ENROLLING AND WITHDRAWING - · PDF fileENROLLING AND WITHDRAWING PRE-REGISTRATION (Prior to summer rollover) ... You may click on the box to the right to select “Sounds Like”

07/01/13 Chapter 8 – Enrolling/Withdrawing 8-1

Chapter 8

ENROLLING AND WITHDRAWING

□ PRE-REGISTRATION (Prior to summer rollover) – Refer Chapter 9A- Pre-Registration.

□ ENROLLMENT (Following summer rollover)

OVERVIEW:

Once the annual “Year-End Processing” (rollover) occurs in the summer, student enrollment

in eSchool includes both the enrollment of students brand new to Fulton County and district

transfers of students who already have an existing record. The existing record may be one or

more years old, so when completing a district transfer take care to update the correct grade

level and school year appropriately. Both types of enrollment will be discussed in this

chapter. In addition, there are numerous other chapters you should cite while enrolling or

withdrawing students that will be referenced along the way.

Prior to enrolling a student the first task is to confirm that the student is eligible for

enrollment in your school based on attendance zone or approved reassignment. This can be

accomplished by using this website: http://edulogweb.fultonschools.org/edulog/webquery/ to

verify a valid address (attendance zone) or by referencing official hardship approval

documentation from the Student Assignment office.

The parent/guardian must complete a Student Enrollment Form (most current version) and

provide a copy of the student’s Birth Certificate, Social Security Card (or signed SSN Waiver

form), Georgia Immunization Certificate, and Georgia Ear/Eye/Dental Certificate. In

addition the parent must provide two “Proof of Residency” documents, a signed and notarized

Affidavit of Residency form, Emergency Signature Card, and other school-based forms as

required. Parents of ESL students must also provide information pertaining to the Country

of Birth, Primary and Correspondence Languages, and Date of Entry into their first US

school.

Table of Contents:

1) Current/Active Student Transfers and Hardship Approvals between school buildings

(Prior to the first day of school ONLY) Page 8-2

2) Student Enrollments

Enrolling new students with no existing Fulton County record Page 8-9

Re-enrolling students with an existing Fulton County record Page 8-21

3) District Student Transfers and Hardship Approvals between school buildings (After the first day of school ONLY) Page 8-25

4) Withdrawals Page 8-28

5) Drop Out Information Page 8-31

http://edulogweb.fultonschools.org/edulog/webquery/


1) CURRENT/ACTIVE STUDENT TRANSFERS AND HARDSHIP APPROVALS between

school buildings (Prior to the first day of school ONLY)

To request that a student, actively enrolled at another Fulton County school, be transferred

to your building prior to the first day of school due to official receipt of hardship approval or

notification by a parent of the student’s change of address/attendance zone, etc.:

□ Log into the “eSchoolPLUS Live Database” for the “2013-2014 School Year”

□ In the menu on the left side of the page click on the Student Center folder. Click the

“New Student Entry” link to go to the “Duplicate Student Search” page.

□ Enter the student’s last name. You may click on the box to the right to select “Sounds

Like”.

□ Click to select the Gender. DO NOT enter the date of birth in the space provided; leave this field blank.

□ Page View: The “Tabbed” method provides “Tabs” in which to enter the data

components for a student, and the “Scrolling” method allows the user to scroll

continuously down the page to enter the data. The Scrolling method is the default.

□ Click “Search”

The school the student is currently enrolled in will appear in the resulting matrix to the

right of the student’s name. Email the data clerk and the SIC of the [current] school, of the

student’s intent to enroll in your building and supply the “reason” (approved hardship code

or change of address, etc.). Request that the student be released from their school and wait

for email notification that the process has been completed. (All Data Clerks are asked to do

this process as quickly as possible so that all students can be enrolled in a timely manner.


Current/Sending School: Upon receipt of such notification, prior to the first day of school, the

current school will do a Quick Search for the student (Student Center folder > Search link).

Enter the selected field data and click Search.

