Example: TK/Kindergarten, Private School, & Out of District students

In general terms, enrolling a new student can be broken down into four steps:

• Accessing PowerSchool Enrollment
• Reviewing and approving the submissions
• Delivering the submissions to PowerSchool SIS
• Reviewing enrollment documents to ensure accuracy of data for state reporting purposes

Accessing PowerSchool Enrollment

Log in at https://www.vusd.org/ereg-admin - use your @vusd.org email address and the password you set when invited to PowerSchool Enrollment. Use the I forgot my password link if you need to recover your password.

Click on the name of the form that you need to work on. Take note of the Academic Year, as you might have more than one to choose from.

You'll see the new student enrollment submissions listed in the Submission Workspace table. This is where you'll do all of your work in PS Enrollment.

Some of the items you'll see on the screen are:

• View selection (red oval) - lets you select what submissions are displayed. You'll work mostly in the Pending Approval (submissions needing review and approval) and Pending Delivery (submissions ready to be sent to PowerSchool SIS) views. 
• Tag selection (orange oval) - lets you filter the displayed submissions using tags (more about those below).
• Tasks selection (blue oval) - perform operations on the selected or displayed submissions
• Search fields (green oval) - enter text in the fields and click Find Records to find submissions
• Edit submission icon (red arrow) - click this to review, edit and approve the submission

Reviewing and approving the submissions

To work on a submission, click the Edit submission icon for the record. You'll see the submissions details window:

Some of the items you'll see on this screen are:

• Student data (red oval) - this is the data that the parent/guardian entered
• Field group selection (green oval) - you can view the fields submitted on the different pages of the form like just the Emergency Contacts entered for the student.
• Tags (blue oval) - these help identify what needs to be done with a submission, or have already been done. More about tags are below.
• Approve status (orange oval) - this will show you if a submission is ready for approval.

 

The tags are:

• Administrative Follow-up - use this tag to mark a submission for some sort of follow-up. You can add a note (see below) to clarify. This tag must be cleared before the submission can be approved.
• AIP Printed - American Indian Program staff can use this to mark if the program membership docs have been printed.
• Birth Certificate Follow-Up - This tag gets turned on when the submission did not include a document verifying the student's DOB.  This tag must be cleared before the submission can be approved.
• Delivery Exception - this tag gets turned on if there was a delivery (to PS SIS) problem.
• ECE Check - this tag is to help identify submissions for Early Childhood Education follow-up.
• Health Services Check - this tag indicates submissions that need review and approval by Health Services' staff.  This tag must be cleared before the submission can be approved.
• Home Language Survey - Printed - Language Assessment staff can use this to mark if the home language survey docs have been printed.
• Immunization Card Follow-Up - This tag gets turned on when the submission did not include a document verifying the student's immunization record.  This tag must be cleared before the submission can be approved.
• Immunization Follow-Up - Staff can use this tag to indicate a student that needs some follow-up regarding immunizations. This tag must be cleared before the submission can be approved.
• MQ Printed - Migrant education staff can use this to mark if the migrant questionnaire has been printed.
• Polished - This tag indicates that the record went through the automated data clean-up process.
• Printed - This tag indicates the submission had been printed.
• Relationship Check - This tag indicates that one or more of the parent/guardian relationships was set to 'Other.' The parent/guardians must have an educational rights legal relationship with the student. This tag must be cleared before the submission can be approved.
• Residency Affidavit Needed - This tag indicates that a physical home residency document was not uploaded with the submission. This tag must be cleared before the submission can be approved.
• SRQ Printed - Staff can use this to mark if the student residency questionnaire has been printed.

You'll notice some tag checkboxes are shown in light gray. This means that your functional role in PS Enrollment does not allow you to change these. 

Further down the right side of the screen, you'll see an area where you can record notes on the submission and see the documents that have been uploaded with the submission. To view the documents, click the document name. If you need to upload a new document or replace one, click the Upload Document link.

