California - Student Enrollment & Information Management Checklist - Before the School Year Begins (2024)

Develop standard protocols for adding new student information.

n/a

School Start Up

Set security permissions for users.

• SSN
• Legal name, gender

Security Management >

• Users
• Groups
• Portal Groups
• Table Permissions

Security

Student Legal Information - Security

Encrypted Student Data

Mass Add Pictures - Security

What Permissions are Required to Run the Student Emergency Card Report

Ensure that an Inactives school is set up. Typically the school ID is 999.

School Info > Configurations > District Settings

Configure district settings related to enrollment and student information:

• Students must be inactive at last school before enrollment at another school
• Use STU.TG to determine if a student is inactive at last school when transferring records
• Assign new student ID numbers from district database only, not from school
• Default Gender Code
• Default State Reporting Field Highlighting to ON
• Do not display the STU.SN field in the system
• Warn when students do not have an SSN or State Alternate ID

School Info > Configurations > District Settings

District Settings (District Rules)

Configure school settings related to enrollment and student information.

School Info > Configurations > School Settings

Encrypted Student Data

Configure options related to a student's contacts:

• Allow Portal Accounts to Self-Associate- Indicate if a contact can use the email address of an existing eligible contact record for their portal account email.
• Only Educational Rights Holders may manage...Indicate if a contact must be designated as ERH in order to make certain changes.
• Specify dates during which contacts can make changes to a student contact information in Parent Portal, if needed.

School Info > Portal Management > Portal Options (Contacts tab)

Indicate if student contact information (address, phone, etc) will be available to parents, students, and teachers.

• Hide Student Contact Info (STU & CON) field

School Info > Portal Management > Portal Options (Miscellaneous tab)

• Hide students in parent portalfield

School Info > Portal Management > Portal Options (Miscellaneous tab)

Indicate if the Teacher/Counselorfield will be available to parents and students.

• Do Not Show Teacher/Counselor Field to Parent/Studentsfield

School Info > Portal Management > Portal Options (Miscellaneous tab)

(District) Define fields that will be required when adding or modifying a record.

School Info > Configurations > Define Required Fields

Define Required Fields

Texas - School Programs

Configure the street table for address verification.

Or, configure DecisionInsite.

School Info > Configurations > Streets

Street Address Verification Overview

Populating the Street Table

DecisionInsite Integration

Configure the parent data confirmation process, including Income Survey and lockout dates.

School Info > Portal Management > Portal Options (Parent Data Changing tab)

Parent Data Confirmation Setup

Portal Options - Parent Data Changing

Update Course History Institutions with any schools or institutions that students may transfer from or to.

School Info > Configurations > Course History Institutions

Course History Institutions

CALPADS in Aeries Basics - Course History Institutions (CHI)

Create teacher records before pre-enrolling students.

School Info > Teachers (non-flex and non-section staff schools only)

School Info > Staff

Teacher Setup and Assignment

Elementary Class Assignment for Next Year

Staff Data

Pre-enroll students who will start school next year.

School Info > Functions > Create Pre-Enrolled Students

Create Pre-Enrolled Students - Process

Create Pre-Enrolled Students - Overview

Enrolling New Students for Next Year in the Current Year Database (Pre-Enrolled)

School Start Up

Elementary Class Assignment for Next Year

Add the following codes to the code table:

• Contact record type (CON.CD)
• Contact relationship (CON.RL)
• Contact education level (CON.ELV)
• Contact lock (prevents editing) (CON.LK)
• Contact military involvement codes (CON.MU1-MU5)
• Student gender (STU.GN)
• Race (STU.RC1) (“race intentionally left blank” code)
• Ethnicity (STU.ETH) (“ethnicity intentionally left blank” code)

School Info > Configuration > Update Code Table

Update Code Table

Contacts

Gender Overview

What should be entered if the Race and/or Ethnicity for a Student or Staff is intentionally left blank or missing?

Specify enrollment/student information options for each school.

• Require Address History Update to Change Student Address
• Maximum Student Photo Size

School Info > School Options

Verify School Options

School Options Setup

Configure enrollment/student information settings for each school.

• Encrypted Data Collection - Data source is OPT table - Allow Collection of Social Security Numbers via Encrypted Student/Staff Data (ESD)

School Info > Configurations > School Settings

School Settings

Define status tags for indicating a No Show student.

School Info > Configurations > No Show Setup

No Show Setup

Import/copy students into Aeries if needed.

School Info > Imports and Exports > Import Data to Aeries

School Info > Imports and Exports > Import Data to Aeries (Import Students tab)

School Info > Functions > Copy Many Student Records

Import Data into Aeries

Import Students

Copy Many Student Records - Overview

Print the Table Record Count Report to assist with verifying rollover data.

• Run from last year database then run from new year database to compare record counts.

  NOTE:The counts will not be identical due to the difference between the high grades exiting and new lower grades entering. However, the counts should be comparable.

Reports > Other > Table Record Counts

School Start Up

After the rollover, verify the following

• Pre-enrolled students are activated.
• Next Grd is copied over correctly into the student’s current grade level.
• Additional information is copied over correctly, such as, Language, NSLP, Program, and Special Edrecords.

Student Data > Demographics

New Year Rollover Process Guide

Assign lockers.

Student Data > Other > Lockers

Reports > Student Data > Locker Assignments

Reports > Student Data > Locker Assignment Errors

Locker Management

List of Unassigned Lockers

Identify No Show students (students who left during the summer and did not return).

• Status Tag - enter No Show cod
• Leave Date
• Summer Withdrawal Reason

Student Data > Demographics

No Shows and Summer Withdrawals

No Show Guidelines Chart

Designating a Student as a No Show Manually (No Show Setup Form Not Populated)

Designating a Student as a No Show (No Show Setup Form Populated)

Student Demographics and Photos

Enroll students in a virtual school if used (long-term independent study).

School Info > School Options

Student Data > Demographics (Student Data 2 tab) (Reporting Home School field)

When should a Home Reporting School option be used?