When the student’s name displays, click on that link to display the student’s data. Prior to

transferring the record, you must remove any scheduling data that may already be in place

at your school.

□ Click on the Student Center folder > Scheduling folder > “Entry” link [if no classes are listed,

skip to the next step (Course Requests)].

□ Click on the checkbox under “Select” (in first column). This will select all of the

checkboxes/courses at once. Click “Clear” – this will delete the classes scheduled at your

school. The “Clear” option should ONLY be used prior to the first day of school.


□ Click on the Student Center folder > Scheduling folder > “Course Requests link” [if no

courses are listed, skip to the next step]. On the right side of the page, click once in each

checkbox in the “Delete” column to select each course listed. Click Save.

□ Click on the Student Center folder > Demographic folder > Registration link. Remove any/all

data currently in the “Counselor”, “Primary Homeroom”, “Secondary Homeroom”, or

“House/Team” fields. Click Save.

Next, go to the Student Center folder > Demographic folder > “Entry/Withdrawal” link.

On the top line the current school year link will display to the left. Click on the 2014 link to

advance to the ‘Entry/Withdrawal’ page.


□ Click the arrow next to ‘Building’ and select the receiving school.

□ Click and change the “Override Building of Residence” field arrow to “R –

Needs Review”. Select the appropriate “Override Reason” (use “V00” only if

the student has a new/changed address).

□ Ignore Track.

□ The Calendar should be “R” (Regular).

□ The Grade will be the student’s current year grade level.

□ If the Entry Code is currently “C”, change it to “U”. If the Entry Code is something other than “C”, do not change.

□ The Entry Date should be the date of the first day of school (leave

Withdrawal Code and Withdrawal Date blank).

□ Enter the reason for the transfer in the “Comments” Box. Click the “Save”

button.

This will generate a warning message; click “Yes” to save the record.


Email the Data Clerk at the receiving school that the record transfer is complete (that school should now have access to the record). Receiving School: Upon receipt of such notification, the receiving school should find the

student actively enrolled at their school.

To make any necessary corrections to a Calendar type, Grade Level, Entry Code, or Entry

Date for this student:

□ Go to Student Center folder > Demographic folder > “Enroll/Withdrawal” link.

□ Click on the 2014 School Year “link” on the top line to access the current edit screen.

□ You will advance to the Entry/Withdrawal page where you can make necessary

corrections/edits.

New Address:

If the student has moved into your school attendance zone, the Physical and Mailing Address

information will need to be updated and validated for the current school attendance zone

□ Click Student Center folder, Demographic folder, Addresses link

□ Click on the “Mailing Address” Tab;


□ Click on the “Change Address” button. Key the new MAILING address as described

below.

□ Apartment – For apartments, the specific apartment number goes in the

“Apartment” field

□ Complex – Enter the name of the housing subdivision or ‘apartment complex’ (leave

blank for homes not in a subdivision or complex).

□ House Number – Enter the street number of the house or apartment complex.

□ Street Prefix – This field is only used when the zoned street name is preceded by “E”,

“N”, “S”, “W”, etc. (leave blank if not applicable).

□ Street Name – Only the ‘name portion’ of the street goes in the “Street Name” field.

□ Street Type – The ‘type’ of street (i.e. Road, Drive, Way, etc.) goes in this field (click

on the arrow to select the appropriate/valid code; click OK.

□ Street Suffix – This field is only used when the zoned street name is followed by “E”,

“N”, “S”, “W”, etc. (leave blank if not applicable).

□ Development – Leave blank (not used at this time).

□ Delivery Point – Leave blank (not used at this time).

□ City – Do NOT key the name of the city.

□ State – GA

□ Zip Code – Key the appropriate zip code (first field only).

□ Click on the “Search Plan Areas” button. This should generate a block of schools

zoned for that address as the example shows below; click OK (the appropriate city for

that zip code should then automatically populate).