Approval Process

The general steps to approve an enrollment submission are:

• Carefully review the data submitted. All criteria for enrollment at Visalia Unified should be met before approving the submission. If you need support regarding the criteria, please contact the enrollment staff at the District Office.
• If you need to change any data - for instance, there is a clearly misspelled word, you can click into the field and edit it. Either click out of the field or click the diskette icon to save the changes. Fields that have data changed in PS Enrollment will have a pages icon to the right of the field. You can click the icon to see the changes that have been made.
• If you find that the student should be attending a different school, add a note to the submission and change the Student - Enrolling School field to the correct school. The submission will show up in the new school's list.
• If there is something significantly wrong with the submission, you can reject it and send it back to the parent for edit & resubmission. Click the Reject button and give a clear reason for the rejection. This reason will be sent to the parent in an email.
• Resolve any issues preventing approval (see tags reference above).
• Health Services staff must review the submission and clear the Health Services Check tag.

Once the submission is ready for approval, you'll see the approval area change and you'll have a button to click to approve the submission for enrollment and delivery into PowerSchool SIS. Clicking the Approve & Continue button indicates that you have reviewed the submission and approved the student enrollment.

Delivering the submissions to PowerSchool SIS

After the submission is approved, it has to be delivered into PowerSchool SIS. Delivery for the submissions for new students must be done manually to ensure that student records aren't duplicated. 

Delivery Process

In the Submission Workspace, change your view to Pending Delivery. This will show records that have been approved but not yet delivered into PowerSchool SIS. Click on the checkbox to the left of the submission record to select the records you are ready to deliver. You can do many at once. Click on the Tasks button and select Deliver Data. On the confirmation window, click the Selected Only button to continue. Click on Create Delivery Batch button on next page, then Close the delivery batch creation notification.

The Delivery Review and Edit page will come up:

The Match status will indicate if there is a possible match with an existing student in PowerSchool SIS. The green marker in the example above indicates a very high probability match. An orange marker indicates a possible match, and a gray marker indicates no match. If the marker is green or orange click the Match button to see the matches.

If one of the students in the PS Student match window is the same as the one you are processing, click the Select button. If there is no match, click the No Match button. If you don't want to proceed with any matching, click Close.

If you are ready to send this Enrollment submission to PowerSchool SIS, Click the Deliver Record button. If you did select a match in the prior step, that student's data will be updated in PowerSchool SIS. If there were no matches (or you clicked the No Match button), a new student record will be created in PS SIS.

After delivery, you should have a status like this:

Once the delivery is complete, make note of the students PowerSchool ID and continue to work through the remaining submissions in your delivery batch. You do not have to deliver all records in the batch if you decide something isn't ready or right. Just skip the submission to work on it later. 

When you are finished delivering records, click the Close Delivery Batch link on the Review and Edit page. Then click the Close Delivery Batch button.

Once you have closed your Delivery Batch, take the students PowerSchool ID you made note of and look the student up on the live side of PowerSchool. 

Data to Review

• Birth Certificate: Student Selection > Student Profile > Attachments
  • Make sure the students name/gender in PowerSchool matches as it is written on their birth certificate  (If the student has a preferred name or preferred gender, please give us a call for assistance)
    • Make sure the students middle name is entered - This is often left off by parents
    • Make sure the last name in PS matches their birth certificate - students with hyphenated last names or a double surnames are often entered incorrectly
  • Make sure the students date of birth in PowerSchool matches as it is written on their birth certificate
  • Enter the students birth place information from the birth certificate
• Entry Date: School Enrollment > Enrollment History
  • Make sure the students entry date in their enrollment is the date they will be starting school. If this date needs to change later on for any reason, please reach out to the SIS team for assistance
• Scheduling Settings: Courses and Programs > Scheduling Settings
  • Next Year Grade
  • Next School Indicator
• Student Program Records: Compliance > ELA Status/Program History
  • Enter Students ELAS information
• Address: Student Profile > Addresses
  • Validate addresses for bus routing

Support & References

• Here's the link to the new student information page on the district website: https://www.vusd.org/149
• The link to the school attendance area boundary map is https://www.vusd.org/mapapp
• If you have questions about enrollment policies or procedures, please reach out to Student Services.
• Please feel free to create a support ticket at https://servicetickets.vusd.org if you need help with PowerSchool Enrollment or PowerSchool SIS.
• PowerSchool's support documentation for Approval is here: https://docs.powerschool.com/PSEHA/student-data/approve-student-records and documentation for Delivery is here: https://docs.powerschool.com/PSEHA/student-data/deliver-data
• Families can get help with PS Enrollment by clicking on the Help button at the top of the Enrollment pages or by calling the PowerSchool Registration support line at 866-752-6850, option 1.