Skyward Enrollment Procedures

Page 1 of 37 Last updated 07/28/2019

Skyward Enrollment Procedures

DATA & DOCUMENTATION REQUIREMENTS Listed below are the steps you need to follow when you enroll a student into a MISD school, regardless of whether or not the student is a new or returning student. The information is in compliance with both local and state policies. The District may require evidence that a person is eligible to attend one of our campuses within the district. When enrolling a child, the parent/guardian or of age student must provide the required documents listed below. If the child meets eligibility as a Homeless student, please refer the parent/guardian to the Student Services Department for alternative documentation. NOTE:

• We cannot deny enrollment of a student due to lack of documentation. However, once the student is enrolled, you must make every effort to secure the student’s records from the previous school or from the parent.

• You may not ask about the citizenship or immigration status of the student or his or her parent/guardian when establishing the residency and age requirements for enrollment.

VERIFICATION OF RESIDENCY Verify that the student and/or either parent/guardian is a resident of the district and lives in the campus attendance zone. A parent or guardian who is unable to verify an address when they register at a campus must visit the Office of Student Services for an Affidavit of Student Admission Information. Identification that includes a photograph is required. An “Address Verification Form” must be completed each school year. Do not record an address in Skyward without one of the following documents and request an affidavit to verify an address, where applicable. Identification that includes a photograph is required. A copy of the document used to verify residency must be uploaded into Skyward. Acceptable Proof of Residence Includes:

➢ A completed lease to rent a house or apartment. ➢ A contract to purchase or build a house, or ➢ A utility bill for gas, electricity, or water that displays the service address on the

utility bill. Cable bill, cell phone bill, other mail, or a copy of a payment is not acceptable for proof of residency. NOTE: If the student does not live in your attendance zone and does not have an approved transfer form from the Office of Student Services, you must direct him/her to the designated campus of residency or to the office of Student Services to request a transfer.



VERIFICATION OF AGE AND IDENTIFICATION According to the Student Attendance Accounting Handbook, a parent or other person with legal control of a student under a court order who is enrolling the student has up to 30 days from the date of enrollment to provide proof of the student's identity. The following documents are acceptable for proof of identification: For new enrollees age 11 and older: 1. Birth Certificate (A copy of the birth certificate must be placed in the PRC) 2. Driver’s License 3. Passport 4. School ID card, records, or report card 5. Military ID (It is a federal offense to photocopy a US Department of Defense ID.) 6. Hospital Birth record 7. Adoption records 8. Church baptismal record or 9. Statement of child’s date of birth issued for school admission purposes by Texas

Vital Statistics, a division of the Texas Department of State Health Services. 10. Any other legal document that establishes identity If a child is enrolled under a name other than the name that appears in the identifying documents, your district must notify the Texas Department of Public Safety’s Missing Persons Hotline at (800) 346-3243. If the student’s records have not been received within 30 days of a request, making this comparison impossible, your district must notify the municipal police department or sheriff’s department of the county for a determination of whether the child has been reported as missing. For new enrollees under age 11 enrolling in school for the first time: For a student who is under 11 years of age and is enrolling in your school for the first time, per the Texas Code of Criminal Procedure, Article 63.019, certain additional requirements related to documentation of identity and age apply. Your school must notify the person enrolling the student that the person has up to 30 days from enrollment, or up to 90 days from enrollment for a child not born in the United States, to provide a certified copy of the child's birth certificate. If the person is unable to produce a certified copy of the birth certificate, the person must produce, within the same time period, other acceptable proof of the child's identity and age (see list from preceding paragraph under new enrollees age 11 and older) and a signed note explaining why the person was unable to produce a certified copy of the birth certificate.



As a district, we prefer to have a certified copy of the birth certificate, but we also realize that there could be cases where this is just not possible. The SDS Department has created the form, "Statement of Inability to Provide Certified Copy of Birth Certificate" to assist campuses with the requirement for a signed statement indicating the reason that a certified copy of the birth certificate could not be produced. This form is available on the SDS Department's website (Midland ISD Website > Departments > Student Data Systems > Helpful Forms > SDS Forms > Statement of Inability to Provide Certified Copy of Birth Certificate).

