Main Menu

SIS 2000+ Student Editor

Sec. 2, Enter A New Student or a Former Student

In the context of the Student Editor a "new" student will mean a student that is new to the district (incoming). Students that are being transferred between schools within the district are called "existing" students because they already have records in the SIS 2000+ district database. Entering a new student and transferring an existing student are also called "enrolling."

Summary of Steps:

1. Logon to the destination school site.
2. Open the Student Editor and search the district database for a duplicate record.
3. If no match is found, initiate the creation of a new student record. (If a match is found, go to the Transfer procedure.)
4. Enroll the new student in the target school site.
5. Save the student's record as permanent.
6. Go back to the record and enter the remainder of the data, as required.

2.1 Logon to the destination school site

2.2 Open Student Editor program (see Sec. 1)

2.3 Search the district database for duplicate names

Duplicate student records can cause problems in a database. As a safety precaution, make absolutely sure that the incoming student is not already in the SIS 2000+ database by performing a district-wide search.

In the examples that follow, we will be searching for a pre-existing record for "Kathy Alton" before entering her as a new student.

2.3.1 Activate Student Enrollment screen



Click on the Enter command button to open the 'Student Enrollment' screen (Fig. 6). The upper portion of the screen will display blank search criteria fields in the entry mode. The lower portion of the screen will default to the currently selected student, in the read-only mode.


Fig. 6

2.3.2 Initiate a search
Enter the Last Name of the new (incoming) student in the upper portion of the search screen (Fig. 6). Click on the Find command button to launch a search, or Clear to clear all data and start over.

2.3.3 Check for a match
Compare the new student's first and last name with existing records in the district.

• If the "No Match" message appears (Fig. 7), it indicates that there is no other student by that last name in the district database. Click on "OK" to go back to the 'Student Enrollment' screen. Go to Step 2.4. and continue by creating a new record for the incoming student.


Fig. 7


• If a list of students with the same last name appears (Fig. 8), but there is no matching first name, click on Cancel to exit the selection list and revert to the Student Enrollment screen. Then go to Step 2.4 and create a new record for the incoming student.


Fig. 8 - No matching records found for "Kathy Alton"


• If a matching first and last name is found in the selection list retrieved, go to Step 2.3.4 for verification of identity.

Note on suspected spelling errors: In some cases a student may already exist in the database, but with a slightly different spelling of their first name. This can be determined by examining the retrieved search list carefully. If this is the case, it is not necessary to create a new record. Instead, enroll (transfer) the existing student to the destination school site (see Sec. 3, Step 3.2.4). The spelling can be reconciled later in the edit mode of the Student Editor's 'General' screen (see Sec. 6)


2.3.4 Verify identity of a retrieved duplicate name
Sometimes there may be two or more students with the same first and last names. If a duplicate match is found, highlight the name in the list and click on the Select command button. Essential demographic data for the matching name will be retrieved and displayed in the lower portion of the 'Student Enrollment' screen. To verify the identity of the matching name that was retrieved, compare the Birth Date, Ethnicity, Gender, and SSN fields with the new (incoming) student's personal information.

a) If the retrieved name is not the same student as the new student, go to Step 2.4 and create a new student record.
b) If the retrieved name is the same student as the new student, then a record for that student already exists somewhere in the district database. Do not create a new record. Instead, continue with a transfer process by clicking on the Enroll command button.
• If the student is already enrolled in the destination school a Transfer Error message will appear: "This Student is already enrolled in your school" (Fig. 9). In this case, there is no need to continue with this Enter A Student process. Click on "OK" to revert to the 'Student Enrollment' screen (Fig. 6). Then click on Cancel to go back to the Student Editor main screen.


Fig. 9


• If the student is in another school site within the district, the Enroll command will initiate the transfer process to the destination school (school that is currently logged on) by opening the new student entry form (Fig. 10). Go to Sec. 3, Step 3.2.7 for executing the transfer. Remember that, from the perspective of the destination school site, a transfer is treated in a same manner as a new student.

2.4.1 Activate 'Student Entry Data' form



Click on the New command button at the bottom of the 'Student Enrollment' screen (Fig. 6). This action opens a blank 'Student Entry Data' form (Fig. 10).


