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B.I.A. Enrollment Procedures in SIS 2000+

The following is an outline of the essential steps for enrolling a new B.I.A. student using the SIS 2000+ system. In the context of this procedure a "new" student will mean a student that is new to the district (incoming) and the terms "registering", "enrolling" and "entering" will be synonymous. 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 or transferring an existing student are both called "enrolling" but require slightly different procedures.

Note on Hyperlinks: Included in this document are links to related sections in the standard SIS 2000+ Applications Documentation. However, when linking to SIS 2000+ Applications Documentation there will be no hyperlinks returning to this B.I.A. documentation. You must use the Back button on your browser to return to this document.

Summary of Steps:

1. Logon to the destination school site.
2. Open the Student Editor program
3. Search the district database for a duplicate record. 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 with the minimum required data fields, including enrollment in their primary B.I.A. Special Programs.
5. Go back to the new student's record at any time and fill in the remainder of the student demographic data, as required.
6. Go to Special Program History application to enroll students in additional Special Programs, if required.
7. Maintain Special Education history, if required.

1. Log on to the destination school site
A new student is enrolled by opening SIS 2000+ to the school site that is to receive the student. This may necessitate closing the current SIS 2000+ session and logging on again if the target site is not currently open.

See Login for more details on the logging in procedure.

2. Open Student Editor program
A new student can only be entered into the SIS 2000+ database via the Student Editor program.

2.1 To open this program click on the Enrollment icon button (or ALT+E on the keyboard) from the SIS 2000+ Main Menu.


Fig. 1

2.2 From the Enrollment Menu (Fig. 2), click on the Student Editor icon button (or ALT+S on the keyboard).


Fig. 2


Fig. 3

Student Editor screen layout.
The opening screen (Fig. 3) of the Student Editor defaults to the first student in the database, alphabetically by last name, of the school site that is logged on.

For more information on basic functions of the Student Editor application see Student Editor, Sec. 1 - Introduction/Find a Student.

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

3.1 Activate Student Enrollment screen



Click on the Enter command button to open the 'Student Enrollment' screen (Fig. 4). 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. 4

3.2 Initiate a search
Enter the Last Name of the new (incoming) student in the upper portion of the search screen (Fig. 4). Click on the Find command button to launch a search.

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

• If the "No Match" message appears (Fig. 5), 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 4 and continue by creating a new record for the incoming student.


Fig. 5


• If a list of students with the same last name appears (Fig. 6), 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 4 and create a new record for the incoming student.


Fig. 6 - No matching records found for "Karen Lightfoot"


• If a matching first and last name is found in the list retrieved, go to Step 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, transfer the existing student to the destination school site. The spelling can be reconciled later in the edit mode of the Student Editor's 'General' screen.

See Student Editor, Sec. 3, 'Transfer A Student' for details on the transfer process.


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 retrieved and click on the Select command button. Essential demographic data for the matching name will be retrieved 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. The proceed with option a) or b) below:

a) If the retrieved name is not the same student as the new student, go to Step 4 and proceed to 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, initiate 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. 7). In this case, there is no need to continue with this Enter A Student process because the student is already enrolled in the target site. Click on "OK" to revert to the 'Student Enrollment' screen (Fig. 4). Then click on Cancel to go back to the Student Editor main screen.


Fig. 7


• 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. 8). The transfer process is similar to enrolling a new student but different in that most of the demographic data for the student has already been recorded in the system and does not have to be entered again. See Student Editor, Sec. 3, 'Transfer A Student' for details on the transfer process.

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. 8).


Fig. 8

4.2 Enter first set of Minimum Required Student Data
Use the TAB or ENTER key to move from field to field. (See Fig. 11 for a sample of a completed 'Student Entry Data' form.)