If the required documentation is not provided within 30 days of the request (90 days for students who were born outside the United States), then the school shall notify the appropriate law enforcement agency for a determination of whether the child has been reported as missing. ABSENCE OF PARENT OR GUARDIAN The absence of a parent, guardian, or other person with legal control of a child under a court order is not grounds for refusing admission to which a child is entitled under §25.001. Regardless of whether or not a child’s parent, guardian, or other person with legal control of the child under a court order is enrolling a child, under §25.002(f) as amended in 2001, a district is required to record the name, address, and date of birth of the person enrolling a child.

ENROLLMENT/AGR CARDS The enrollment card is part of the student’s educational record and is used by TEA auditors for proof of enrollment in the event of a dual attendance audit. Failure to provide proof that the student was enrolled with our district during a particular time can result in loss of funding. Therefore, it is very important to follow the procedures below to ensure that the student’s enrollment card is retained. All enrollment cards should be kept in the student’s PRC for at least 5 years. Only enrollment cards older than 5 years may be discarded (shredded). The enrollment card (legal copy with signatures) must be placed in the student’s PRC at the end of each school year. If the original card is not available, a copy will be sufficient as long as both sides are copied. REMEMBER to place the completed enrollment card in the PRC before sending it to another campus or to the Student Records Dept. Enrollment cards should be completed in full and must include the student’s local ID, PEIMS ID, eligibility code, school year, entry date, campus, counselor, transfer code, withdrawal date and moving to (if applicable). Unless the SDS Department states otherwise, students re-entering will need to fill out a new card.

https://www.midlandisd.net/cms/lib/TX01000898/Centricity/Domain/112/BC%20Statement%20of%20Inability%20to%20Provide.pdf

https://www.midlandisd.net/cms/lib/TX01000898/Centricity/Domain/112/BC%20Statement%20of%20Inability%20to%20Provide.pdf



Enrollment cards should contain a parent/guardian or adult student signature. If after several attempts you are unable to get a parent signature, document the number of attempts on the card to prove that a signature was attempted. If a parent calls in a change of address, phone number, etc., the enrollment card must be corrected using a different color of ink and the person making the correction needs to initial the change on the card. COMPLETION OF ENROLLMENT CARDS Enrollment Cards for NEW STUDENTS - Blank enrollment cards will be provided for students who enroll after the initial set of enrollment cards are run. Enrollment cards need to be filled out by the parent and/or campus staff. It is important that you have an ample supply of blank cards for new enrollments. If you need additional blank cards, you may contact the Student Data Systems department. Enrollment Cards for EXISTING STUDENTS – Directions will be sent out prior to the start of school. NOTE: Use a paper copy of the Enrollment card for all students you pre-enroll for the Next school year. Enrollment Cards on card-stock should only be used for Current-Year students. SOCIAL SECURITY CARDS Make a legible copy of the social security card. When possible, enlarge and/or lighten the copy to make it clearer. Please consider that if you cannot read the number, neither can TEA. They will not accept the handwritten number on the copy of the card, it must be a clear copy. If you receive a student’s records with the SSN included on the documents, but the file does not have the actual copy of the social security card, make every effort to get a copy. You can input the same SSN that the previous campus was using, however, keep in mind if we were to get a PID error we would need a copy of the card to submit to the Texas Education Agency (TEA). If you do not have a copy of the social security card and are unable to get one after 10 days of enrollment, request a State ID number by completing the State ID Request available on the Student Data Systems Department’s webpage (Midland ISD Website > Departments > Student Data Systems >Request for State ID). State ID’s will not be issued unless birth certificate and enrollment cards are uploaded into Skyward. If a student has already been assigned a State ID number from another Texas school, complete the State ID request available on the SDS’s webpage and provide the State ID for the student. Do NOT have another State ID assigned to them. If you do receive the social



