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SRB SIS Knowledge Base

Student Maintenance - Registration

Registration form in TWebSchlAdmin 5.40.00 and newer

Overview

In TWebSchAdmin, in 5.40.00 and newer, there is a Registration form so you can edit students' Registration information on the web.

Screen Shot: Registration establishing shot

 

From Student Maintenance, Hover over Maintain Student, then Click Registration.

Screen shot: How to locate Registration form

Begin by Searching

When you Click Registration, you arrive at the Student Search Window, the Advanced form of which is shown below.

To perform a simple search. entering even one letter of the Student's Surname and Clicking Search is enough to initiate the Search, but the more info you fill into the Search Window, the more refined your Search will be. The less refined your Search is, the more likely your return will be: Too many rows returned, please narrow your search by defining additional criteria.

To perform an advanced search, you must Click Advanced and then fill in as many filters, shown below, as you care to, in order to refine your search.

Screen Shot: Advanced Search Window

 

Fields You'll Find on the Registration Form 

When the results fill in, Click the name of the student you want. You'll be taken to their Registration Form, as shown in the screen shot atop this page. 

Selecting the Student will bring you to the Register form, which shows you their current information in your database.

Field Details

School Type

The School Type is displayed and cannot be modified. It indicates whether this is a Home School, Shared School or ConEd School for the student.

Held at this school

Select this box to indicate that the student's OSR is held at the current school.

OSR BSID

The BSID of the school holding the OSR is displayed. This is a mandatory field.

OSR School Name

The name of the school for the OSR BSID is displayed.

School Search

When clicked, the show school search rolls open.

Status

Select the status of the OSR to indicate where it is being held.

The selections in the picklist are the values with the Active flag on, from the Student Record Status validation table.

Requested

Select the date the OSR was requested.

Received

Select the date the OSR was received.

Sent

Select the date the OSR was sent to the student’s next school.

OSR Sent To

Displays the BSID of the school the OSR has been sent to.

School Search

When clicked, the show school search rolls open.

OSR Sent To School Name

The name of the OSR Sent to school is displayed

Transcript School

The school name at which the transcript is held displays.  For users with the 'STUMNT - StuPro - Update Transcript School' security task, this picklist is editable.  All schools the student has attended within this board will be displayed in the list.

FT OTHER BOARD  

October 31

Check this box if a student is a full-time student at another board as of Oct. 31.  This information will be used when calculating a student's eligibility for continuing education registers and high credit calculations.

March 31

Check this box if a student is a full-time student at another board as of March 31.  This information will be used when calculating a student's eligibility for continuing education registers and high credit calculations.

PT OTHER BOARD  

October 31

Check this box if a student is a part-time student at another board as of Oct. 31. This information will be used when calculating a student's eligibility for continuing education registers and high credit calculations.

March 31

Check this box if a student is a part-time student at another board as of March 31.  This information will be used when calculating a student's eligibility for continuing education registers and high credit calculations.

HOME SCHOOLS In some cases, a board may choose to track which school would have been the student's home school: a) if she were attending based solely on program, or b) if she were attending a school based on her home address. This information can be stored on the Registrations tab of Student Programs, however it is not used by the Trillium application. These fields are for information only.

For Program BSID

The BSID of the program school displays.

For Program

The name of the program school displays.

School Search

The school search popup displays when the icon is clicked.

For Address BSID

The BSID of the geographic home school displays.

For Address

The name of the geographic home school displays.

School Search

The school search popup displays when the icon is clicked.

Transfer Reason The reason for the student's transfer to this school displays. The selections in the picklist are the active values from the Transfer Reasons validation table.

Transfer End Date

For transfers that are limited, the transfer end date displays.

Habitually Absent

Select this box to indicate this student is habitually absent.

Confidential

Select this box to indicate this student's information is confidential

Lunch Program

Select this box to indicate the student is participating in the lunch program.

Activity Fee

 Enter the fee for any chargeable activity, if applicable.

Mentor/Teacher/Advisor

The name of the staff member who is the student’s mentor/teacher/advisor displays.

Mentor Search

The staff search popup displays when the icon is clicked.

House

Select the house from the picklist. House refers to a grouping of students within a school for the purpose of extra-curricular activities or events.

The selections in the picklist are the active values from the Houses validation table.

Student Success Indicator

Student success indicator displays. The selections in the picklist are the active values from the Student Success Indicators validation table.  This field will be visible only if the board preference Display Student Success Indicator is selected.

Student Taking JK/SK Subjects

This field will be visible only if the board preference Allow JK/SK subjects to be assigned to higher grades is selected, and, in that case, it will be enabled only for grades 1 - 8. Select this box if you want to assign JK/SK subjects to the student.

FIRST ENTRY  

Elementary

First entry date to elementary school displays.

Secondary

First entry date to secondary school displays.

Cohort

This field identifies the school year the student enters Grade 9, e.g. 20172018. If the student’s Grade is 9 or up, this field is mandatory. The picklist includes 10 past school years, ending with the selected school year. If the picklist does not include the value needed, the school year can be typed in.

This is a mandatory field.

Language of Instruction

This field is automatically set to the language of the school board when you add a new student. A transferred student will retain the same value (English or French) as she had at her previous school. This field is very important to the student's credit calculations and is a mandatory field.


Clarification: In order to properly calculate the number of required English and French compulsory credits, the Language of Instruction field must identify the area in which the student requires four or five credits. For example, if you have a French student attending an English school, and he needs five French and one English credit in order to graduate, the Language of Instruction field must be set to French. For any students not having the correct English or French credits, check this field and recalculate the total credits.
Thus, an English student attending a French school must have this field set to English, and a French student attending an English school must have this field set to French in order for
the compulsory credit calculations to correctly calculate the student's compulsory credits.

Remark

Enter any Remark in the field detailing the student’s registration, if applicable. The field has a maximum length of 240 characters.

LOCKER  

Number

Enter the student's locker number. Use a maximum or 12 alphanumeric characters.

Combination

Enter the lock's combination. Use a maximum of 10 numbers.

Serial Number

Enter the locks serial number. Use a maximum of 16  numbers.

GROUPS TABLE

Command Buttons

 

Add

Click Add to enter a new group.

Delete

Click Delete button to enter a new group. The button is disabled if the student has no groups.

Previous Years

Opens the Groups from Previous Years popup.  This displays the student's past groups from all earlier years.

COLUMNS  

Select/Deselect

The check boxes are visible if the user has update privileges.

Group Name

The group's name displays.

Active

Select the box if the group is active.

LINKED SCHOOLS TABLE A Student may be registered at more than one school. This area lets you know in what other school they are registered, the type of program and the student’s status. This information is only for display purposes and cannot be modified.

School Type

Displays the type of program in which student(s) is/are enrolled elsewhere, if the school records you're currently accessing are for the student's Home school, as indicated in the School Type field.

School Code

Displays the code of the school in which the student is enrolled in another program.

Short Name

Displays the name of the school in which the student is enrolled in another program.

Status

Displays the status of the student at the linked school.

Groups from Previous Years Popup

 

School Year

Displays the school year for the group.

Group*

Displays the name of the group.

Command Buttons

 

Save

Saves all new and modified data to the database.

* A student with Groups from Previous Years will display like this, once you Click Previous Years, under Group:

Screen shot: Groups from previous years

 

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