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Texas Department of

Licensing and Regulation

SHEARS

Student Hour and Enrollment Automated Reporting System

Operations Manual December 2018 edition

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Table of Contents

OVERVIEW & DOCUMENTATION FOR EDITS ............................................................ 3

ACCESSING THE REPORTING SITE ……………………………………………………....4

MAIN MENU ................................................................................................................... 5

REQUESTING A LIST OF STUDENTS .......................................................................... 6

POST-MONTHLY HOURS ........................................................................................... 6-7

EDIT STUDENT HOURS………………………………………………………………………8

SHOW A STUDENTS HOURS ……………………………………………………………….9

GET BATCH CONFIRMATION ………………………………………………………………9

ENROLL STUDENT(S)……………………………………………………………………….10 ENROLL STUDENTS WITH AN ASSIGNED PERMIT NUMBER…………………...11-14 ENROLL STUDENTS NEVER ENROLLED IN ANY SCHOOL……………………...15-22 VIEW ENROLLMENT HISTORY………………………………………………………..…..23

PRINT PERMIT………………………………………………………………………………..23

SHOW ENROLLMENT ………………………………………………………………………24

EDIT STUDENT PROFILE ………………………………………………………………….24

DROP A STUDENT ………………………………………………………………………25-27

EDIT A DROP…………………………………………………………………………………27

LOG OUT ……………………………………………………………………………………..28

TIPS AND TROUBLE SHOOTING .......................................................................... 29-30

APPENDIX .............................................................................................................. 31-32

GLOSSARY ................................................................................................................. 33

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OVERVIEW & REQUIRED DOCUMENATION FOR EDITS BACKGROUND In keeping with the Texas Department of Licensing and Regulation (TDLR) vision, mission and philosophy, TDLR’s process for the reporting of cosmetology and barber student activity is to benefit schools, students and TDLR. The process makes it easier for schools to be more efficient by enrolling students online instead of filing paperwork, printing student permits online, reporting student hours online thus making students eligible to test immediately, and dropping and editing students online. *NOTE: We encourage all schools to use SHEARS for enrolling students including high schools. By using SHEARS for student enrollment, you will eliminate any delay caused by processing paper applications. Students are issued a permit number immediately. USING THE OPERATIONS MANUAL All screens have the same format: the standard TDLR heading, the site name “Student Hour and Enrollment Automatic Reporting System” in blue, followed by instructions in green. NOTE: The first screen instructs “Do not use the BACK button at any time while in this site”. If you click the BACK button, you will exit the program, delete all the data entered, and you will be required to start over. Please follow the instructions on each screen. This is especially important when you are entering student hours. Be sure to use the TAB key to move from field to field not the ENTER or RETURN key. Pop-up windows will be used in SHEARS. The first pop-up window is a notice that multiple computers should not be used for SHEARS access. Security features have been put in place to protect student information. Only one computer should be used by schools for SHEARS. When you have posted hours or dropped students, you will receive e-mail confirmation. This e-mail will contain the school license number, roster number with a listing of the students permit number and the number of hours you posted for that student. It is important that you keep this e-mail confirmation with your records. Furthermore, you may need to refer to the roster number in case of error or omission. The automated e-mail will be sent via the e-mail address on file with TDLR. If you need to change your e-mail address, please send your request along with your school license number to SHEARS@tdlr.texas.gov. LAW and RULES BOOK TDLR’s Licensing Division will mail a copy of the law and rules book to new students to the address furnished on the student permit application. If a student is re-enrolling, the student may purchase a book from TDLR on our website.

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REQUIRED DOCUMENTATION FOR EDITS No changes will be made to a student’s profile without proper documentation. A school can edit a student’s phone number, email address and mailing address. For the following corrections or changes to a student profile, provide proper documentation for verification:

• Name

• Date of Birth

• Social Security Number

• Posting of Hours

• Enrollment or Drop Dates

• Program Enrollment Type Proper Documentation: (examples)

• Driver’s License

• Passport

• Birth Certificate

• Government issued ID

• Social Security Card

• Attendance Records

• Enrollment Contract or Agreement ACCESSING THE REPORTING SITE Begin at the TDLR home page: www.tdlr.texas.gov At the top of the page, you will find in the blue bar “Search Site”; click on the scissors

icon for SHEARS. This takes you directly to the SHEARS School Log-In Page. Enter your school license number, PIN and license type (cosmetology or barber) If you have forgotten your PIN, enter your School License Number and follow the directions found at the bottom of the page in green for obtaining your PIN. The system will automatically send your PIN via email.

