How to enroll Students in WOW

FAYETTE COUNTY SCHOOLS, WV

OCTOBER 28, 2014

Presenter Contact Info:

Jason Bragg

WVEIS Specialist / TSS

Fayette County Schools, WV

Email: jsbragg@k12.wv.us

WHEN ENROLLING A NEW STUDENT INTO WOW, THE FIRST THING YOU NEED TO ASK

YOURSELF IS IF THIS STUDENT MIGHT HAVE EVER BEEN IN WVEIS AT ANY TIME IN THE PAST.

HAVE THEY EVER BEEN A STUDENT BEFORE IN ANY WV PUBLIC SCHOOL?

The reason we ask this question first is to avoid creating a duplicate student ID number. If that student has

EVER been enrolled in the WV Public School System then they should already have a student number. That

pre-existing student number should follow them throughout their existence in the WV Public Schools no

matter how many schools or counties they transfer to.

You do not want to create a duplicate student id number / profile / basic record…

#1. Run Internet Explorer

Note: WOW does not currently function properly in ANY other type

of Internet Browser#2. In the address bar type

http://wveis.k12.wv.us and then

press the enter key on your

keyboard

#3. Click this link to open the WOW Login Page

Click the Maximize button to make

your WOW window go Full Screen

Enter your WVEIS User ID and Password and

then click the Submit Button

Click on Menus

#1. If it isn’t already, expand the SMS (Student Management System)

Menu by clicking the “+” button beside the menu

#2. Then expand the SMS100 Menu by clicking the “+”

Now click on the STU.301 Application

FYI: If you do not have the “Add Student” button then you do not have the

proper permissions to enroll a new student.

Please contact your WVEIS County Contact, or RESA WVEIS Support Staff if

you are supposed to have those permissions.

Click on the “Add Student” button Note: If you have access to more than

one school you will want to make sure

you have the proper school selected

here

FYI: If this box does not say “ADD” then you do not have proper

permissions to enroll a new student.

Please contact your WVEIS County Contact, or RESA WVEIS Support Staff if

you are supposed to have those permissions.

#1. Fill in students Last, First,

Middle, & Other Names

#2. Click the appropriate Gender Box

#3. Type the students birthdate.

Format = mmddyy

#4. Type the students Social Security

Number if you have it. Entering the SSN

will greatly increase the chances of the

system finding the student if he/she

already exists in the WVEIS Database

Fields with an asterisk “*” are required fields

#5. Click the “Next”

button to continue

If you did not enter a Social Security Number then

after you clicked Next to continue the system will

give you an Orange Warning telling you that the

SSN would be useful If you still do not wish to enter

the SSN then click the “Next”

button to continue

If you do not have a Social Security Number

match then pay close attention to the Birthdate

fields, parents names, and students middle name

or initials. These all help to determine if this is

possibly the child you are looking to enroll

Note: Please pay close attention to these next few screens because they are

VERY IMPORTANT in helping to prevent creating duplicate student numbers

This screen will show you a list of

possible duplicate students already

enrolled in another school

If your student is listed on this screen, then click the “Cancel” button at the bottom of

the window and call the school where the student is enrolled to request that the

student be dropped so you can enroll him/her…

If your student is not listed on this screen

then click the “Next” button to continue

This screen shows Possible Duplicate

Unassigned Students. Meaning they are in

the system but not enrolled in a school. So

they are free for you to enroll

If your student IS listed here, then click on the students name and the

system will display a pop-up windows asking you to confirm that you wish

to transfer this student into your school:

If your student is not listed

here, or on the previous

screen then chances are good

that the student has never

been entered in the WVEIS

Database, or enrolled in the

WV Public School System in

the past. Click “Next” to

continue…

Click “OK” to confirm

and then skip to slide #

19 of this tutorial

This screen shows the new student’s health

records. Thus far there shouldn’t be any if the

student has never been in the WVEIS Database

Click “Next” to continue

Click on the “Unspecified guardian” button to fill

in guardian information for the student.

If the student profile already existed and you

are transferring it into your school then a lot

of this information might already be filled in

for you. But you will still want to confirm that

this information is correct…

Call Seq # determines the order in which the

guardian should be called or contacted

Just like in Green Screen, if you

fill in the Home Address and

leave the Mail Address blank

then the system will

automatically copy the Home

address into the Mailing address

Check the boxes here to tell the system

what reports should be printed for this

Guardian. If you want this particular

guardian to get Report cards only, then

only check Report CardsClick the “Submit”

Button when finished

After you submit the first guardian then you can

click on the other “Unspecified Guardian”

buttons to add additional guardians

Each additional Guardian should have

a different Emergency Call Sequence

TIP: Anywhere you see the hand icon you

can click on it to see a list of codes or items

that you can select or enter into that field

Enter the current class of the

new student. This is a two digit

field. So a first grader would be

01 or a 12th grader would be 12

Enter the school the student should

be in Next year if the student is

promoted

Enter the Class the student

should be in Next year if the

student is promoted

Enter the Register / Sub

This would be the class the student is currently enrolled in with

the letter “C” in front of it. So an 11th grader would be C11

Type a short comment.. For example “EN FROM PA”

Enter the Enrollment Code. Please see the list of WVEIS Enrollment

codes to choose the proper code. For this example I’m going to use E3,

meaning this student came from Out of State Public Education

Change the Load number to 1

Type the Homeroom Teacher Code. This is required for AR,

STAR, Primero, and some other programs to make sure the

students are grouped with the correct teacher in those

programs.

Enter the students Native Language Code

Check the student's Race, or multiple

races if the student is mixed race

FTE stands for Full Time Equivalent. If the student is not a full time

student then you must enter the Appropriate Enrollment code

here.. EC for example

Then enter the Full time Equivalent

here. For example .13 of a full day.

Here is a quote from the WVDE’s Official WVEIS Green Screen Enrollment

instructions:

Fill in any other information that you might have

on this student and then click the “Finish”

button

After clicking the “Finish” button you should get a confirmation screen

showing that the new student has been added and listing you the

students newly created ID number

Click the “Return” button at the bottom of the

window to return to the STU.301 application

Once you have returned to the STU.301 application you will

notice that the program has automatically put the new

student’s number in for you. This is so you can view the

students basic record and schedule the student if need be

Click the “Submit” button to view

the newly enrolled student’s Basic

Records

Now click the “Requests” tab to schedule the student

#1. Enter the course number #2. Enter the section number

#3. Click Submit

Repeat this process for every class the

student should be schedule in

STU.301 in WOW does contain new options that are not

available in the Client Access Green Screens

THE END