Subtitle Version or Date

Presentation TitleRegistration Management

Module 6

BCeSIS

Module2 Registration Management6

Learning Objectives

• Standard Provincial System Codes & Procedures

• Admission vs. Registration• Managing Student Registration process• FOIPPA requirements

BCeSIS

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Module Terminology

• Admitting = Enrolment• Registration• Demographics• Demographic Loop• Pupil Number• Home School or School of Record• Cross-Enrolled School

BCeSIS

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BC Processes

• Presenter: Dee Freethy– Operation & Standards Manager,

BCeSIS Project

• Recording will last approximately 10 minutes• Recording Link:

– BCeSIS - Training Materials – Dee Freethy Recording

BCeSIS

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Admission ProcessBenefits:• Student demographic information is

entered only once in BCeSIS• Electronic record follows student as

they transfer from school to school• Easy transfer process

BCeSIS

Module6 Registration Management6

Demographic Loop Overview

BCeSIS

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Admission Process

BCeSIS

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Restrictive Query

• Restrictive query is first step of admission process

• Can only admit student if not found in any other district/school– If found, must withdraw from other school

or cross-enrolStudent can have only one Home School or School of Record

BCeSIS

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FOIPPA Consideration

• Restrictive query requires:– Student Legal Last Name– Birth date– Gender

• System responds with results that match:– Legal Last Name– Gender– Birth date within 45 days either side of date

entered

BCeSIS

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Multiple Matches

will provide additional details:– Other Names– Address– Parents– Siblings

• Access to this screen is tracked for audit purposes

BCeSIS

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Special Case

Student with Restricted Admit Code:

• Alert comes up• Contact previous school• Student cannot be admitted until

“Restrict Admit” status is overridden

BCeSIS

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Mandatory Fields•Current School •Pupil No•Legal First Name •Legal Last Name•Usual Last Name •Legal Middle

Name *•Birth date •Gender•Reason •Proof of Age•Grade •Date of Admission•Property Address •Mailing Address –

use Canada Post Conventions

•Previous School * * Required fields but not bolded

BCeSIS

Module13 Registration Management6

PEN Numbers• Personal Education Number (PEN)

– Nine-digit number assigned to each student as they enter the BC education system

• Cannot be entered in BCeSIS• Is created after a new student is

admitted into BCeSIS – Automatic extract sent to the ministry

• Shows as State/Ministry # on Basic Student Demographics Screen

BCeSIS

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Registration

• Registration required prior to taking attendance

• Registration is vital for:– Funding Eligibility– Enrolment Counts– Library and other internal system transfers– Transcripts– Permanent Record Information

• Registration date = first date of attendance

BCeSIS

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Registration Options

BCeSIS

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Mass Registration Process

• Student must first be verified as participating in learning program

• Register students by:– Homeroom– Class– Entire school population (performed centrally)

BCeSIS

Module17 Registration Management6

Reverse Registration

• Reverse register a registered “No Show” student

• Can reverse register 1 student or multiple students

BCeSIS

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Cross-Enrolments

BCeSIS

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Cross-Enrolled Schools

• The home school:– Generates report card

• The cross-enrolled school can:– View student demographic info– Schedule courses for student – Enter marks/attendance/discipline items– Accept transfer request to change home

school

BCeSIS

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No Show/Withdraw/Transfer

• No Show = never attended your school• Withdraw = attended but withdrew• Transfer = attended but transferred

BCeSIS

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Withdrawal Process

• Must complete withdrawal in old school before being admitted in a new school

• Withdrawal must be on or after registration date

• Withdrawal date must be a school day• New school takes “ownership” of

student record

BCeSIS

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Transfer Process

• Transfer process is a documentation tool

• Transfers are approved or denied – not automatic

• Use Transfer option to request approval before a student withdraws from your school

BCeSIS

Module23 Registration Management6

Key Module Messages• Admission vs. Registration• Electronic record follows student• Perform restrictive query to avoid duplicate

student records• Three ways to register students• Cross-Enrolments

– Access to programs/courses at other district schools

• No show/withdrawal/transfer differences• Transfer Process

– Documentation tool– Approved or denied

• Teams & Groups– Can be set at district and/or school level

Subtitle Version or Date

Presentation TitleEnd of Module 6