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MAIN MENU On the MAIN MENU you are provided with the options which are available in the system depending upon the action you are wanting to complete.

At the top of the page in blue, you will find your school name, license number, expiration date, phone number, email address, mailing address and the physical address. Please review all the information shown for your school at the top of the page and notify TDLR if anything needs to be changed. The following statement can be found above the main menu: If the above information is not correct please click here to send email to TDLR. If you choose the “click here” option an email box will open in a new window:

Comments

We are interested in hearing any suggestions you might have for improving this process, as

well as descriptions of any problems (typos, formatting errors, misspellings) you might have

seen. If you would like a response to your comments, please include your name and

your contact information such as email address or phone number.

School Name: .

School Email:

School License Number:

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This feedback option will send an email directly to the staff in the Education & Examination Division who will assist you with issues regarding SHEARS. Attachments cannot be included in this feature. LIST OF STUDENTS (to obtain a list of currently enrolled students) Select LIST Students. This will return a screen showing each student enrolled in your school. This list contains student name, permit number, curriculum enrolled, and hours posted.

Name Permit

Number Type Curriculum

Total Hours

Class Room

Field Trip

Distance Learning

Date Last Entered

Note: If a student is listed but is not currently enrolled in your school, either drop the student or determine why the student is listed. The SHEARS records should match school records. Scroll down the list to see the number of students and to select an additional page. The MAIN MENU will always be listed at the bottom of the page. Click on MAIN MENU to return to the main menu. POST-MONTHLY HOURS (report student’s monthly hours)

PROCESS “DROPPED” STUDENTS PRIOR TO POSTING MONTHLY HOURS.

At least one time per month, schools are required to enter all the hours earned by students for the previous month. If you are not sure about how many hours a student has earned, leave the amount blank. You can always come back to that student and that month later once information has been verified. Click on POST Monthly Hours to see the MONTHLY POSTING page.

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Select the month for which you wish to post hours.

The hours entered will be hours earned at your school during this enrollment. Do not enter hours for students who were enrolled at another school. Please have your attendance records when posting monthly hours. Verify that you are entering the correct number of hours for each student. For clock-hour schools, you must report hours each month. The first week of each month, the system will update to allow school access for hours to be reported for the previous month. Click NEXT. This screen will return to you a list of all the students enrolled at your school.

Enter the number of EARNED CLASSROOM HOURS, TAB to the next field, and enter the EARNED FIELD TRIP HOURS or EARNED DISTANCE EDUCATION HOURS. These hours are to be entered as whole hours and hundredths of hours like this 999.99. Do not use commas or colons. A colon would imply that the digits to the right of the colon are minutes and you may not enter minutes; only hours and hundredths of hours. To convert minutes to hundredths of hours, divide the minutes by 60 and enter that number to the right of the decimal point. For example, to enter 47 hours and 23 minutes: 23 / 60 = .383333 So, you would enter 47.38 DO NOT ENTER DISTANCE EDUCATION HOURS UNDER CLASSROOM HOURS.

VERY IMPORTANT DO NOT post any hours that are already in the system. DO NOT DUPLICATE HOURS.

By pressing TAB, continue entering each student’s hours. If you need to go to the next page, click on NEXT and continue entering hours. If the student has not earned any hours, leave the field blank or enter zero. Continue this process for all the students. Click FINISH to go back to the MONTHLY POSTING page. In the middle of the page, you will see the total number of students who had hours posted. The hours entered were successfully posted to the SHEARS online database. Allow up to 24 hours for hours to update in the TDLR database. A summary of your transactions will be emailed to the email address on file for your school. A confirmation email will always be sent showing the transactions entered during an online session. NOTE: Please refer to section 83.74 for the requirements regarding the transfer of hours. Click on MAIN MENU.

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EDIT STUDENT HOURS (make changes to reported hours) Click on EDIT Student Hours to see the EDIT STUDENT HOURS page.

Type in a student permit number, click on FIND. A screen will appear that shows all the hours reported for the student by your school. You can edit the class, field trip or distance learning hours. YOU CANNOT EDIT THE DATE.

Month Class Hours Field Trip Hours Distance Learning Hours

To EDIT a record, click EDIT on the line for the month you wish to edit. This takes you to a page where you may edit the hours. Enter the correct classroom, fieldtrip hours or distance learning hours and click UPDATE to change hours or click CANCEL to return to the previous page. To edit another record, click on EDIT ANOTHER and follow the same process as above. Note: You can only go back one year to edit student hours. If you find an error that needs to be corrected that it is more than one year ago, you will need to send a copy of the attendance record to SHEARS by email to have the correction made. If you need to change the date, you will also need to send a copy of the attendance record by email to SHEARS for the correction to be made. Please be sure to include the student name and student permit number. Click on MAIN MENU to return to the mail menu.