Fig. 10 - Use Households preference set to "On"

2.4.2 Enter Minimum Required Student Data
Use the Tab or Enter key to move from field to field. (See Fig. 40 for a sample of a completed 'Student Entry Data' form.). Bolded fields are required data. Unbolded fields are optional. The data for the optional fields may be entered for this student at a later time, though it is recommended to complete the information as much as possible during this step.


• Student ID -

The SIS 2000+ program has automatically generated a Student Identification number. The number can be changed during this step only, although it is highly recommended to retain this number. Once the ID number has been saved in subsequent steps, it cannot be changed. Duplicate Student ID numbers are not allowed.
• Last Name -

New student's last name.
• First -

New student's first name.
• Middle -

New student's middle name.
• Suffix -

Name ending, such as "Jr." or "III", etc., if applicable.
• Gender -

Select Male, Female, or Unknown.
• Birthdate -

Date of birth.
• Ethnicity -

Select ethnicity from drop-down list.
• Home Language -

The language spoken by the primary care giver of this student. School mailings, announcements, and report card comments are mailed to the home in this language.
• Primary Language -

The language the student speaks most of the time.
• Address -

There are two possible methods for entering the student address: manual or parsed. The method available is determined by the preferences set in either the Address Validation Table Editor program or in the Preference Editor (System Menu). These preferences are set according to district policy and should not be changed once initial enrollment has begun. A manual address combines several address attributes, such as House #, Street Prefix, Street Name, Street Type into one field, such as "Line 1". A parsed address stores the component parts of an address in separate fields even though those fields may be combined into one field for display or printing purposes in various applications. Parsed addresses must be used if the district chooses to use the Household addresses (Family addresses) feature in SIS 2000+. This feature will allow a single address entry to be assigned to more than one student (or student contact), such as to all students and their parents who share the same house, thus saving time and data storage space. The parsed address feature also allows the use of Geo Codes, whereas manually generated addresses do not use Geo Codes.
• Manual address entry -

If the Use Households preference is set to "Off" the address fields in the 'Student Entry Data Form' will be enabled (in the edit mode, signified by white) and the Choose Household command button will be disabled (Fig. 11). Manually enter the address of the new student in Line 1 and Line 2 (there is no particular address format required in these two fields), City, State, and Zip fields. Enter a Geo Code, if applicable.


Fig. 11 - Use Households preference set to "Off"

Address entry is complete. Skip the "Parsed address entry" procedures outlined below. Continue to the Track field.

• Parsed address entry -

If the Use households preference is set to "On" the Choose Household command button will be enabled and the address fields will be disabled (in the read-only mode, signified by gray, as in Fig. 10). Using this procedure, a Household address that already exists in the database can be located and assigned to the new student or, if the new student's address does not exist in the database, that address must entered as a new Household address.

Click on the Choose Household command button to open the 'Address Entry' screen (Fig. 12). The next steps from here will depend on whether the new student's address is new to the database or whether an existing Household address will be used for the new student.


Fig. 12


• Entering a new Household address

Even though you may be sure that a new student's address has never been entered in the SIS 2000+ database, it is a good idea to perform a search to verify this fact in order to avoid entering duplicate address records.
a) Search for a duplicate address -



Click on the Find Household command button to activate the 'Household Search' dialog (Fig. 13). Make sure the new student's address does not already exist in the SIS 2000+ database by entering the target address in the search fields provided. Be sure to enter data in all four fields. Do not use street prefixes or suffixes (such as N, S, SW) or street type (such as St., Blvd., Ave., etc.) in the Street Name field. Click on the Find command button to begin a search. If there is no match for the address, a 'No Match' error message will appear (Fig. 14). Click on "OK" to close the 'No Match' message and then click on Cancel to exit the 'House Search' dialog and switch back to the 'Address Entry' screen (Fig. 15). Proceed to paragraph 'b'.