□ If the resulting box contains a message, “No records match the search criteria entered. Enter a new search and click ‘Search’ to try again” this indicates you must

carefully recheck your field data; verify the student’s address is in a Fulton County

school zone, and then research to be sure the street address, number, prefix/suffix if

applicable, and zip code has all been entered correctly.

□ Check in EDULOG through the Parent Portal, “School Locator” link on the FCBOE

web site to compare proper spelling, abbreviations, etc. Adjust accordingly and then

continue to repeat the process [Search Plan Area] until the applicable block of schools

displays. Click OK.

□ If all attempts fail to locate a school list, click on the “No Plan Area” to allow the

record to be added and notify your SISS.

□ Click on the “Physical Address” Tab.

□ IMPORTANT! Click the checkbox at the top of the page to indicate “Same as mailing address”. The address data will automatically populate.

□ Click the “Save” button (see screen shot below).

□ If the residence (Physical) address is different than the student’s mailing address, do

not click the checkbox; key the alternate address data in the same manner as above

(including “Search Plan Area”); save when complete.


This process will automatically update the “School of Residence” to the correct school for each

level/grade the student will attend.

Approved Hardship:

If the student is transferring to another school due to an official hardship approval (Student

Assignment) while remaining at their current address, the hardship reason must be

indicated.

□ Click the Student Center folder > Demographic folder > Registration page.

□ On the “Current Year” Tab, select “L – Locked” in the “Override Building of

Residence” field, and click the arrow next to “Override Reason” to select the approved

Hardship Code. Click Save.

Be advised that at some point, all additional information will need to be updated/entered for

the student based on the data on the enrollment form, requirements for various other

departments, and for State reporting (refer to chapters on Student Demographics, Health &

Immunizations, Emergency/Contacts, Special Programs, Activities, and Transcript Courses

History [high schools only].

2) STUDENT ENROLLMENTS

Students who have never been enrolled in a Fulton County school (as well as those who are

currently inactive but have an existing/previous record) should be entered into eSchool using

the “New Student Entry” process.

NEW STUDENT ENROLLMENTS (The minimum required data to enter is “Student”,

“Address and Phone”, “Parents/Guardians”, and “Building”).

To enroll a new student:

□ Log into the “eSchoolPLUS Live Database” for the “2013-2014 School Year”.

□ In the menu on the left side of the page click on the Student Center folder.

□ Click the “New Student Entry” link to go to the “Duplicate Student Search” page.


□ Enter the student’s last name, click on the box to the right to select “Sounds Like”

and click to select the Gender. DO NOT enter the date of birth in the space provided; leave this field blank.

□ Select “Tabbed” or “Scrolling”. The “Tabbed” method is the default for a new user

and provides “Tabs” for the user to select in which to enter the data components for a

student, and the “Scrolling” method allows the user to scroll continuously down the

page to enter the data.

□ Enter selected data; click on the ‘Search’ button.

The method described here is “Tabbed”.

This action will search the District file and attempt to locate students who match the criteria

entered. One of the three following scenarios will allow you to add the record.

1) If the ‘search’ generates a list but the desired student is NOT found click on the “ADD”

button at the top of the window to produce a “New Student Information” screen and then

follow the instructions in #2 to continue (Note: if the ‘search’ DOES locate an existing record

that is a match skip #2 and go directly to #3 below, page 20).

2) If no record matching the search criteria is found, a “New Student Information” screen will

generate. Key all required data in ALL FOUR AREAS before you save (Student, Address and

Phone, Parents/Guardians, and Building)! Use the student’s Birth Certificate, Social

Security Card, and Enrollment Form to ensure data accuracy. Refer to the following field

descriptions following the screen shot to enter the field data detailed below.


Buttons (top of the page)

Save – Use this button to save what you have entered AFTER completing ALL FOUR

AREAS. If any required data elements are missing or incorrect you will be prompted to

complete before the record will save. Do not click “Save” until you have entered all required

data! (WARNING: If you click ‘Save’ before you have completed all four “areas” of data, the

action will take you away from the current screen and you will see different

screens/tabs/commands, and you may also be in danger of creating duplicate enrollments!)