security card for a student who has already been issued a State ID, complete the PEIMS Demographic Change Request form available on the SDS’s webpage (Midland ISD Website > Departments > Student Data Systems > Helpful Forms > SDS Forms >PEIMS Demographic Change Request). Upload this form along with the social security card and birth certificate into Skyward and send an email with the student’s local id to the Director of PEIMS. Do NOT email these documents. NOTE: We cannot require the parent to provide a social security card. IDENTIFYING IMMIGRANT STUDENTS Please see the following regarding the immigrant indicator from the Student Attendance Accounting Handbook: In establishing whether a student meets residency requirements for enrollment in your district, your district must not ask about the citizenship or immigration status of the student or his or her parent or other person with legal control of the student under a court order. To determine whether a student should have an immigrant indicator code of 1 for TSDS PEIMS reporting purposes, your district may ask the following questions1:

1) Is the student 3–21 years of age? 2) Was the student born outside of the United States? 3) Has the student attended a US school for 3 full academic years?

Note: The 3 years do not need to be consecutive. Note: A US Department of Defense school that is not located within the fifty states or the District of Columbia is not considered a US school.

If the answer is yes to the first two questions and no to the third question, then the student should have an immigrant indicator code of 1. If the answer is yes to all three questions, the immigrant indicator should be removed.

1 These questions are based on the criteria defining “immigrant children and youth” in Title III of the No Child Left Behind Act of 2001. Texas is required to report the number of immigrant children and youth to receive certain federal funds.



For those students who were born outside the United States and who have NOT completed 3 full academic years in US schools, code the immigrant indicator as indicated below:

HOME LANGUAGE SURVEY • All Home Language Surveys are to be maintained in two locations: 1) original in the

PRC, 2) a scanned copy within Skyward. • Your district must conduct only one home language survey for each student. • Your district must administer home language surveys to students new to the district

for whom a survey has never been completed (in Texas) or for whom a copy of the survey cannot be located within 15 school days.

• Your district should not administer the home language survey to a student for whom a survey is currently on file with the district.



• Your district must require that the survey be signed by the student's parent or guardian for students in PK through grade 8, or by the student for students in grades 9 through 12.

• For a student moving from one district to another within Texas, the original copy of the home language survey or a copy of the original home language survey shall be kept in the student’s permanent record. If the original copy or a copy of the original home language survey is not included in the student’s files, then a new home language survey must be conducted by the receiving district.

Home Language Survey Enrollment Chart New Student No HLS New Student with HLS In-district Transfer

Administer the HLS and follow SDS & ELL procedures based on language response

Accept the HLS upon enrollment Check for HLS in Skyward and PRC (should be the same). Electronic version in Skyward will immediately pull over with campus enrollment.

Out of State Student Out of Country Student Re-enrollee to the district

If another state’s HLS exists – accept. If no HLS – administer HLS

Administer a HLS Revert to the original HLS in possession. If not found within 15 days, administer the HLS.

Multiple Instances of Home Language Survey: • Revert to the original HLS (oldest date) • Multiple in-district HLS – keep the original HLS and shred multiple in-district copies • Multiple Out-of-district HLS – write on the MISD HLS in red pen the circumstantial

information concerning the discovery of the original HLS and staple the multiple HLS together (i.e., Out-of-district HLS was received on the 17th day student was enrolled. Parents were asked to complete a HLS on Day 15.)

PreK-Kinder HLS Procedures: • Revert back to Home Language Survey Enrollment Chart shown above.

IMMUNIZATION RECORDS Except as provided by the TEC, §38.001(c), a student is required to be fully immunized against certain diseases. However, a student may be provisionally admitted if the student has begun the required immunizations and continues to receive the necessary immunizations as rapidly as medically feasible. Except as provided by the TEC, §38.001(c), a student who is not fully immunized and has not begun the required immunization must not attend school.



Homeless Students Homeless students may be admitted for 30 days pending initiation of vaccinations or receipt of vaccination documentation. Military Dependent or Texas School Transfer Students A student who is a military dependent OR a student coming from another Texas school may be enrolled for 30 days pending transfer of immunization records. Immunization Exempt Students Immunization is NOT required for students subject to the exceptions of the Texas Education Code (TEC) §38.001(c). A copy of the Affidavit of Exemption needs to be placed with the MISD Health Card.



