Student Add Process

Overview

Default Entry Parameters

Student Add Process Entry Records

Save and Add Family

Save button Save and Add Emergency Information

Save and Finish

Overview

When a new student enters the school it is important to get their information into the

system as easily and quickly as possible. The information you enter on the Student

Enrollment screens will fill in fields on the General, Entity, Family, Emergency and

Entry/Withdrawal tab.

Only the demographic information is required to be entered in order to add the student. You

can go back at a later time to enter the Family and Emergency Contact Information.

Students can be added from both the Student Profile and the Student Browse.

Student Profile

Student Browse

It is important to understand that when an individual is added to the database, that the

individual will only have one ‘name’ record throughout the district. Therefore, it is

imperative to verify that you are not creating a duplicate record for a student who already

exists in the system.

From any Student tab or browse screen, click Add to enroll a new student into an entity.

Default Entry/Withdrawal Parameters The very first time you add a new student into the system you are required to setup default

parameters. The default parameters will be used to initially set default values for data entry

fields during the student add process. Setting theses defaults will save you time when a

majority of records have similar attributes. Even though an entry record may contain an

initial default value, you will always be able to change the value so it is accurate for the

student being added. If you prefer to not setup the defaults, you can click ‘Save’ when this

screen displays.

Default Entry/Withdrawal Parameters

Entry Date – Allows you to determine what date will be used for the student’s entry date

into the entity.

• Start date of current/next year calendar – If this option is selected, the entry

date will reflect the first day of school for either the current or next year calendar.

• Enter a specific entry date – If you select this option, you will see another field to

enter the specific date.

• Use district defaults with current/next year calendar – This option will use the

Entry date defaults entered on the District Configuration Entry/Withdrawal Defaults

setup to calculate the default entry date.

• Current Date – If this option is selected, it will use the current date for the entry

date.

% Enrolled – The percentage of the day the student will be enrolled in classes. This

defaults to 100%.

Entry Code – Code that describes why the student enrolled in the entity.

Comment – Description of the student’s entry into the entity. This area is informational

only and is not required.

School – Select the school a majority of students will be assigned to.

Calendar – Select the calendar a majority of students will be following.

Student Type – Classifies the student for reporting purposes.

Resident District – The district the student is currently living in and is reported on for

funding.

Entry Record Default Options – If you select any options at the bottom of the screen, the

default value will come from the student’s previous entry record. It will look for the last

entry record for the entity. If no entry record exists for the entity, it will look at the last

entry record from any entity.

Student Add Process – Demographics Entry Record

Enter the Student’s Last Name, First Name and Middle Name. Select the Click Here to

Search for Entered Name after the full name has been entered.

If a student appears in the ‘Matching Name’ area, you should check to see if the individual is

‘reentering’ or if they are in fact a new student.

• If the student is not already in the system, select Add Entered Name to Student.

• If the student is already in the database, highlight the name in the ‘Matching Names’

area and click Select Name and Add to Current Entity as Student.

It is important that when an individual is added to the database, that the individual will only

have one ‘name’ record throughout. It is imperative to verify that you are not creating a

duplicate record for a student who already exists in the system.

Demographic Information

• **Date of Birth – Enter the student’s birth date. The system calculates the age and

creates the grade/grad year based on the student’s date of birth.

• **Grade/Grad Yr – Verify the grade and graduation year of the student. The field

is calculated based upon the student’s birth date. You can make modifications to the

grade/grad year field, if the information is not correct.

• GLO – GLO stands for Grade Level Override. Enables you to enter a grade other

than the calculated grade for a student. Many states have specific code requirements

for this field. It is important that you use the codes required by your state as some

state reports use this field for grade calculations and totals.

• Gender – Allows you to indicate the student’s gender. You can select male, female,

or blank.

• Gender Identity – Allows you to indicate the student’s own personal experience of

gender. You can select any codes created by your district. Often, options include

binary and non-binary.

• Birth Certificate, Birth City, Birth State, Birth Country and Birth County – If

the birth information is known, it may be entered. Some states require birth

information to be entered for state reporting.