Search – Use this button to move to the Search page and search for a student record.

Find Siblings – Use this button to search for a sibling of the student you are entering. If a

sibling is found, you may copy address and contact information into the new student.

New Student – Use this button to save the current student and return to the New Student

Entry Search page to add another student.

ENTERING FIELD DATA:

“Student ID” will be automatically generated following entry of the new student record.

“Grade” is the current year grade. Click on arrow to select current grade level.


The First, Middle, and Last Name fields must match the student’s Birth Certificate (leave

the middle name field blank if the student has no middle name on the Birth Certificate).

The Generation field is only for “JR”, “SR”, “I”, “II”, “III”, “IV”, “V” (leave blank if it does not

apply); click the arrow to select code. Do not use a period after the abbreviation.

The Age will be automatically generated following entry of the birth date.

The Nickname field is for a “preferred first name” that the student may wish to use

(optional).

Gender – Select the appropriate Gender as per the Birth Certificate.

Birth Date – Key the date of birth off the Birth Certificate, or use the calendar icon to the

right of the field to select the appropriate date. Be very careful to use the correct birth year!

The Social Security number field requires data. DO NOT LEAVE BLANK. If a copy of the

SS card is not available at registration, or the parent signs a SSN Waiver indicating it is not

to be used, an “800” number must be assigned using one from the list of numbers blocked and

approved for your school. Should your list run out, do NOT use the next consecutive number.

Contact your SISS who will direct you to the appropriate individual for a new list.

“Hispanic/Latino Ethnicity” is a required Federal field. “Unanswered” is the default, and

this is not valid; you must click to select either “Yes” or “No”. This data should be collected

on the Enrollment Form along with a “Race” code; a student is required to have BOTH fields

of data completed!

“Race”: You can key a single race code or click on the arrow to select the appropriate choice

for the code. A student may have multiple race codes if that’s indicated on the enrollment

form. To record multiple races click on the “More” button which will produce a window to

enter multiple codes. The entries must have an “order” of preference (indicated by parent)

included as well as the applicable Race code. To add additional codes key on each subsequent

line; a new line will be added each time another code is selected. Click Close.

Federal Code – leave blank; it will be automatically generated.

Home Language – the language the student speaks at home. Enter 08 for English, or select

the appropriate language for the student by clicking the arrow to access the drop-down table

choices.

Native Language – the “Primary Language” defined as the ‘first language the student

learned’. Enter 08 for English, or select the appropriate language for the student by clicking

the arrow to access the drop-down table choices.


Language of Correspondence – the language the student communicates in most often. Enter

08 for English, or select the appropriate language for the student by clicking the arrow to

access the drop-down table choices. Click to select the corresponding “Use Language for

Mailing” box if applicable.

Family/Census Number – leave blank for now; not currently used.

Email Address – this field is for the student’s email address (not the parent) if applicable.

The data is only required if the student will use the Student Access Center in the future

(leave “Use Email for Mailings” box blank).

Notes – this field is for any free text notes the registrar chooses to enter for the student

(optional). Be sure to be professional!

Web Access, Login, and Password – this is only checked if the student will use the Student

Access Center in the future. Leave all three blank for now (uncheck the box).

Click on the “Find Siblings” button at the top of the page.

This will generate a search for any students with a phone number matching the new student

(Family Census number is not used at this time). Key in the new student’s home telephone

number, click search.

IF Sibling Records Exist: Any students that are located in the district with a matching home

phone number will display on a list in the new window. By referring to the data on the

enrollment form you can determine if one of those listed resides in the same household. If so,

click the radio button to the left of the applicable match to select, click “Submit”.

The resulting window allows for selection of data elements to be copied from the sibling’s

existing record. Click on each desired item and then click “Copy”. All selected data will copy


into the enrolling student’s record. Do not select any items that would not apply to the

enrolling student. Similarly, the Emergency Contacts may be different if the siblings are

enrolled at different schools, etc.