• 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.
• Last Name -

New student's last name.
• First -

New student's first name.
• Middle -

New student's middle name, if available.
• Suffix -

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

Select Male or Female.
• Birthdate -

MM/DD/YYYY
• Ethnicity -

Select ethnicity from drop-down list.
• Address -

Enter the residence address of the new student in Line 1, Line 2, City, State, and Zip.
• 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.
• 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 (optional).
• Teacher/Advisor -

If the information is available it is recommended to enter the Teacher/Advisor at this time, though it is not absolutely required in order to enroll a new student. Elementary students are assigned a teacher in this field. Secondary students are assigned an advisor (also called counselor). The teacher or advisor is selected by initiating a search of the Faculty database. Click the Teacher/Advisor command button to open the 'Faculty Find' screen (Fig.9). 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. 9

If a match is found, the view will revert to the 'Student Entry Data' form with the retrieved Teacher/Advisor name displayed in the fields provided (Fig. 10).


Fig. 10

Sample of completed new student data

Fig. 11


4.3 Continue / Enter second set of required data
Check all new student entry data for accuracy (Fig. 11). Make sure all 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. 12).

In the following steps more required data fields for B.I.A must filled out in the various tabs (information screens) of the Student Editor before the record can be saved as permanent.


Fig. 12 - New record (temporary) in edit mode


4.3.1 Enter Social Security Number
In the 'General' screen, use the TAB key to move the focus to the SSN field (Fig. 13). Enter the number. If the student's SSN number is unknown, leave this field blank. When this enrollment is saved in later steps, a placeholder number will be suggested by the system based on the parameters defined in the Preference Editor.


Fig. 13


4.3.2 Enter Home Language and Primary Language
Click on the 'Misc' tab to bring the Miscellaneous information screen to the front.

Use the TAB key to move to the Home Language field (Fig. 14). Click on the field button to activate a drop-down list of languages. Select a language. The Home Language is the language spoken by the primary care giver of this student. School mailings and announcements are mailed to the home in this language.


Fig. 14

Continue to the Primary Language field and enter a language in the same manner as above. The Primary Language is the language the student speaks most of the time.


4.3.4 Enter Verification Basis and Member Code information
Click on the 'Other' tab to bring that information screen to the front.

Use the TAB key to move to the Verification Basis field (Fig. 15). Click on the field button to activate a drop-down list. Make a selection to designate the type of document used to verify the student's identity and birth date.


Fig. 15

Use the TAB key to advance the focus to the Member field (Fig. 16). Click on the field button to activate a drop-down list. Make a selection to designate the tribal membership (Member Code) of the student.


Fig. 16


4.4 Designate Special Program enrollment as record is saved
This final step in enrollment will assign the student to the appropriate Special Programs (or Special Education Programs) that have been pre-defined in the SIS 2000+ system by the B.I.A. (Special Programs, including Special Education programs, are pre-defined in the Special Programs Editor.) The assignment is made using a quick entry form that is activated as the new student record is saved.

4.4.1 Click on the Save command button to initiate Special Program enrollment procedure.

4.4.2 In the first dialog box, 'Special Program List' (Fig.17), chose ISEP or Non-ISEP. Click the Continue command button to proceed.


Fig. 17

4.4.3 In the 'Student Special Program Entry' form that appears (Fig. 18) put a check mark in the Enroll field for each program required for the new student. Then select and Entry Code (reason for enrollment) from the pre-defined choices in the drop-down lists.


Fig. 18

After the final save in the next step, these assignments will appear as enrollment entries in the Student Program History application, or the Special Education History application, or both, depending on the type of programs selected. The date of enrollment in the Special Programs will default to the Entry Date defined in Step 4.2, Fig. 11. After this initial enrollment is completed using the Student Editor, the student's Special Program enrollment history must be maintained in the appropriate SIS 2000+ applications mentioned above. See Steps 6 & 7 below.


4.5 Final Save
Click on the Save command button again to post the newly created record permanently to the database (or Undo to cancel). The view will revert to the read-only mode (signified when the Last Name and First Name fields turn from white to gray) the student will be officially enrolled in the SIS 2000+ system

Fig. 19

This data can be entered as needed by returning to this record at any time using the Find or List commands and then activating the edit mode.

See Student Editor, Sec. 1, 'Introduction / Find a Student' for procedures on finding student records in the database.

See Student Editor, Sec. 5, 'Editing Student Data' for general techniques on entering data in the Student Editor.

See Student Editor, Sections 6 through 14 for specific instructions on entering data in the various information screens.

