txeis registration - register students from online …...3 txeis registration - register students...

The TxEIS “How To” Guide Series

T E X A S C O M P U T E R C O O P E R A T I V E

D e v e l o p e d b y t h e

How to: REGISTER STUDENTS FROM

ONLINE ENROLLMENT

TxEIS Registration

Copyright © 2016 by Texas Computer Cooperative All rights reserved

1314 Hines AvenueSan Antonio, TX 78208-1899

1

TxEIS Registration - Register Students From Online Enrollment

Contents7BOverview .................................................................................................................................. 3

Prerequisites ....................................................................................................................................................... 3Checklist Overview ........................................................................................................................................... 3

Review Enrollment Request and Assign ID ............................................................................ 5

Assign Student Portal IDs ....................................................................................................... 9

Create and Print Student Portal ID Letters .......................................................................... 13

Create a Form Letter .......................................................................................................................................13Print Letters and Distribute Letters to Parents .....................................................................................21

Conclusion .............................................................................................................................. 25

2


3


7BoverviewThis TxEIS “How To” guide relates to the New Student Enrollment process, which is set up and accessed via the parent portal, txConnect.

As students are registered in the district via the New Student Enrollment pages in txConnect, administrators must review each enrollment request, complete the student’s registration, and assign each student a Student Portal ID. These steps must be completed in TxEIS Registration.

Prerequisites

� The steps in this guide must be completed in TxEIS Registration by a user who has access to those pages. Basic knowledge of the TxEIS Registration application is assumed.

� All txConnect student enrollment forms must be set up, and new student enrollment must be enabled district wide (i.e., the Allow parent access to new student enrollment field is set to Yes on the txConnect Administrator Options > Settings page). See the “How To” guide txConnect Administrator - Manage Forms for New Student Enrollment.

� This guide is based on txConnect 2.10.3 and TxEIS 2.0.0005.xxxx.

Checklist Overview

The following administrator steps are covered in this guide:

� As students are enrolled online, review and save the enrollment data.

� Assign Student Portal IDs and print letters for parents.

4


5


review enrollment request and assign idAs students are enrolled online in txConnect, an administrator must review each enrollment request and create a record for each registered student. As each record is saved, the student is assigned a student ID. This initial data serves as the basis for a complete student record.

TxEIS Registration > Maintenance > Online Registration > New Student Enrollment

Any new student enrollment requests received from txConnect are listed.

1. Click to view the details of a pending enrollment request.

The student’s enrollment request is displayed on the Register Student page, allowing you to enroll the student using the information that was entered in txConnect.

6


z For the Student ID field, verify whether student IDs are automatically or manually assigned, as indicated in the Auto Assign Student ID field on the Maintenance > District Profile > District Information > Control Info tab.

ß If student IDs are manually assigned, type a student ID. Leading zeros are not required.

ß If student IDs are automatically assigned, leave the field blank, and the system will assign the next available student ID when the record is saved.

z The Student Key field displays the registration key assigned to the record in txConnect.

z The fields under Demographic Information, Phone/Address, and Primary Contact Info are populated using the information entered by the parent in txConnect. Add any additional data as needed. View the TxEIS online Help for assistance with these fields.

2. Click Save to save the changes and assign the new student ID number.

7


The student is now enrolled and can be retrieved from the TxEIS Registration > Maintenance > Student Enrollment page. You can add additional registration informaton for the student on these tabs.

3. Click Return to return to the New Student Enrollment page to process another student.

8


9


assign student Portal idsThe Set Parent Portal IDs utility sets Student Portal IDs for txConnect. You can assign portal IDs to one student, all students, or only students who do not have a portal ID, and you can view previously assigned portal IDs.

TxEIS Registration > Utilities > Set Parent Portal IDs

1. Under Select, make the following selections:

z The Campus field displays the campus to which you logged on. You can select another campus.

z Select Grade Level if you want to run the utility for one grade level, or leave blank to run the utility for all grade levels.

If you select Grade Level, another Grade Level field is displayed allowing you to select the grade level.

10


2. Under Set Portal IDs for, select one of the following options:

z Select All Students to create portal IDs for students who have not been assigned a portal ID and replace IDs for students who already have an assigned portal ID. If you specified a grade level, this applies only to students in the grade level.

z Select Unassigned Students (default) to create portal IDs for students who have not been assigned a portal ID. If you specified a grade level, this applies only to students in the grade level.

z Select Single Student to create a portal ID for a specified student.

If you select Single Student, a student selection field is displayed. Type the student ID, or click elipsis button to select the student using the directory.

3. If you selected All Students or Single Student, do the following:

z The View IDs button is enabled. You can click View IDs to view any previously assigned portal IDs.

A dialog box opens allowing you to view students and their currently assigned IDs. If you selected a single student, only that student is displayed.

11


Click Return to close the dialog box.

z Click Set IDs.

A dialog box opens allowing you select the students for whom you want to set the portal ID. You can select all students, or specific students. If you selected a single student, only that student is displayed.

z Click Set. The selected students are assigned portal IDs, and the Set button is disabled.


4. If you selected Unassigned Students, do the following:

12


z The View IDs button is disabled, as there is no data to view for these students.

z Click Set IDs. A dialog box opens allowing you select the students for whom you want to set the portal ID. You can select all students, or specific students.