Enrolling a Student New to District

1. Log into Skyward Student Database.

2. Go to Students > Students – ST > Student Profile – PR page.

3. Click Add

https://skyward.iscorp.com/scripts/wsisa.dll/WService=wsedumidlandisdtx/seplog01



4. Enter Last Name, First Name, Middle Name (if applicable) and Date of Birth

Note: Name and DOB must be entered as it appears on birth certificate. If birth certificate is not available, use name on social security card. If social security card not available, use enrollment card.

5. Select Click Here to Search for Entered Name.

a. If no matching names found, message will say There are no records to display, check your filter settings. If no matching names found, search by the Date of Birth only. If still no matching records, click Add Entered Name to Student

b. If matching names found, review name, DOB, phone number, address, etc. to verify if same student.

i. If same student, proceed to Enrolling a Returning Student on page 13.



6. Enter Demographic Information

1 Date of Birth Enter date of birth as it appears on birth certificate. A copy of the birth certificate must be placed in the student's permanent folder.

2 Grade/Grad Yr Enter student's grade level

3 Gender Enter gender (sex) exactly as it appears on Birth Certificate or Enrollment Card

4 Birth City Enter exactly as it appears on birth certificate

5 Birth State Enter exactly as it appears on birth certificate

6 Birth Country This will default if birth state is in the United States.

7 SSN Social security number must be entered as it appears on the social security card.

8 Ethnicity Check if applicable

9 Federal Race Select Race exactly as it appears on the student's enrollment card.

10 Student Language Enter the two-digit language spoken at home as indicated on the Home Language Survey card



11

Entity ###

Update each field accordingly. Current Year Status and Current Year Member = Yes if student is enrolling during and for the current year and = No if otherwise

12

Distribute Student Demographic Information for

This flags whether or not students' information can be shared. Set All to No will change all fields to No.

7. Click Save and Add Entry Record



8. Enter Enrollment Information

1 Enrollment Date

Enter the date of the student's first day of attendance. The student must be present during the ADA period/time in order for that day to be the entry date. For example, if the student enrolls before your campus's ADA time, you would use the current date as the entry date. If the student enrolls after your campus's ADA time, you would use the next school day as the entry date. If enrolling for the next school year, enrollment date will be first day of upcoming school year.

2 Entry Code Also known as eligibility code, indicates the amount/type of funding the district received for the student. Refer to TEA Student Attendance Accounting Handbook for further details and definitions.

3 Calendar Also known as the track, all campuses will use track 0 except ECHS seniors which use TR1 - track 1 and PreK will use TR2 – track 2.

4 Student Type Options: 0- Regular, 1 - Special Ed, 2 - 504, R - R

5 Resident District

This defaults to 165901 but for out of district transfers, input that district’s county district number (i.e. if student is an out of district transfer from Ector County, enter that county district #).



Note: Click Default E/W Options to default enrollment fields for majority of enrollments. Click Save after defaults are selected or Back to go back to Enrollment Information screen.



9. Click Save and Add Family

a. Click Finish to enter the basic information and add family and emergency information at a later time.

b. Click Back to modify demographic information.

10. Enter parent name and select Click Here to Search for Entered Name

a. If no matching names, click Add Entered Name as Family. Proceed to step 11.

b. If matching names found, verify guardian by DOB, phone number, address, etc. If same parent, select and Add Selected Name as Family > review information is up to date > Click Save proceed to Step 13.



11. If option A above was followed, will receive message to confirm to proceed if partial or exact matches found. Click Yes.

12. Enter Family Number 1 information Note: Since no matching name was found and guardian was added, system defaults to Family 1. If a 2nd family that lives in a separate household is needed, go to Family tab > Add Family and follow same steps below.

ADDRESSES - It is important that addresses be entered uniformly into Skyward. A student’s physical address is used to determine their attendance zone, district reporting and planning purposes. If the student’s physical address and mailing address are the same, you only need to enter it once under Family 1 Address. If they have a separate mailing address, enter the physical address under Family 1 Address and then check the box next to “Separate Mailing Address” and then click the “Mail” button to enter the mailing address.