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SHOW A STUDENTS HOURS (all hours reported from all schools for student permit) Click on SHOW a Student Hours

Type in a student permit number, click on FIND. A screen will appear showing all hours reported for the student. The school license number, school name, class hours, field trip hours, distance education hours, date completed, and the curriculum type the student was enrolled. The students permit number and name will be noted at the top of the listing. If the student had any previous enrollments from another school, those hours will be shown as well.

School License#

School Name

Class Hours

Field Trip Hours

Distance Learning Hours

Date Completed

Curriculum Type

To see another record, click on SHOW ANOTHER at the bottom of the page and follow the same process as above. Click on MAIN MENU to return to the main menu. GET BATCH CONFIRMATION (batch confirmation for hours reported) This function allows you to see a list of email confirmation batches and send a duplicate if one is needed. This function will only list batch confirmations for hours which have been reported. This function does not provide receipts for enrollment. Click on GET BATCH CONFIRMATION, type in a date range for the batch you are requesting. Please follow the date format as provided.

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Click on FIND. The system will bring up a list of batches sent within that date range. Determine the batch needed and click on GET CONFIRMATION. This will bring up a page showing the information contained in the batch. To obtain a duplicate, click on SEND CONFIRMATION. If you need another confirmation, click on GET ANOTHER CONFIRMATION. Click on MAIN MENU to return to main menu. ENROLL STUDENT(S) (enroll new students in school) You may enroll a student or multiple students through SHEARS and pay the student permit fee(s). You will be able to print the permit(s) at the end of the online process. If a new permit is issued, you will be required to pay by credit card and the student must have a valid social security number. Enrollments cannot be older than one year. If you need to enroll a student whose enroll date is older than a year, then you must contact TDLR at SHEARS@tdlr.texas.gov. If the student has an existing permit number, you may enroll the student at no cost. NOTE: If the student does not have a social security number, please mail in the student permit application along with the required fee. All student permit applications are processed by the Licensing Division. If you have any questions regarding a student permit application which was mailed, please email Licensing at the following email address: CS.Cosmetologists@tdlr.texas.gov We encourage all schools to use SHEARS for enrolling students to eliminate the delay which is caused by mailing and processing a paper application However, there is no other option at this time for students who do not have a social security number. If a school does not have the option of paying by credit card, then you will need to submit the student permit applications by mail along with the required fee. Just keep in mind that you must allow time for mail delivery and processing of the applications which can be delayed up to 30-60 days, especially in the fall. You will receive two messages before you start enrolling a student. The first message will be to remind you to avoid data entry errors, please verify the student’s name, date of birth and social security number before submitting.

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The second message will be that multiple logins on multiple computers at the same time for enrollment is not allowed. If schools have staff logged into SHEARS at the same time from more than one computer, the information could be duplicated or damaged.

TO ENROLL A STUDENT WITH AN ASSIGNED PERMIT NUMBER: Note: it is preferable to enroll students with the student permit number, if the student was enrolled at another school, especially if they already have hours reported. (Do not issue a student a new permit number, this will create duplicate files) Click ENROLL Student to see the ENROLL A STUDENT page. You have the option to enroll by By SSN or By Permit Number (existing student).

SELECT the button for the social security number or permit number and click on CONTINUE. TYPE in the SSN or Permit Number and click on CONTINUE.

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A VERIFICATION page that will appear, which gives you the name of the student that matches the SSN or Permit number you entered. If correct, click on CONTINUE, if not, click on BACK to enter the correct information.

The SHOW ENROLLMENT button will bring up a page that lists all the enrollments for the student. This will give you the students' permit number(s), permit type(s), enroll date(s), drop date(s), total hours and tuition paid.

On the ENROLL A STUDENT page, verify the student’s information. If the address has changed, please change the information on this screen. Enter all required fields that are noted with the red asterisk * with valid data. NOTE: Verify all student information before entering information to SHEARS. This includes name, date of birth, social security number, and address. Click CONTINUE, which takes you to a VERIFICATION page. If there are any errors, you will see a message in RED right under the heading ENROLL A STUDENT. SCROLL down, find the error and make the correction. Click CONTINUE once more. If you decide that you do not want to continue enrolling the student, click on ABANDON THIS STUDENT FROM BATCH to go back to the ENROLL A STUDENT page.