Once the data has copied into your new student’s record, continue on with the enrollment

process as shown below to complete the entry of all other necessary data elements and

procedures.

No Sibling Records: If there are no available sibling records located through the “Find

Siblings” search (“Number of records found: 0”), a prompt will be generated; click Submit.

DO NOT CLICK “SAVE”! Click on the “Address and Phone” Tab; enter field data into the

“Physical Address” [left side of the screen] as described below the screen shot.


Apartment – For apartments, the apartment number goes in this field.

Complex – Enter the name of the ‘housing subdivision’ or ‘apartment complex’ (leave blank

for homes not in a subdivision).

House Number – Enter the street number of the house or apartment complex.

Street Prefix – This field is only used when the zoned street name is preceded by “E”, “N”,

“S”, “W”, etc. (leave blank if not applicable).

Street Name – Only the ‘name portion’ of the street goes in the “Street Name” field.

Street Type – The ‘type’ of street (i.e. Road, Drive, Way, etc.) goes in this field (click on the

arrow to select the appropriate/valid code; click OK.

Street Suffix – This field is only used when the zoned street name is followed by “E”, “N”, “S”,

“W”, etc. (leave blank if not applicable).

Development – Leave blank (not used at this time).

Delivery Point – Leave blank.

City – Do NOT key the name of the city at this time.

State – GA

Zip Code – Key the appropriate zip code for the residence address (first field only).

Transport to school – Click to ‘check’ the box if a checkmark is not already present.

Transport from school – Click to ‘check’ the box if a checkmark is not already present.

Click on the “Search Plan Areas” button. This should generate a block of schools zoned for

that address as the example shows below; click OK (the appropriate city for that zip code

should then automatically populate).

If the resulting box contains a message, “No records match the search criteria entered. Enter a new search and click ‘Search’ to try again” this indicates you must carefully recheck your

field data; verify the student’s address is in a Fulton County school zone, and then research

to be sure the street name, number, prefix/suffix if applicable, and zip code has all been


entered correctly. Check in EDULOG through the Parent Portal, “School Locator” link on

the FCBOE web site to compare proper spelling, abbreviations, etc. Adjust accordingly and

then continue to repeat the process [Search Plan Area] until the applicable block of schools

displays. Click OK (if all attempts fail to locate a school list click on the “No Plan Area” to

allow the record to be added and notify your SISS of the suspect address), and then enter the

‘city’.

On the “Mailing Address” side of this screen click to ‘check’ the box at the top if a checkmark is not already present to indicate “Same as physical address” if both match. If the parent has

indicated the student’s mailing address is different from the physical address, the “Same as

physical address” box should be unchecked and you should repeat the process used when

keying the Physical Address form data to add mailing address information.

DO NOT CLICK “SAVE”! Click on the “Phone Type” arrow and select “Home – H” to

indicate the telephone number that should be called to reach the student’s home (it doesn’t

matter if this is a parent cell phone, landline, etc.); click OK. Key the phone number (you do

not need to use dashes or parentheses). The “Listing Status” will default to “Listed”. If the

parent has indicated on the enrollment form that their home telephone number is ‘unlisted’,

click on the arrow to the right and select “U-Unlisted”. If the student has a cell phone

number indicated as well, click on the second line to enter that data in the same fashion. For

data that has copied in from a sibling record and requires no additions or corrections do

nothing more. This is not the place to enter parents’ additional contact phone numbers.

DO NOT CLICK “SAVE PRINT FLAGS determine the letters/notifications/reports sent to

the contact person. There are print flags assigned to the student as well as the individual

parent/guardian. To avoid duplicate letters/notifications/reports being printed for multiple

individuals at the same address, the district office will be removing the parent/guardian

print flags and leaving the students print flags ONLY. If there is a need for an additional

household to have an extra mailing printed, the school will need to check the print flags for

the guardian that would like to receive the extra mailing. To select or unselect all print

flags, click the Select box. You will be notified when the print flags have been removed for

your building. If you have any questions regarding this process please contact your assigned

Student Information Support Specialist (SISS).