Fig. 13


Fig. 14


If there is a partial match for the address, the 'Household List' screen will open, displaying a list of candidate addresses (Fig. 36). If you want to use one of the candidate addresses for the new student go to paragraph f) "Select target address from candidate list'. Otherwise, use the Cancel button to exit out of the 'Household List' and then Cancel again to exit the 'Household Search' dialog and switch to the 'Address Entry' screen. Continue to paragraph 'b' below. If there is an exact match, the existing address will be retrieved from the system and displayed in the 'Address Entry' screen as in Fig. 37. Go to paragraph g) "Assign retrieved address".

b) Enter a New Household address



If an address search has turned up no matches, the 'Address Entry' screen that appears after exiting the 'Household Search' dialog will display blank, read-only fields in the Current Household Address section at the top (Fig. 15). The new student's address must now be entered into the SIS 2000+ system as a new Household address. After this process is completed, the new Household address may be assigned to other students who share that same household.


Fig. 15 - read-only mode

Click on the New Household command button to activate the entry mode, signified when the Current Household Address fields turn from gray to white (Fig. 16).


Fig. 16 - entry mode

Use the Tab key to move from field to field. Enter address data as follows:


Entering Address data - Data for Street Prefix, Street Name, Street Type, Street Suffix, Suite, and Zip Code are selected from pre-defined choices in the drop-down lists (Fig. 18). The choices available will have been set up by the system administrator via the Table Editor program, according to bona fide streets in the school district. However, if the desired value is not among the choices, a new value may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" (Fig. 17) in either the Address Validation Table Editor program (see Address Validation Table Editor, Step 2) or the Preference Editor. Fig. 17 After entering a new value in a field be sure to press the Tab key immediately afterwards to save the entry (pressing the Enter key will cancel the new entry). After tabbing away from a new value a message box will appear that reads, "This value is not on file. Do you want to add it?" (Fig. 19). Answer "Yes" to confirm the addition of the new value or "No" to cancel the addition. If "Yes", the new value will be available in the selection list for subsequent new addresses. You must answer "Yes" to use any new value. If "No" the new value will be deleted from the field and the next closest alphabetical entry will appear. Fig. 18 Fig. 19

• House # -
• Number -

House number
• Sfx -

House suffix, such as "1/2", or "Rear", etc.
• Street -
• Prfx -

Street prefix, such as "N" (North), "S" (South), etc. If applicable, select a prefix from the drop-down list of available choices. If the desired prefix is not among the choices, a new prefix may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" in the Address Validation Table Editor program.
• Name -

Select a street name from the drop-down list of available choices. If the desired street name is not among the choices, a new name may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" in the Address Validation Table Editor program.
• Type -

Such as Blvd., St., Ave., etc. Select a street type from the drop-down list of available choices, if applicable. If the desired street type is not among the choices, a new type may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" in the Address Validation Table Editor program.
• Sfx -

Such as SW, NW, NE, etc. Select a street suffix from the drop-down list of available choices, if applicable. If the desired suffix is not among the choices, a new suffix may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" in the Address Validation Table Editor program.
• Suite -
• Type -

Such as Apt., Ste, Room, etc. Select a suite type from the drop-down list of available choices, if applicable. If the desired suite type is not among the choices, a new type may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" in the Address Validation Table Editor program.
• Number -

Enter the suite number.
• Complex -
• Name -

Enter the name of the apartment complex, if applicable.
• City -

This is a read-only field. The city of residence will be automatically displayed when the correct Zip Code is entered (next field).
• State -

This is a read-only field. The state of residence will be automatically displayed when the correct Zip Code is entered (next field).
• Zip Code -

Select a Zip Code from the drop-down list of available choices.


Fig. 19a

A list of Zip Codes and their associated cities will available for selection. Verify the accuracy of the Zip Code being entered by comparing it with the city listed. When the Zip Code is entered the City field and State field will automatically display the city name and state associated with the Zip Code entered. If the desired Zip Code is not among the choices, a new Zip Code may be entered and saved to the list if the Add to Combo Boxes on the fly preference has been checked "On" in either the Address Validation Table Editor program or the Preference Editor. After typing in the new Zip Code be sure to press the Tab key immediately afterwards to save the entry (pressing the Enter key will cancel the new entry). When the Address Entry procedure detects a new Zip Code a message box will appear that reads: "This value is not on file. Do you want to add it?" (Fig. 20). Answer "Yes" to confirm the addition of the new value or "No" to cancel the addition. If "Yes", a dialog box will open for the purpose of defining the new Zip Code (Fig. 21). Enter the City, State, and County that applies to the Zip Code. Click Done to save the new value or Cancel to abort. Once defined and saved the new Zip Code will be available in the selection list for subsequent new addresses. If "No" is selected the new Zip Code will be deleted from the field and the next closest numerical value will be displayed. You must answer "Yes" in order for a new Zip to be used.