You may CONTINUE, by enrolling the student or go back to the MAIN MENU. If no errors, click on ADD THIS STUDENT TO BATCH.

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A message will appear reminding you to make sure the student’s information is correct. If it is, Click OK. The next page will say STUDENT ENROLLMENT. Here you will see the Enrollment Batch # under the heading Student Enrollment. At this point, you may ENROLL MORE STUDENTS, CHECK OUT, DELETE BATCH OR delete just the student from the batch. To enroll more students, click on ENROLL MORE STUDENTS to see the ENROLL A STUDENT page. Click on the option that applies, By SSN or By Permit Number and follow the same process as before. NOTE: It is very important to provide correct information. Please make sure to verify the social security number. To DELETE THIS BATCH, click DELETE THIS BATCH. You will be taken to a page that asks if you are sure you want to delete this batch. Click on YES or NO or MAIN MENU. If you click NO, you be taken back to the previous page. If YES, you will get a message that says the enrollment batch has been deleted and you will have to go back to the MAIN MENU.

If you decide to “delete” a student from the batch, you will get a message that says: “Are you sure you want to delete this student from the batch”? Click on OK or Cancel. If you click on OK, you will be taken back to the ENROLL A STUDENT(S) page.

To CHECK OUT, click on CHECK OUT. The next page will be titled STUDENT ENROLLMENT. You will see the student or a list of students you have enrolled, the total number of students added in the enrollment batch and the total amount of fees you will be required to pay, if applicable. If no fee is required, click on SUBMIT ENROLLMENT. Next, the page will be TRANSACTION SUCCESSFUL. Here you may print the permit and when done, click on Main Menu. NOTE: If a student has an existing permit number, no payment should be required for the enrollment. If a payment is required, it is possible that the student information is incorrect in the system and will need to be updated.

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If ready to pay, click on READY TO PAY. You are now at the READY TO PAY page. Read the information provided and at the bottom of the page you will see “pay now”, click on PAY NOW.

The next page should read texas.gov Payment Process. You will see a transaction summary and a transaction detail on what you have processed. Complete the Customer Billing Information and click on Continue. Next, will be the Payment Verification Page, review the information, complete verification prompt, and select Make Payment. Once your payment is accepted, you will be taken to the TRANSACTION SUCCESSFUL PAGE. This is proof of your payment and you may print the student permits from here. When done, click on Main Menu. NOTE: If at any point during enrollment, you go back to the Main Menu, you will see a message in red, highlighted, under ENROLL A STUDENT(S). The message will let you know a batch is incomplete. Complete the enrollment(s), check out or delete the batch. Deleting the batch will require you to start over completely.

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TO ENROLL A NEW STUDENT (a student who has never completed hours and has never been enrolled in any cosmetology or barber school) Click ENROLL Student to see the ENROLL A STUDENT page. You will receive two messages before you start enrolling a student. One to remind you to avoid data entry errors, please verify the student’s name, date of birth and social security number before submitting. The next will be that multiple logins on multiple computers at the same time for enrollment is not allowed. Enter the students’ social security number without any dashes. Click CONTINUE. Complete the student’s information on the ENROLL A STUDENT page.

Information with an “asterisk” in RED is required information.

Click in the first box “last name”. The “TAB” button will move you from field to field.

o Type in the last name of the student

o Type in the first name of the student

o If provided, type in the middle name.

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o If provided, type in the suffix (eg Sr Jr III etc)

o Type in the date of birth for the student in the exact format (mm/dd/yyyy)

You will receive a reminder on the VERIFY page if the student is less than 17 years of age.

o Gender: Click on the appropriate button

A student who is under the age of 17, can be enrolled in school. But the student will not be able to obtain a license until the student turns 17 years of age.

Click Verify, view information entered. Has the student’s name and birthdate been entered in the correct format? If not, click on MODIFY and make the corrections.

If no updates, click on Continue.

DO NOT ENTER A STUDENT NAME, SSN OR DATE OF BIRTH THAT HAS NOT BEEN VERIFIED BY A DRIVER’S LICENSE, SOCIAL SECURITY CARD OR OTHER FORM OF GOVERNMENT ISSUED ID.

NOTE: There is the possibility of receiving the following message when verifying the enrollment:

“We currently have a person in our system with the same name and date of birth, but a different social security number. Please verify that the social security number, name and date of birth provided is correct. If it is correct, then click VERIFY INFORMATION IS ACCURATE button. If incorrect, please click MODIFY button to modify information before you add this student to the batch.”