• Apartment Numbers: Be sure to clear the Apartment Number field when a student

changes from an apartment to a residence with only a street number and name. If

the fields are not cleared, this information remains in the student record.

o DO NOT use the # sign.

o Begin keying at the start of the Apartment number field.

o Do not key a space before the number. If the apartment number is 8, key an 8.

Do not key #8, space 8 or Apt. #8, just an 8.

• Street Directions: Don’t use periods after directions. Use W for West, N for North, S

for South and E for East as used in the street directory table.

• Street Name Conventions: Pattern the address like the Street Directory table.

Examples are:

BLVD BOULEVARD LN LANE CIR CIRCLE MHP MOBILE HOME PARK CT COURT PL PLACE CV COVE RD ROAD



DR DRIVE TRL TRAIL HWY HIGHWAY AVE AVENUE ST STREET

• PO Boxes: Enter the PO Box number in the ‘PO Box:’ field and ensure the other

address fields are blank (except for the city, state and zip code).

1

Relationship Relationship to student

2 Gender Gender of guardian

3 Marital Status Marital Status of guardian

4 Date of Birth Date of birth of guardian

5 Responsibility Flag responsibilities of guardian including if they are an emergency contact, the custodial parent and if they are allowed to pick up student from school; these are all defaulted to be checked.

6 Phone/Email Information

Phone/Email Information of guardian

7 Family Access Information

Skyward defaults guardian to have access to Family Access and will generate the username and password as well as force user to change password during first log in.

8 Family 1 Address Address of guardian.

9 Address Distribution Flag to disallow distribution of guardian address.



10 Mailing Address Check if guardian has separate mailing address and click Mail to enter mailing address information.

11 Family 1 Information Confirm all three boxes are checked for at least 1 family. 12 Add Guardian 2 Click to enter additional guardian within the same family.

13. Click Save and Add Emer Info to add emergency contacts.

a. Click Save to save family and complete enrollment.

b. Click Back to go back to Family Information to search for guardian.

14. The below can be entered under Emergency Information.

1 Alert Information

Enter any critical information pertaining to the student. You can flag as a critical alert and will see this information in a pop-up when you query the student. Uncheck Display n Family Access and Student Access if this critical alert information should not be viewed by Family or Student.

2 Provider Information Enter student's provider's if available.

3 Add Contact Enter emergency contacts other than guardians.



15. Perform name search as done with student and guardian names.

a. If matching name found, confirm identity, click Select Name and Add as Emergency Contact and click Save.

b. If no match found, click Add Entered Name as Emergency Contact and proceed to step to next step.

16. Click yes to message below if partial or exact name match found but adding new emergency contact name.



17. Add emergency contact address information. Click Save.

18. Enter available emergency contact information and click Save.



19. Once all related emergency information has been entered, click Save and Finish to complete enrollment.

Enrolling a Returning Student to the Same Campus Use these procedures for enrolling a student who was no-showed (has a no-show withdrawal) for your campus for the current school year as well.

1. If a student previously withdrew from your campus and is now returning, Go to Students > Students – ST > Student Profile – PR page.

2. Perform name search by Name Key or clicking Student link for advanced search.



3. Click the Entry/With tab and click Entry.

4. Complete the following steps:

a. Review and update Entry Information including Entry Date.

i. Enter the date of the student's first day of attendance. The student must be present during the ADA period/time in order for that day to be the entry date. For example, if the student enrolls before your campus's ADA time, you would use the current date as the entry date. If the student enrolls after your campus's ADA time, you would use the next school day as the entry date. If enrolling for the next school year, enrollment date will be first day of upcoming school year.

b. Review and update Settings.

c. Review and update Student Program Withdrawal/Enrollment as needed.

d. Click Save.





If the student was previously at your campus during the current school year and were enrolled in classes on your campus that were dropped correctly when they were withdrawn, you will then get a screen asking you what to do with their previous classes.

If the student will be re-enrolling in all of them same classes, select the option to “Activate” the classes for the ‘What to do with Schedule Records:” field. Enter the date the student will be starting back classes on your campus (their re-entry date) in the ‘Effective Date’ field. It is important that class start and end dates are correct for PEIMS reporting.