Fig. 20


Fig. 21


• Geo Code -

This is a geographical reference code used by the district to determine valid enrollment, i.e., in which school site a student should be enrolled according to their address and grade level ("School of Residence"). Geo codes are associated with valid address ranges in the Address Validation Table Editor application. If the Validate household addresses preference is set to "On", this will be a read-only field and, if the new Household address falls within a valid address range, the Geo Code assigned, if any, will be displayed in this field after the address is saved successfully. If the Validate household addresses preference is set to "Off" this will be an editable field. Select the appropriate Geo Code from the available choices in the drop-down list.



Fig. 22 - completed Address Entry, ready to Save

c) Save new address
When all address data is entered correctly (Fig. 22), click on the Save command button to save the new address, or Undo to cancel. When saved, the view will revert to the 'Student Entry Data' screen, displaying the new address as assigned to the new student (Fig. 23). The parsed fields of House# - Prefix, House# - Number, and House# - Suffix will be combined for display in Line 1. The parsed fields of Suite Type and Suite Number will be combined for display in Line 2.


Fig. 23



Address & Enrollment validation Address validation: The purpose of using address validation is to screen out, at the time of enrollment, addresses that are not valid within the district. (See Address Validation Table Editor for details on how valid addresses are registered in the SIS 2000+ system and how preferences are set.) Address validation is activated by setting two preferences in either the Address Validation Table Editor program or the Preference Editor, according to district policy, before enrollment starts. If the new Household address does not fall within a valid address range in the specified city and the Validate household addresses preference is set to "On" (Fig. 24) a warning message will appear when the Save is executed that reads: "This address could not be validated!" (Fig. 25). Fig. 24 Fig. 25 Click "OK" to exit the message and return to the 'Address Entry' screen. Check the accuracy of the new address and try again. If it fails to validate on subsequent attempts, and you are sure the address is valid, it means that the address (or address range that would include this address) has not yet been registered in the valid address table. Cancel out of the enrollment procedure, quit the Student Editor and go to the Address Validation Table Editor application. Register the new address (or address range that includes the address) as valid and then return to the Student Editor to restart the enrollment procedure. If the student does not submit a valid address they cannot be enrolled in the system except when the Allow invalid household addresses preference is also set to "On" (Fig. 26) in conjunction with the Validate household addresses preference. With this preference "On" the invalid address can be accepted, but only by answering "Yes" to a warning message that reads: "This address could not be validated, Do you wish to save it anyway?" (Fig. 27). This override ability is useful in cases where it is more expedient to finish the enrollment procedure and correct the student's address later. Fig. 26 Fig. 27 By answering "Yes" the enrollment procedure can continue but the new address is still not registered as valid. To make the address valid for future use, go to the Address Validation Table Editor application. Household Alerts: Fig. 28 A Household alert will be posted to the Alerts field in 'General' tab (Fig. 28) of this student's record in the Student Editor whenever an invalid Household address is saved. Alerts of this type act as reminders to administrators that there are still address issues to be resolved in the student's records. Double click on the Household alert entry in the edit mode to open the 'Address Entry' screen and view or edit the relevant data. Enrollment validation: There are several purposes for enrollment validation: 1) To manage the geographical proximity between students' residences and the school site they will be attending, 2) to manage the enrollment load across school sites within the district, and 3) various other apportionment functions. A "valid" enrollment requires that a student be enrolled at their predetermined "School of Residence". This predetermination is made by first creating geo codes to represent geographical areas within the district. Then, when new Household addresses are entered into the database during the enrollment of students via the Student Editor, the geo codes are assigned to those addresses in the 'Address Entry' dialog or, if address validation is used, the geo codes are pre-assigned to valid address ranges in the Address Validation Table Editor and thus automatically linked to valid addresses as they are entered. The next step takes place in the Address/School Mapping application. In this mapping procedure, school sites are linked to geo codes and grade levels so that the School of Residence is defined for a student of a specific grade level living in a specific geo code area. Enrollment validation is activated, according to district policy, by setting two preferences in either the Address Validation Table Editor program, or the Preference Editor program before enrollment begins. When the Validate enrollment preference is set to "On" (Fig. 29), enrollment is validated at the moment the address is saved in the enrollment procedure. The geo code of the student's address is compared with the student's grade level. If both values are mapped to the target school site (logged on site) then the enrollment is considered valid. If there is an error, a warning message appears that reads: "Do you wish to add a boundary exception?" (Fig. 30). Fig. 29 Fig. 30 This indicates that, according to their grade level, the student lives outside the predetermined geographical boundary for enrollment in the target school. Answer "No" to abort the address entry or "Yes" to proceed. If "Yes" a boundary exception dialog box appears (Fig. 31). Fig. 31 The invalid enrollment can still proceed as long as boundary exception data is entered in this screen and saved. This data will be displayed in the 'Boundary' tab of the student's demographic record in the Student Editor (Fig. 32). For more information on entering this data, see Sec. 12, Edit 'Boundary' Data. Fig. 32 When the Override Enrollment Errors preference is set to "On" (Fig. 33) in conjunction with the Validate Enrollment preference, an invalid enrollment can be accepted without boundary exception data. In this case the invalid enrollment will activate a message box that reads: "The Enrollment is invalid! Do you wish to override it?" (Fig. 34). Fig. 33 Fig. 34 Answer "Yes" to proceed with the enrollment or "No" to abort. Enrollment Alerts: An Enrollment alert will be posted to the Alerts field in 'General' tab of this student's record in the Student Editor whenever an enrollment error is overridden. Alerts of this type act as reminders to administrators that there are still boundary issues to be resolved in the student's records.