If the information has been verified as correct, then email SHEARS with a copy of the student’s social security card and driver’s license for the error to be corrected in the SHEARS database.

If you want to remove the student and continue to enroll other students, please click ABONDON THIS STUDENT FROM BATCH button.

Please enter all required fields identified by an asterisk *

o Type in the students’ mailing address. Two lines provided, if needed. This is where TDLR will mail the law and rules book and other correspondence. (Only

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new students who have never been enrolled in any program will receive a law and rule book)

o You must use the following street address format:

1. No punctuation or symbols

NO: E. 10 St. Apt. #15;

YES: E 10 St Apt 15

2. No address longer than 30 spaces (letters, numbers, and spaces in between)

NO: 1 Midland Highway East Southwest Apartment Number 9;

YES: 1 Midland Hwy E SW Apt 9

3. If an address with an apartment number doesn’t fit on one line, put the apartment information on the first line and the street address on the second line of the address

NO: 1234567890 Midland Hwy E SW Apt Number 1234567890;

YES: Apt 12345678890

1234567890 Midland Hwy E SW

4. Type in the city

5. Select the state

6. Type in the zip code

All addresses should be verified with USPS database before entering to ensure you do not receive the following message.

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You may receive the above message if you are unable to proceed with the enrollment.

7. Type in the student’s phone number (TAB to each box)

8. Type in the student’s email address (an email address is needed for the student to receive notifications when hours are reported and to receive exam eligibilities from PSI, otherwise the eligibility notice will be mailed)

9. Course Type. CLICK on the drop-down arrow where it says Select Course Type, CLICK on the course type the student will be enrolling. (Students can only be enrolled in the course types which the school has been approved to offer can)

10. Course Hour Type. Once the course type has been selected, you will see the selection for course hour type, CLICK on the course hour type. (Only the course hours which the school has been approved to offer will be displayed)

11. TAB to the Enrollment Date. Type in the enrollment date in the exact format shown (mm/dd/yyyy) and the enrollment must be within the last 3 months.

12. TAB to “Is this a high school program?” CLICK on the Yes or No button.

13. Cosmetology Only:

Have you graduated from high school, obtained a GED or passed an ATB?

Click on Yes or No

If Yes, you graduated from high school, type in the name of the school, city, state and the date of graduation.

(If student is from another country, refer to the “Tips and

Troubleshooting” section for instructions)

If Yes, you obtained a GED or pass an ATB, type in the name of company, city, state, and the date you received the GED or passed the ATB.

Barbering Only:

Have you completed the 7th grade?

Click on Yes or No

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14. Tab Student Certification, CLICK on the box. This is certifying that the student will comply with all law and rules.

If you are done, CLICK on CONTINUE. This takes you to a VERIFICATION page. If there are any errors, you will see a message in RED right under the heading ENROLL A STUDENT. SCROLL down, find the error and make the correction. CLICK on MODIFY to accept the changes.

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Be certain to review the data to ensure its accuracy. You may receive a message if the address is not correct. Make corrections and click ACCEPT. If you do not need to make any modifications, you are ready to pay and print the permit. If you decide that you do not want to continue enrolling the student, click on ABANDON THIS STUDENT FROM BATCH to go back to the ENROLL A STUDENT page. You may CONTINUE, by enrolling the student or go back to the MAIN MENU.

If no errors, click on ADD THIS STUDENT TO BATCH. A message will appear reminding you to make sure the student’s information is correct. If it is, click OK. Next page will say STUDENT ENROLLMENT. Here you will see the Enrollment Batch # under the heading Student Enrollment.

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At this point, you may ENROLL MORE STUDENTS, CHECK OUT, DELETE BATCH OR DELETE just the student from the batch. To enroll more students, click on ENROLL MORE STUDENTS to see ENROLL A STUDENT page. Click on the option By SSN or By Permit Number and follow the same process as above. To DELETE THIS BATCH, click DELETE THIS BATCH. You will be taken to a page that asks: Are sure you want to delete this enrollment batch? You may click on YES or NO or MAIN MENU. If you click NO, you will be taken back to the previous page. If YES, you will get a message that says the enrollment batch has been deleted and you will have to go back to the MAIN MENU.

If you decide to “delete” a student from the batch, you will get a message that states: “Are you sure you want to delete this student from the batch”? Click on OK or Cancel. If you click on OK, you will be taken back to the ENROLL A STUDENT(S) page.

To CHECK OUT, click on CHECK OUT. The next page is titled STUDENT ENROLLMENT. Here you see the student or a list of students you have enrolled, the

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total number of students added in the enrollment batch and the total amount of fees you will be required to pay. If ready to pay, click on READY TO PAY. You are now at the READY TO PAY page. Read the information provided and at the bottom of the page is “pay now’, click on PAY NOW.

