code Type

"U" for unlisted or leave blank.

13

Parent/Guardian

Enter the parent or guardian name as your district prefers to report it.  Should be a district-wide decision.  Examples: M/M John Jones, John and Mary Jones, John/Mary Jones.

14

Parent/Guardian Code

Enter the one-character code that indicates the Parent/Guardian relationship to the student. Valid codes are defined in P114.  Press Z and <return> to display valid selections.

15/16

Sex

Enter M or F for the sex of the student.

17

Ethnic Code

Valid codes are stored in P145.  These are pre-defined by EMIS.  Enter the ethnic code on the registration form selected by the students’ parents/guardian.

18/19

Birthdate

Enter the date of birth in MMDDYY format.

20

Verified with

A one-character code defining how the date of birth was verified.  B for Birth Certificate, P for passport, O for Other.

21/22

SSN

This is the Social Security and/or EMIS ID number for students.  It may or may not be the social security number of the student.  Enter as #########; hyphens will be added by the system.

[EMIS ID #]

Alternative to SSN.  Enter the State Prefix in this field and after the complete STUD record is entered, go back in CHANGE mode and create EMIS ID# for student. 

How to Create EMIS ID
The first three numbers are the State Prefix which can be found in the 'Other Resources' pages of the EMIS Guide,  plus zeroes added to the SIS ID# to make a total of 9 characters.

*Link to  District IRNs including Three-digit STATE PREFIX - sorted by Name

FOR EXAMPLE EMIS ID # D31006666

23

Counselor

This field can be used for counselor name (to print on grade cards, etc.) or for other identification purposes, or left blank.

24

Scheduling Priority

Used by the B108 (Batch Scheduling) to schedule students during the scheduling process.  Refers to student priority--not course priority.

25

Status

There are several valid status codes defined on parameter P115:  A - Active, N  - Non-Resident, I - Inactive.  Refer to the Status/ATT codes found on Appendix A

26

Grade

Valid grades are defined in the P140.

27

School Year

When adding new students Grade and School Year must be entered together.  If entering the school year for 03/04, key in "03" and press <ENTER>.  03/04 will display in School/year field.

28

Homeroom

This field can be manually entered or assigned in various ways by the system.  The homeroom must be defined in HRMS to be entered on STUD screen.  See the Homeroom Assignment Portion of the SIS Manual for more information.  Elementaries must have a homeroom designating the teacher that the child is with the majority of the day.

29

New

This field refers to the New homeroom assignment.  If you know what teacher the student will have next school year, enter the homeroom number in the New field for the current school year.  Before school begins a program can be run to convert the new homeroom to the current homeroom field.

30

Program

This is the two-digit Disability Code from the EMIS manual, and defined in the P103.   Students coded here are those who have been officially identified with an MFE or an IEP.

31

Locker

The locker number can be manually entered or assigned by the locker assignment program in SIS.

32

Locker Combo

This is the locker combination that can also be assigned, matching the combinations to locker numbers w/various series as well.

33

Previous School

The previous school a student attended can be entered here but it isn’t required.  This must be a valid school code from the SCHO screen.

Community Schools:  Enter the school code associated with the District (Ex: DAYN) and when UNCLEMIS runs it will enter the correct IRN # in EMIS when the home school is a public school.

File

Do no use - System Updates

35

Admission Date

Enter the date the student enrolled in school, using MMDDYY format.  This is the actual enrollment date.

36

Admission Code

For new students enter the valid admission code defined in the P111 screen.

37

Calendar

Calendar codes are defined in P310  (School Calendar).  Different students may be on different school calendars.  Example: A fulltime student is Calendar 1, AM Kindergarten student is Calendar 2, and PM Kindergarten student is Calendar 3.  If left blank defaults to Calendar 1.

38

Withdrawal Date

The date a student withdraws from school.  This date is automatically entered on the STUD screen when a student withdrawal is processed from the SCHE screen.  DO NOT REMOVE PREVIOUS WITHDRAWAL DATES.  WD date field only updates when a student has a “new” withdrawal date.

39

Withdrawal Code

Enter a valid withdrawal code from those that are defined on the SIS Parameters Tables Handout, and/or the EMIS Guide.  For students  transferring from building to building within the district use withdrawal code **.  "R" status students (residents attending elsewhere fulltime) receive a WD date and a code of **.

40

File sent

System Updates

42

Date Transferred

System Updates

43

Graduation Rule

Defines the graduation rule that applies to the student.  The Graduation Verification module uses this to determine which rule by which to check the student’s courses.

44

Graduation Date

Date the student graduated.  This date can be mass loaded for all seniors and displayed on transcripts.

45

Schedule Changed

Do not fill in this field.  When schedule changes are made, the date the changes were made on SCHE is displayed in this field.

46

Data Flag #1

This Data Flag can be used by the school/district to flag certain groups and/or individuals.

Enter F or R OR 1 or 2 to designate Free or Reduced Lunch students.  EMIS Coordinators will run the program DISV_FLAG1 from SIS_LOCAL to update the EMIS Disadvantagement field to 1.

47

Data Flag #2

Enter an “R” if student is to be excluded from Rank Calculations, otherwise leave blank.

48

Data Flag #3

High School: Enter an “H” if student is to be excluded from Honor Roll Calculations, otherwise leave blank.

49

Data Flag #4

Designates JVS status.  Enter F for fulltime, P for  part-time JVS student status, otherwise leave blank.

50

Data Flag #5

Designates Post-Secondary Education Option (PSEO) status.  Enter P for  students enrolled in PSEO option, otherwise leave blank.

51-55

Report Flags

NO LONGER USED

56

Residency Code

A two-character code defined in P554 to designate the county in which the student lives. (Optional)

57

Sped

This field is used for EMIS coding, and is required to record the percent of time the student attends the building.  Most students will have 100% in this field.  All students must have an entry in this field even if it is a 0.  Refer to the Status/ATT (Appendix A) table for more information.

58

ATT

This field is used for EMIS coding to designate where students attend.  Refer to the Status/ATT table (Appendix A) for more information.  DO NOT USE POP-UP WINDOW FOR ATT CODES.