5. Review and update Family and Emergency contact as needed.



MILITARY CONNECTED STUDENT FORM The Military Connected Student Form is used to identify a student who is a dependent of a member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard, or a reserve force of the United States military. A uniformed member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard (Army, Air Guard, or State Guard), or a reserve force of the United States military considered Missing In Action (MIA) should be presumed to be on “active duty” until such time as a death of the military member has been confirmed. The term "dependent", with respect to a member of a uniformed service, means the spouse of the member, an unmarried child of the member, an unmarried person who is placed in the legal custody of the member and is dependent on the member for over one-half of the person's support, resides with the member unless separated by the necessity of military service or to receive institutional care as a result of disability or incapacitation, or under such other circumstances as the Secretary concerned may by regulation prescribe and is not a dependent of a member under any other paragraph. (37 USC Sec. 401) Military Connected Student status codes 1, 2, 3, and 4 must be keyed into Skyward so that this information is reported to PEIMS. Please note that parents may have selected more than one of these codes since parents may be members of different military organizations. However, only one code may be entered in Skyward for a student.



To key this information in Skyward:

1. Go to Students > Student Profile > Special Prgrms > Mil. Connected 2. Click on Begin Sts. 3. Type in the appropriate start date.

4. Choose the appropriate “Military Connected Student” code from the

dropdown menu or by entering code 1, 2, 3, or 4 into the box.

5. Click Save.



Processing Online Application for New Student

1. Go to Students > Online Enrollment - OE > Enrollment Application Processing

page.

2. Select application type from drop down. This will typically be All Available or All

New if you don’t yet have applications assigned to you.



3. If assigning application to different campus or employee, select the application to be assigned and click Assign Application.

a. If assigning to yourself, skip this step and proceed to step 8.

4. Update Entity if application should not be assigned to your campus.

5. Update Assign To to assign to the appropriate individual.

6. If application is for current year (2019-2020), CY/NY should be CY.

7. Click Save.



8. If assigning application to yourself, select application.

9. Click Process Application.

10. Click Yes to begin processing application.

11. Click yes to assign application to yourself (if not yet assigned to you).

12. Within the application you will need to review and check all the data entered including attachments uploaded and forms filled out.



a. Review information entered and make changes as needed.

b. Click Save.

c. Click Manage Required documents and View Attachment to review what

was attached.

d. If attachments meet requirements, check received.

e. Click Save.

f. Click Custom Forms to review online forms.

g. Expand all forms or specific form to be reviewed.

h. Click Edit which opens the form that was filled out by the parent.

i. Review and click Save or Save and Print if form needs to be printed and given to department form owner.



j. Change the Stage if application is not ready to be processed.

k. When ready to approve application, click Approve Application.

Note: If you did not click that attachments were received, you will get an alert before continuing approval process.

l. Click Continue.



m. Click Set Path to Default for this Address if it pops up unless you are aware that current path is correct.

n. If application is not complete and documents or forms are missing, click Deny Application to return application to parent. Important: Denying application will send email notification to parent.

o. Enter reason and click Continue.



p. If application was submitted in error, click Cancel Application.

q. Enter reason and click Continue.

Online Enrollment Report

Since the system allows for applications to be approved without required documents run the below report to see which students do not have the required documents marked as received.

1. Go to Students > Online Enrollment - RE > Reports - RE page.



2. Select report: User Defined Online Enrollment Report.

3. Select template: SDS – Required Documents Check.

4. Click Print.

5. View report to check which students have no required documents marked as received.



Processing Online Registration for Returning Student Approvals The demographic information a parent makes is set to Auto Approve however you can still review changes that were made.

1. Go to Families > Online Registration - OR > Approvals - AP page.

2. Expand record on student to be viewed.



Verification Status If a parent has completed the student’s online registration, status will show as verified. You will be able to see the status on this screen.

1. Go to Families > Online Registration - OR > Verification Status - VS page.

2. Click Filter Options to hide student’s that are verified.



3. Flag the appropriate boxes and click Apply Filter.

4. To check a specific student’s status, enter the ID in the lookup field.