The next page should read texas.gov Payment Process. You will see a transaction summary and a transaction detail on what you have processed. Complete the Customer Billing Information and click on Continue. Next, will be the Payment Verification Page, review the information, complete the verification prompt and select Make Payment. Once payment is accepted, the next page will be the TRANSACTION SUCCESSFUL PAGE. This is proof of your payment and you may print the student permits from here. When done, click on Main Menu. NOTE: If at any point during enrollment, you go back to the Main Menu, you will see a message in red, highlighted under ENROLL A STUDENT(S). The message will let you know a batch that is incomplete. Either complete the enrollment(s) and check out or delete the batch. Deleting the batch will require a complete start over.

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VIEW ENROLLMENT HISTORY (batch receipts for enrollments) This option allows you to see a list of enrollment batches that you have processed for students enrolled in school. You may click on a batch number (in blue) and see the list of students for that batch. It will also show the amount paid. A permit can be printed from this page, if needed. If you did not receive the batch confirmation email or if you need to print a receipt showing payment, this is the option you have available. PRINT PERMIT Print permit function may be used to print student permits as many times as needed. Schools must maintain one album to display each student permit, including affixed picture, of all enrolled student. The permits shall be displayed in alphabetical order. Click PRINT PERMIT. The Print Student Permit screen will come up. TYPE in the students’ permit number and click on PRINT PERMIT.

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A new window will open showing the permit. Select the PRINT option on your toolbar and print the permit. Close the window when completed. NOTE: If a school must mail a student permit application to the department for processing, this function can be used for the school to print a student permit once the number has been assigned. Click MAIN MENU to return to the main menu. SHOW ENROLLMENT (lists all schools and enrollment for student) CLICK on SHOW ENROLLMENT and then select the button for BY SSN or BY PERMIT NUMBER.

CLICK on CONTINUE, type in the student permit number or SSN and CLICK on FIND. STUDENT ENROLLMENT page will appear. This page will list all of the schools the student has attended, along with permit number(s), permit type(s), enrollment date(s), drop date(s), total hours, tuition paid and academic hours (high school only). NOTE: This function is helpful for obtaining student information for prospective students to obtain assigned permit numbers and hours reported by course type. When done, CLICK on MAIN MENU. EDIT STUDENT PROFILE This function will allow the school to edit only a student’s mailing address, phone number and email address. To make changes, click on EDIT STUDENT PROFILE. Type in the student permit number and click FIND. The student information will be displayed.

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Make the changes and click on CONTINUE. A VERIFICATION page will appear. If correct, click on UPDATE STUDENT PROFILE. The MODIFY button will take you back to the edit screen again. A new page with the statement “Update Student Profile is successful” will appear.

NOTE

For a name change, misspelling or typo, a student must submit a signed and dated written request and an official document verifying the new name. An example of an official document would be a court document, driver’s license, social security card. Email the documentation to CS.Cosmetologists@tdlr.texas.gov or Fax to (512) 475-2871.

****When a student checks in at the examination site, the name provided to TDLR

must match the name on their “valid” form of government ID.****

For a date of birth correction, please provide a copy of the student’s driver’s license or birth certificate. For a SSN correction, please provide a copy of the student’s social security card. For corrections to an enrollment such as course type or enrollment date, please submit the contract or enrollment agreement showing the correct enrollment type and/or date. Proper documentation is required for any type of corrections for verification.

Click on MAIN MENU to return to main menu. DROP A STUDENT (drop students no longer enrolled in school)

DROP STUDENTS AS SOON AS THEY ARE NO LONGER ENROLLED! When a student is no longer enrolled in your school (for any reason) they must be dropped within 10 calendar days. A student on a documented leave of absence is considered still “enrolled” in school. To drop a student, click on DROP A STUDENT on the MAIN MENU.

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This takes you to the DROP A STUDENT screen. Type in the student permit number for the student you wish to drop. Click FIND. A screen will appear with the student’s information for you to verify that you will be dropping the correct student.