d) Skip the "Assigning an existing Household address to a new student" procedures below, continue to the Track field and complete entry of minimum required student data.


• Assign an existing Household address to a new student

In cases when you are sure that the new student is sharing a household address that already exists in the database, that address is located and assigned to the new student without re-keying the data, as follows:
e) Search for existing Household address



Click on the Find Household command button to activate the 'Household Search' dialog (Fig. 35). Click on the Find command button to open a list of all existing Household addresses or enter the Street Name of the target existing address (or search strings in any of the other fields) and click on the Find command button to initiate a search (or Clear to clear all search strings or Cancel abort).


Fig. 35

f) Select target address from candidate list
A list of candidate addresses will be displayed next (if a "No Match" message occurs, reduce the amount of qualifiers in the search strings and try again). Select (highlight) the target address (Fig. 36). A list of students and contacts who share the address will be listed in the lower section of the window. If the highlighted address is the correct one, click on the Select command button to transfer the address to the 'Address Entry' screen (Fig. 37)


Fig. 36

g) Assign retrieved address
In the 'Address Entry' screen the retrieved address will be displayed in the read-only mode with the current household members listed at the bottom of the screen (Fig. 37). "Household Members" may be siblings also enrolled in the district or student contacts, such as a parent or guardian. (See Sec. 11, Editing 'Contacts' Data)


Fig. 37

To assign this address to the new student, click on the Save command button (or Undo to abort and return to the previous screen, Chg Household to pick another existing address, or Done to exit the address procedure entirely).

When saved, the view will revert to the 'Student Entry Data' screen, displaying the new address as assigned to the new student (Fig. 23). The parsed fields of House# - Prefix, House# - Number, and House# - Suffix will be combined for display in Line 1. The parsed fields of Suite Type and Suite Number will be combined for display in Line 2. The Geo Code will also be displayed, if applicable.

h) Continue to the Track field and complete entry of minimum required student data.