• Resident – Is this student a resident of the district? Does the student sleep within

the boundaries of the district at night?

• Mom’s Maiden - Allows you to enter the mother’s maiden name for the student.

• Other ID – A unique id that is given to each student in the district. The system can

be configured to make the Other ID field mandatory depending upon the district’s

policy. You can determine the configuration of the Other ID by going to Student

Management>Students>Setup>Configuration>Identification Number Settings.

• SSN – Social Security Number may be entered. You can determine if you see the

SSN field by going to Student Management>Students>Setup>Configuration>

Identification Number Settings or Product Setup>Skyward Contact Access>Student

Management>Configuration.

• State/EDE – If you know the student’s state number, you can enter it. Many states

have an import from the state to bring in the student’s state number.

Race/Language Information

• Local Race – Local Race are district defined codes available for data entry at a local

level only, unless otherwise required by your state.

• **Ethnicity and Federal Race – Select the ethnicity and/or the race of the

student; more than one Federal Race can be selected.

• Race/Eth Verified By – This field allows you to indicate who verified the student’s

race/ethnicity and when.

• Race/Eth Verified On – This field allows you to indicate when the race/ethnicity

was verified.

• Ancestry – Ancestry codes are district defined codes used to identify the student’s

ethnic origin. It is available for data entry at a local level only, unless otherwise

required by your state.

• **Language – Select the student’s primary language.

Entity

• Default Entity – A student must have a default entity and this is typically the entity

which claims the student for membership. It is the Entity in which the student

spends the majority of their time.

• Full/Part-time – This is an information field only and lets you know if the student is

full time or part time student.

• Current Year Status – Select if the student is active or inactive in the current year

for this entity.

• Next Year Status – The next year status of the student for the entity you are

currently in.

• Current Year Member – Select ‘Yes,’ if the student was counted in membership for

the current year. What classifies the student as a current year member will be up to

the individual district. The Current Year Member flag is a quick way for you to

determine whether the student is a member without having to check attendance and

entry/withdrawal records. This field does not get updated automatically.

• Include in Honor Roll – If you do not want the student included on the honor roll

reports, set this field to ‘No.’

• Include in Rank – If you do not want the student to be included in the ranking, set

this field to ‘No.’

Distribute Student Demographic Information

The Distribute Student Demographic Information flags will be used for Data Mining and

Report Generator ranges. The flags that display are determined by going to Student

Management> Advanced Features>Advanced Features>Setup>Configuration>Demographic

Distribution.

Enter as much information as possible during the add process to save time and reduce the

chance of mistakes. You will click Save and Add Entry Record.

Entry Record

Enrollment Information

The information populated on this screen is based on previously defined defaults and may

be modified as necessary for individual students.

• **Enrollment Date – Enter the date of the student enrollment. If the student is

entering midyear, it should be the day the student is entering school.

• *Entry Code – Enter the Entry Code which best describes the student being entered

into the entity.

• Percent Enrolled – Percent the student attends your entity according to the

calendar/program assigned. For example-a half-day kindergartener assigned to the

half day Kindergarten calendar would be considered 100 percent enrolled, because

they are attending 100 percent of the ½ day Kindergarten program in accordance

with the calendar.

• PSEO Hours – Does the student take Post-Secondary Education Options? Fill in the

number of hours he/she is taking.

• Comment – Enter a comment relevant to the student’s entry, if needed.

• **School – Enter the School the student is attached to in this entity.

• **Calendar – Enter the Calendar that will be attached to this student.

• **Student Type – Enter the Student Type, for example: R-Regular or S-Special Ed.

• **Resident District – Select the Resident District of the student. It might not

necessarily be the district he/she is attending. The Resident District will reflect the

district boundaries where the student sleeps at night.

• Transportation – It allows you to give additional information about how the student

is transported.

Enrollment History

The Enrollment History displays any prior enrollment information of the student for the

district.

After you have completed the student’s enrollment information, you can click Finish or

Save and Add Family to continue to add family information at this time.

Save and Add Family Save Button

Enter the primary guardian’s Last Name, First Name, and Middle Name, if provided.

Select the Click Here to Search for Entered Name after the name has been entered.