6.1 Open the Special Program History application
From the SIS 2000+ Main Menu click on the Services & Programs icon button (Fig. 20).


Fig. 20

From the Services & Programs menu (Fig. 21) click on the Program History button.


Fig. 21

6.2 Find target Student Record
The opening screen of the Special Program History application will display the first student in the database, alphabetically by last name, for the school site currently logged on. Locate the target student record (Fig. 22) using the Find command button or the List command button.


Fig. 22 - target student record, read-only mode

6.3 Initiate and Select
Click on the Add command button. In the Select Program list that appears (Fig. 23) make a selection from the B.I.A. pre-defined choices and the click "OK" to confirm.


Fig. 23

6.4 Enter 'General' Data
After initiating the new Special Program the 'General' information screen will appear in the edit/entry mode (Fig. 24). Initially all fields will be blank. Use the TAB key to move from field to field and enter data. At minimum, the Entry Date and Entry Code fields must be filled in. For information on each 'General' data field see Student Program History, Sec. 3., "Enter A Student in a Special Program", Step 3.4


Fig. 24 -sample data, entry mode

6.5 Enter 'Custom' data
Enter data in the 'Custom' tab if applicable.


Fig. 25 - sample 'Custom' data

For more information on 'Custom' data see Student Program History, Sec. 3., "Enter A Student in a Special Program", Step 3.4

6.6 Other data
The 'Recommendations' tab is read-only. In this information screen are entries from the Special Programs Recommendations application that may be used as a reference. (The 'Tests' tab is not activated at this time.)

6.7 Save record
Click on the Save command button to post the Special Program enrollment to the database, or Undo to cancel. The view will revert to the main screen and the saved enrollment will appear as an entry in the summary list (Fig. 26).


Fig. 26

6.8 Edit data
From time to time a student's Special Program history must be maintained or edited in the Student Program History database. For instance, if a student should exit a program, an Exit Date and Exit Code should be entered for that record.

• Use the Find or List command to locate the target student.
• Click on the target Special Program in the summary list on the main screen until it is selected with a small black arrow on the far left column (Fig. 25).
• Click on the Edit command button to activate the edit mode. The view will advance to the 'General' information screen of the selected record.
• Use the TAB key to move from field to field of the target information screen. Make necessary modifications.
• Click on the Save command button to save the changes, or Undo to cancel all changes since the last save.
• After a save, the view will revert to the main screen in the read-only mode. Use the Quit command button to exit the application or repeat the above steps to edit another student's records.

If a student has been enrolled in a Special Education program during the initial SIS 2000+ enrollment process (Steps 1 -5 above) the user must go into the Special Education History application and define the Primary Designation (primary handicapping condition) and Secondary Designation (secondary handicapping condition(s)) when/if that student has been deemed eligible for Special Education. Furthermore, a timeline must be maintained in the database as the student progresses in the Special Education process.

To open the Special Education History application go to the Services & Programs menu and click on the Special Education icon button. The opening screen will default to the first student in the database, listed alphabetically by last name, for the school site that is logged on. Then find the target student using the Find or List command buttons.

7.1 Enroll a student in a Special Education program
This step applies only to Special Education enrollments that are additional to any Special Education programs already assigned during the enrolling a new student process in the Student Editor. If the target student has already received a Special Education assignment, go to Step 7.2 and define his/her Primary Designation.

The first steps for enrolling a student in a Special Education program are almost identical in look and feel to enrolling a student in a Special Program using the Student Program History application. Start out by using the Add command button to initiate the process. Follow Steps 6.3 - 6.8 above, but apply them to the Special Education History application instead of the Student Program History application. Then continue to the 'Custom' tab, the 'Prescribed Services' tab, 'Test History' tab, and the 'Compliance Timeline' tab.

See Special Education History for more details on enrolling a student in a Special Education program.

7.2 Define Primary Designation
After a student has been enrolled in their first Special Education program they go through an evaluation process (tracked in the 'Compliance Timeline') to verify their eligibility. Once they are deemed eligible they must be assigned a Primary Designation (primary handicapping condition) via the Special Education History application (and Secondary Designations, if applicable.)

See Special Education History, Sec. 4, "Assign Designations" for further instructions.