• Track -

Select the target attendance track.
• Status -

Status codes are pre-defined by the district during the configuration of SIS 2000+. The most common status codes will be "Active", "Inactive", and "Future".
• Entry Date -

Enter the date the new student will start school. The date may be entered manually or via the drop-down calendar activated by double clicking on the field. See Sec. 6, Editing Student Data, Step 6.3 for instructions on the use of the calendar.
• Entry Code -

Select an Entry Code from the drop-down list (reason for enrolling in the school).
• Grade -

Select the grade level the new student will be starting at.
• English Proficiency -

Select the level of English spoken by the student.
• Teacher/Advisor -

The advisor is selected by initiating a search of the Faculty database. Click the Teacher/Advisor command button to open the 'Faculty Find' screen (Fig. 38). Enter the Faculty Identifier number, Last Name, or First Name of the teacher or advisor. Then click on Find to initiate a search, or Cancel to abort. Use the Clear command to clear search criteria and start over.


Fig. 38

If a match is found, the view will revert to the 'Student Entry Data' form with the retrieved Teacher/Advisor name displayed in the field provided (Fig. 39).


Fig. 39


Advisors vs. Counselors -
A Teacher/Advisor in this step is a faculty member assigned as an advisor to a student on a per track basis. A "counselor", on the other hand, is a faculty member assigned as an advisor to a student for a longer period, such as for the duration of a student's enrollment at a school site. Counselors are assigned later in the 'Misc.' tab of the Student Editor. See Sec. 9

Fig. 40 - Sample of completed data for a new student

2.4.3 Continue
Check all new student entry data for accuracy (Fig. 40). Make sure all required (bolded) fields are completed. If all is satisfactory, click on the Continue command button. Information from the new student entry form will be copied to a new, but temporary record in the Student Editor main screen, defaulting to the 'General' information screen in the edit mode (Fig. 41).


Fig. 41 - New record (temporary)

2.4.4 Enter Social Security Number
This step only applies if the Social Security number was not entered in the 'Student Entry Data' form (Fig. 40).



This field may or may not be a required field, depending on preferences defined in the Preference Editor program. If the SSN field label is bold, the Social Security number will be required before this record can be saved. Even if it is not required, it is still a good idea to enter the number at this time - if the number is known.

In the 'General' screen, use the TAB key to move the focus to the SSN field. Enter the number. If the student's SSN number is unknown, a place holder number will be suggested by the system, based on the parameters defined in the Preference Editor.

2.4.5 Enter more data, if required
In the 'General' tab, enter data for Home Phone, Type (of phone number), Unlisted (referring to the Phone number), Message Only, Nickname, and Legal Bindings. (See Sec. 6, Edit 'General' Data for more information on these fields.) Go to the 'Misc.' tab and enter the Home Language and Primary Language if they were not entered in the 'Student Entry Data' form (Fig. 40). (See Step 9, Edit 'Misc' Data for more information)

Field names such as these that are displayed in bold in the 'General' tab will require an entry in order to save the new record. Data for unbolded field names can be entered now or later, though this type of data is not required in order to save the new record as permanent. Enrollment data fields such as these are defined as "required" or "optional" by the system administrator during the configuration of SIS 2000+.


Fig. 42



Caution! Last chance to cancel the enrollment Once a new enrollment record is save permanently to the database, that record cannot be deleted from the system via the user interface. This is the last chance to abort the enrollment without creating a new record. Before going to Step 2.4.6, click on the Undo command button if you want to cancel the enrollment, or Quit to cancel and exit the Student Editor completely.

2.4.6 Save the new record to activate the Immunization screen
Click on the Save command button to open the 'Student Immunization Entry' screen (Fig. 43). This is the final step before the new enrollment record is saved as permanent. This screen is a direct link to the Immunization Entry application in the Health module of SIS 2000+. It appears as a convenience for the user during the enrollment process but it is not required to enter immunization data in order to complete the enrollment process.

Enter any available immunization records for the new student by executing the Add command at the bottom of this screen. (See Immunization Entry for further instructions.)


Fig. 43

After all data is entered, click on the Save command button. If no data was entered, click on the Done command button (You can return later to the Immunization Entry application in the Health module to update the student's immunization records). The Immunization screen will close.

This action will finally post the newly created record permanently to the database. A successfully saved record will revert to the read-only mode, signified when the data fields turn from white to gray (Fig. 44)


Fig. 44 - saved record

See Sec. 5 for general procedures on Editing Student Data

See Sections. 6-14 for instructions on editing or entering data in the various information screens.