Names that match will display in the ‘Matching Names’ area. If a name appears in the

‘Matching Names’ area, you should check to see how the name is used in the system.

• If the guardian is not already in the system, select Add Entered Name As Family.

• If the guardian is already in the database, highlight the name in the ‘Matching

Names’ area and click Add Selected Name As Family.

Guardian

• Relationship – Indicate this guardian’s role in the family (i.e. mother, father, etc)

• SSN - Social Security Number may be entered. You can determine if you see the

SSN field by going to Student Management>Students>Setup>Configuration>

Identification Number Settings or Product Setup>Skyward Contact Access>Student

Management>Configuration.

• Emergency Contact – Select this box if this person is to be an emergency contact.

By doing this the program will automatically fill in an emergency contact in the

student’s record. You can have this flag automatically selected by choosing the

option ‘Default option to create a new guardian as an Emergency Contact to Yes’ in

Student Management>Families>Setup>Configuration>New Family Defaults.

• Custodial Parent – Allows you to determine if the guardian is a custodial parent.

You can have this flag automatically selected by choosing the option ‘Default

Custodial Parent to Yes for new guardians’ in Student

Management>Families>Setup> Configuration>New Family Defaults.

• Pick Up – Allows you to determine if the guardian can pick the student up from

school. You can have this flag automatically selected by choosing the option ‘Default

Pick Up to Yes for new guardians’ in Student Management>Families>Setup>

Configuration>New Family Defaults.

Phone/Email Information

• Primary Phone – Enter the main phone number where the guardian can be

reached. The Primary Phone will remain the same for any additional guardians

within the same family.

• Confidential – Check this box if the primary phone is supposed to be confidential.

The Confidential Phone Numbers display with (Conf) after the phone number. When

running a report if the Confidential Phone Number are not requested for printing,

they will print as Confidential.

• Long Distance – Check this box if the number is a long distance number.

• Category – The Category is the Phone Category and is a way to distinguish the type

of phone. (Examples – pager, cell)

Family Access Information

• Allow WEB Access- Selecting this option gives the guardian access to Family

Access.

Address

• Address – Enter the family address. Be sure to use the appropriate area for the

street number, direction and street name.

• SUD – SUD stands for Secondary Unit Designator. This is where you would enter

Apartment, Building, Unit, etc. information.

• Do Not Distribute Address – It allows you to specify if the address information

should not be distributed. If this option is selected, it will display a red indicator next

to the address.

• Carrier – Allows you to enter the mail carrier number.

• Zip Code – When you enter the Zip Code, it pulls in the City/State information

attached to the code. The Zip Code default is set in Product Setup>Skyward Contact

Access>District Setup>Configuration>District Information Configuration.

• CY Path/NY Path – Paths are used in Skyward to designate which schools the

student will be attending based upon their address.

• Separate Mailing Address – Use this area if the family wants forms and report

cards sent to an address other than the home address. Some districts will record the

student’s P.O. Box as a separate mailing address.

Family Information

• Receives Report Cards – Indicates whether or not the family is to receive Report

Cards.

• Print Hard Copy Report Card – Indicates whether or not the family will receive a

paper copy of the report card.

• Receive Forms – A ‘yes’ or ‘no’ field that indicates whether or not the family

accepts forms for the student. This field affects the following processes:

✓ Family Census Report

✓ Report Generator Ranges

✓ Data Mining

✓ Fee Management Statements

✓ Poor Attendance Letters

✓ Student Schedules

✓ Student Schedule Cards

✓ Student Textbook Information

✓ Discipline Parent Notification

✓ Obligation Letters

• Family Transportation Code – An eleven character comment field which is printed

on some transportation reports.

• Home Language – Enter the primary language spoken in the home.

• Family Title – This area is not necessary but if you want to use titles on labels this

is where you would enter Mr. & Mrs., Mr. & Dr., Ms. Etc.

• No Release Indicator – Indicates that information about the student should not be

released to this family.

Add Guardian Button

The Add Guardian allows you to add an additional guardian to this family. After entering

the guardian’s name, their name will display below guardian 1 name.