Hours for the current month can be reported as you drop the student. Tab to “Additional Class Hours Earned Since Last Month” and type in any additional hours. Tab to “Additional Field Trip Hours Earned Since Last Month” and type in any additional field trip hours. Tab to Additional Distance Education Hours Earned Since Last Month” and type in any additional distance education hours. Tab to “Last Date Attended (mm/dd/yyyy)” and type in the last date the student attended your school. For Cosmetology only: Answer the following: Academic Hours Complete? (high school only) Yes or No Tuition Paid? Yes or No Click VERIFY. A page showing the entries performed will appear. A statement will be at the bottom of the screen showing how many hours the student will have as of result of the drop. You may modify your entry by clicking on MODIFY or go ahead and CLICK on DROP. Click DROP. The DROP A STUDENT screen will appear with a statement that the “student <name> is successfully dropped from your school”. When the drop is processed, a confirmation e-mail will be sent. Click on MAIN MENU.

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DROPPING STUDENTS PRIOR TO POSTING MONTHLY HOURS If hours for the previous month have not been posted for a student you intend to DROP, you must first POST the hours from the previous month and then DROP the student adding any hours earned in the current month. FOR EXAMPLE: Problem Sally earned 50 hours in July and only needed 18 more hours to finish her curriculum. Sally earned the 18 hours which were completed on August 5th. The school has not yet posted Sally’s July hours but wants to DROP Sally. Solution First, the school must POST the 50 hours Sally earned in July, then the school can DROP Sally and enter the 18 hours she earned in August with a completion and drop date of August 5th. EDIT A DROP (edit a student which was previously dropped) Click on EDIT A DROP to see the EDIT A DROP page.

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Type in the student permit number to be edited, click on FIND. The EDIT STUDENT DROP INFORMATION screen will appear. To EDIT a record, click EDIT on the line of the student record you wish to edit. Make the corrections and click on UPDATE to accept change(s). The EDIT STUDENT DROP INFORMATION screen showing the changes made will be displayed. If on the EDIT STUDENT DROP INFORMATION page, it is determined an EDIT is not necessary, click on the BACK button to return to the previous screen. If the student was dropped in error, click on CANCEL THIS DROP. If the drop is cancelled a screen will appear that states: “Drop has been canceled”. For Cosmetology only: Answer the following: Academic Hours Complete? (high school only) Yes or No Tuition Paid? Yes or No Return to MAIN MENU or EDIT ANOTHER record. LOG OUT: From the MAIN MENU, click on LOG OUT when you are done.

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TIPS AND TROUBLESHOOTING

• Enrolling students and posting hours – Only an authorized official or representative of the school can enroll or post hours. Students should not enroll themselves in SHEARS.

o NOTE: One computer should be designated for use when accessing SHEARS. If more than one computer is used, this will create multiple errors within the system.

• Enrolling students – Use extreme caution when entering a student’s personal information. Verify student name and the spelling, enrollment in program type, valid social security number, date of birth and enrollment date. Follow the correct name format – last name, first name, middle initial.

• DO NOT ENTER A STUDENT NAME, SSN OR DATE OF BIRTH THAT HAS NOT BEEN VERIFIED BY A DRIVER’S LICENSE, SOCIAL SECURITY CARD OR OTHER FORM OF GOVERNMENT ISSUED ID

• Enrollment Errors – If the student was enrolled in the wrong course type, please submit a copy of the contract or enrollment agreement indicating the correct course type and enrollment date. o NOTE: The course type is displayed each time hours are posted. The

error should be noticed immediately when posting hours for the first time or when printing the permit.

• Students with no SSN – You must mail in student permit applications for those students who do not have a social security number. Be sure to verify that the student permit application has been filled out correctly and all information has been provided.

• Posting hours – If you enroll a student on 03/01/2007 with an enrollment date of 10/01/2006 then you will have go back and post hours for every month in SHEARS up to the current month of 03/01/2007. Shears will not allow you to post all hours in one month.

• Entering clock hours – A school can only enter up 250 hours a month

• Enter credit hours – Post all hours earned at the end of each module or course.

• Feedback - If you experience any issues using SHEARS make sure you contact us by clicking the FEEDBACK button at the bottom of the page on the main login screen of SHEARS.

• Changing hours – You can view the hours of a student in SHEARS. Please review the student hours and use the EDIT button if you need to adjust hours for a student prior to contacting TDLR.

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• Transfer student hours - Please refer to section 83.74 for the requirements regarding the transfer of hours.

• Student Exam Eligibility - Please check the website for the eligibility status of a student prior to contacting TDLR: www.tdlr.texas.gov/CosmoDataSearch www.tdlr.texas.gov/BarberDataSearch

• Student Personal Information Changes or Corrections:

o Name change/correction:

For a “legal” name change, misspelling or typo, a student must submit a signed and dated written request and an official document verifying the new name. An example of an official document would be a court document, driver’s license, social security card.