If all students have been assigned IDs, the message “No Rows” is displayed. Otherwise, select one or more students.

z Click Set. The selected students are assigned portal IDs, and the Set button is disabled.


13


Create and Print student Portal id lettersThe Letters tabs allow you to create a letter containing each Student Portal ID that can be distributed to the parent.

TxEIS Registration > Maintenance > Parent Portal > Letters > Update

The Directory tab is displayed by default. Existing letters are displayed in order by type.

14


Create a Form Letter

A Sample Portal Letter template is provided by default. You can edit the sample letter, or you can create a new letter.

Option 1: Use the sample letter to create a new form letter:

1. Click Retrieve for the Sample Portal Letter.

The letter template opens in the Directory tab allowing you to make changes.

2. Edit the letter as needed in the letter editor.

The buttons on the letter editor toolbar allow you to change the font, size of font, attributes (e.g., bold, italic, and underline), alignment, spacing, etc. of the text you type.

15


Nine portal ID variables are included by default. You must include the nine portal ID variables, so the maximum number of students per family are printed on one letter. The printed letter will only contain portal IDs for students in the family, up to nine students.

3. Click Save to save your changes.

Option 2: Create a letter from scratch:

1. From the Directory tab, click Add.

A blank row is displayed in the grid.

16


2. In the Ltr ID field, type a two-character code for the letter type.

3. In the Description field, type a description of the letter type. The field can be up to 50 characters.

4. Ltr Bdy (letter body) is selected once the letter body has been created.

5. Click Save to save the new letter type.

17


6. Click Retrieve for the new letter type.

The letter opens in the Letter tab. The letter editor is blank.

7. In the letter editor, type the letter using as many variables as necessary.

18


The buttons on the letter editor toolbar allow you to change the font, size of font, attributes (e.g., bold, italic, and underline), alignment, spacing, etc. of the text you type.

You must include the nine portal ID variables, so the maximum number of students per family are printed on one letter. The printed letter will only contain portal IDs for students in the family, up to nine students.

8. To add a variable to the letter:

z Position the cursor in the letter body where you want to insert a variable.

z Click Variables.

The variable selection dialog box is displayed.

19


z Click the link for the variable you want to add.

The variable is inserted into the letter.

z Repeat for the remaining variables.

9. Click Save to save the letter.

20


10. Click Preview to view the letter.

The letter opens in PDF format in an embedded Adobe Reader window.

11. Under Margins, adjust the left, right, top, and bottom margins as needed.

z Use three digits for the margin with two decimal places (e.g., 1.00). The margins are in inches.

z Click Refresh Margins if you changed the margins. The letter is redisplayed with the new margins.

21


12. From the Adobe Reader toolbar, you can print, save, and perform other functions allowed by Adobe Reader as needed.

13. Click Edit to return to the letter editor if you need to make additional changes.

Print Letters and Distribute Letters to Parents

TxEIS Registration > Maintenance > Parent Portal > Letters > Print

22


The Letter Criteria tab is displayed by default. The page allows you to set criteria for printing the parent letters for distributing Student Portal IDs. Each letter provides the Student Portal IDs for all students at the campus in the family.

NOTE: » Letters are printed for active students who have an assigned txConnect Student Portal ID.

» A single letter is printed for multiple guardians with the same last name and same address.

» If the guardian has an invalid address, the student’s address is used.

1. Under Recipient Selection, select the students for whom you want to send letters.

z Select List of Students to print letters for one or more students, and then click Directory to select the student(s).

The Number of Students Selected field displays the number of recipients according to your selection. This is only displayed if you are selecting specific students.

z Select No Letter Sent to print letters for all students for whom letters have not been sent.

23


z Select Entire Campus to print letters for all students at the campus, even if letters were sent previously.

2. Under Letter Sort Order, select the order in which you want the letters sorted when printed.

z Select Sort by Parent Zip Code to sort letters by parent zip code.

z Select Sort by Student Name to sort letters by student name.

3. Under Run Criteria, make the following selections:

z In the Letter Template field, select the letter type you created in the previous step.

z In the Campus field, select the campus.

4. Click Run to generate the letters.

A message displays your selection criteria. Click Yes.

The Print Letters tab is displayed. The letters open in PDF format in an embedded Adobe Reader window.

24


If more than one student was selected, only the first student’s letter is visible, but the remainder of the letters follow. You can use the scroll bar to view all letters.

5. From the Adobe Reader toolbar, you can print the letters, or save them to your PC.

6. After you have printed the letters, click Mark as Printed.

7. Click Return to return to the Letter Criteria tab.

A message is displayed notifying you that the letters will be cleared when you return to the Letter Criteria tab.

Click Yes to continue.

The system date (i.e., current date) will be recorded and displayed in the Prt Date field on the Letter Criteria tab Directory for each student for whom the letter was printed.

25


ConClusionWith a valid Student Portal ID, a parent can add a student to his txConnect account and access the student’s attendance, grades, and more. If the district has enabled parents to update a student’s registration data, a parent can make changes to his student’s data using forms available via txConnect. As parents update data for their students, campus staff must review and approve each change. For more information, see the TxEIS Registration - Approve Requests to Update Student Data “How To” guide.

26


txeis registration - register students from online …...3 txeis registration - register students...

Documents