You can then enter Guardian 2 information.

Save Button

The Save button allows you to create additional guardians and families for the student. You

may have multiple families for each student.

• Add Family – Allows you to create additional families for the student.

• Edit Family – Allows you to modify family information. Updating any family

demographic information will update that information for all the individuals attached

to that family (i.e siblings and other guardians in the same household).

There are fields that will be available on the family tab and when you edit the family

that are not available on the family screen of the Student Add Process.

Move In Date - Allows you to enter in the date the family moved to that

address. It defaults with the date the family was added into Skyward.

Dwelling – This field allows you identify the type of residence in which a

student lives.

Hazard – Allows you to select a code that represents possible dangers along

a school bus route.

Census Area, Census Sub Area, Horizontal Coordinate, Vertical

Coordinate – Gives you the ability to track this information related to the

address.

Override Family Title – Marking this box and entering something in the

blank area allows you to override family salutation.

Mail Categories – Allows you to identify the mailing group(s) and can be

used to categorize the family at a specific address.

Change Log – Allows you to view what family information has been modified,

when it was modified and by what user.

Finish

The Finish button allows you to save the student information, but not enter in the

emergency contact information. If you select the option of Save and Add Emergency

Info, you can add Alert Information, Provider Information and/or Emergency

Contacts.

Save and Add Emergency Information Save and Finish

Alert Information

• This Student Has Critical Alert Information – If this option is selected the

student’s name will appear in red in almost all areas of the software including areas

like attendance, discipline, grading, scheduling and in the teacher’s gradebook.

• Display in Family/Student Access – Should the alert information display in Family

and/or Student Access?

• Alert Info – If the student has any allergies or other medical information, which

should be readily available in the event of an emergency that should be entered

here.

Provider Information

• Physician, Dentist, Hospital – Allows you to enter the student’s Physician, Dentist,

and/or Hospital.

• Insurance, Insurance Policy Number – Allows you the ability to enter the

student’s insurance and insurance policy number, if known.

Emergency Contacts

If you selected the field ‘Emergency Contact’ when adding the guardian, they will display in

the Emergency Contact box.

Adding an Emergency Contact

After clicking Add, you will enter the emergency contact’s last, first and middle name. Once

the name has been entered, you will select Click Here to Search for Entered Name

Names that match will display in the ‘Matching Names’ area. If a name appears in the

‘Matching Name’ area, you should check to see how the name is used in the system.

• If the emergency contact is not already in the system, select Add Entered Name as

Emergency Contact.

• If the emergency contact is already in the database, highlight the name in the

‘Matching Names’ area and click Select Name and Add as Emergency Contact.

You have the ability to enter the Address and if necessary the Separate Mailing Address for

the emergency contact. After entering the address information, you will click Continue

Add.

Enter as much contact information as the district desires. Important fields for Emergency

Contacts would include the phone numbers, relationship and emergency information

comment. The Emergency Information comment would consist of information about the

emergency contact that could make calling more efficient.

Change Name Format to Organization

This option allows you to change the name type from individual to organization. An example

of an organization would be a foster home.

After selecting ‘Change Name Format to Organization,’ you will click Yes to change the

name type.

Address History

The Address History will display the Move In, Move Out and Address for the emergency

contact.

Mailing Address

You can click on ‘Mailing Address’ to enter a mailing address for the emergency contact. If

an asterisk displays next to Mailing Address in the button, it means the emergency contact

has a mailing address.

After the emergency contact information has been entered, you will click Save.

Edit Emergency Contact

Edit allows you to make modifications to all fields for the emergency contact.

Delete

Delete allows you to remove an individual or organization as an emergency contact for a

student.

After clicking ‘Delete,’ you will receive the above message and you will click Yes to remove

the individual or organization as an emergency contact.

Move Up/Move Down

The Move Up and Move Down buttons allow you to change the order emergency contacts

display in the list.

Save and Finish After you have entered the emergency information for a student, you will click Save and

Finish to add the student into the entity. The Student Profile tabs that will be updated when

adding a new student include:

• General

• Entity

• Family

• Emergency

• Entry/Withdrawal