Email: CS.Cosmetologists@tdlr.texas.gov Fax: (512) 475-2871.

*** When a student checks in at the examination site, the name provided to

TDLR must match the name on their “valid” form of Government ID. ***

o DOB change/correction – Provide a copy of the student’s driver’s license or birth certificate.

o SSN change/correction – Provide a copy of the student’s social security card.

• Entering hours and Hundredths of hours – SHEARS will not accept minutes. Please see the instructions provided of this topic on page 7.

• Editing an enrollment – If you need to change the status for academic hours completed (high school) or tuition paid you can do so by clicking the EDIT DROP button. See the instructions in the section called EDIT DROP page 24.

• Editing hours – If hours need to be edited by TDLR, provide proof of hours completed by submitting a copy of the student’s attendance report or record of hours including the student name and permit number.

• Out-of-country addresses - If the student graduated from a high school which is out of the country, enter the schools name in the name block, enter the city where the school was located and leave state as Texas.

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APPENDIX Cosmetology Curriculum Requirements

Max.

Distance Education

Operator (Private and Public Post-Secondary)

1,500 375

Operator (high school program)

1,000 250

Class A Barber to Cosmetology Operator 300 75

Esthetician 750 188

Esthetician/Manicurist 1200 300

Manicure 600 150

Eyelash Extension 320 80

Hair Weaving 300 75

Wig 300 0

Instructor 750 188

Instructor (1 year experience)

500 125

(Distance education requires approval prior to offering)

Field Trip Hours

A student may obtain the following field trip curriculum hours:

• a maximum of 75 hours for the 1500-hour operator course

• a maximum of 50 hours for the 1000-hour operator course

• a maximum of 30 hours for the manicure course

• a maximum of 30 hours for the esthetician course

• a maximum of 60 hours for the esthetician/manicurist course

• a maximum of 15 hours for the eyelash extension course

• a maximum of 30 hours for students taking the 750-hour instructor course

• a maximum of 20 hours for students taking the 500-hour instructor course

Students must be under the supervision of a licensed instructor from the school where the student is enrolled at all times during the field trip. The instructor-student ratio required in a school is still required on a field trip.

Complete documentation is required, including student names, instructor names, activity, location, date, and duration of the activity.

NOTE: No hours are allowed for travel.

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Barber Curriculum Requirements

Class A Barber (Private and Public Post-Secondary)

1,500*

Class A Barber (Public Secondary)

1,000*

Cosmetology Operator to Class A Barber 300*

Barber Instructor 750

Barber Instructor (1 year experience)

500

Manicurist 600*

Barber Technician/Manicurist 900*

Barber Technician/Hair Weaving 600*

Barber Technician 300*

Hair Weaving 300

*Each student must complete practical applications of the curriculum

Field Trip Hours

A student may obtain the following field trip curriculum hours:

• a maximum of 75 hours out of the 1500-hour Class A Barber course

• a maximum of 50 hours out of the 1000-hour class A Barber course

• a maximum of 30 hours for the Manicure course

• a maximum of 20 hours for the Barber Technician course

• a maximum of 45 hours for the Barber Technician/Manicurist course

• a maximum of 30 hours for the Barber Technician/Hair Weaving course

• a maximum of 20 hours for the Hair Weaving course

• a maximum of 35 hours for the 750-hour Instructor course

• a maximum of 25 hours for the 500-hour Instructor course

• a maximum of 15 hours for the Cosmetology Operator to Class A Barber course.

Students must be under the supervision of a licensed instructor from the school where the student is enrolled at all times during the field trip. The instructor-student ratio required in a school is required on a field trip.

Complete documentation is required, including student names, instructor names, activity, location, date, and duration of the activity.

NOTE: No hours are allowed for travel.

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GLOSSARY

Cosmetology Course TYPE Codes

COP Operator

CMA Manicurist

CFA Esthetician

CMF Esthetician/Manicurist

CEE Eyelash Extensions

CHW Hair Weaving

CWG Wig

CIN Operator Instructor

CMI Manicure Instructor

CFI Facial Instructor

MFI Manicure/Esthetician Instructor

CEI Eyelash Extension Instructor

CWI Wig Instructor

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Barber Course TYPE Codes

BCA Class A Barber

BIN Instructor

BMI Manicure Instructor

BTI Technician Instructor

BWI Hair Weaving Instructor

TMI Technician/Manicurist Instructor

TWI Technician/Hair-Weaving Instructor

BMA Manicurist

BTC Technician

BTM Technician/Manicure

BTW Technician/Hair Weaving

BHW Hair Weaving