DO NOT CLICK “SAVE”! Click on the “Parents/Guardians” Tab; enter field data as

described below the following screen shot.

Note: Only ‘contacts’ living in the same household with the student should be entered here!

The student’s mailing address (as indicated on the “Address/Phone” tab) will automatically

be copied here, and the “Living With” flag will be set.

Note: If the data on this screen was copied in from a “sibling record” skip to the “Building”

Tab portion of this chapter (page 17) to continue. If the parent/guardian data and/or phone

data requires any updating, that will need to be done at a later time on the “Contact Link”

page (or “Contacts” link from the menu) so disregard this tab for now and make a note to go

back and update the data after the record has been saved (refer to Student Demographics

chapter). If no data was copied from a sibling record proceed as indicated below.

Last Name – Key the last name indicated for the parent/guardian on the enrollment form.

Click on the “Search Guardian” button at the bottom of the page to search the district file for

this parent. Parent/Guardians having this same or similar last name will display in a


“Linked Student List” window with selection buttons to the left of each choice. Verify the

entries against the data on the enrollment form.

If a match is found, click on the appropriate button and click OK to bring in all of the data

onto the form. This will generate a ‘prompt’; click NO as you have already entered the

student’s correct physical/residence address (see screen shot below).

Once the data comes into the form, make any necessary corrections based on the data

entered on the enrollment form.

If no valid match is found, click Close (to close a list) or OK (for the “no matches” prompt

window) and continue with data entry as indicated below.

Title – Click on the arrow to select the appropriate code.

First Name, Middle Name (if applicable) – Key the name indicated for the parent/guardian

on the enrollment form. The Generation field is only for “JR”, “SR”, “I”, “II”, “III”, “IV”, “V”

(leave blank if it does not apply); click the arrow to select code. Do not use a period after the

abbreviation.

Home Language – Required for ESL students, optional for all others (the language the

parent speaks at home). Select the appropriate language for the student by clicking the

arrow to access the drop-down table choices.

Language of Correspondence – Required for ESL students, optional for all others. This is the

language the parent communicates in most often (if a language is indicated, click the check

box next to “Use Language for Mailing”).

Email Address – Key the parent’s email address as indicated on enrollment form (leave “Use

Email for Mailing” unchecked).

Education Level – Leave blank.

DO NOT CLICK “SAVE”. Note: If prompted to “Search Plan Area”, click on the ‘Search Plan Area’ button then click on the “No Plan Area” button and move on. Click on “Phone

Type” arrow and select “Home – H” to indicate the telephone number that should be called to

reach the parent/guardian at the student’s home, click OK. Key the phone number (you do

not need to use dashes or parentheses). The “Listing Status” will default to “Listed”. If the

parent has indicated on the enrollment form that their home telephone number is ‘unlisted’,


click on the arrow to the right and select “U-Unlisted”. If this parent has a cell phone

number as well, click on the second line to enter that data in the same fashion. Repeat for

Work, Fax, etc., to enter any additional phone numbers for this parent.

DO NOT CLICK “SAVE”. Repeat this entire sequence for Parent/Guardian 2 on the right-

hand side of the screen (beginning with last name and “Search Guardian”).

Note: If more than two parent/guardians/contacts live in the same household with the

student these will be entered at a later time (“Contacts”). DO NOT CLICK “SAVE”.

Click on the “Building” Tab; enter field data as described below the screen shot.

Building – Your school (default) building.

Track – Leave blank

Calendar – Select “R” (Regular Calendar)

Entry Type – C – Current Year

Entry Code – Click on the arrow to select the appropriate Entry Code from the list (do NOT accept the default “U” code as this is rarely applicable).

Entry Date – The date of the first day of school. NOTE: After the first day of school the date

must be the date the student actually attends for the first time.

The minimum data required to enter a student’s new record has now been completed; click

“Save” if there are no other students to enroll at this time. If additional students are to be

enrolled now, click on the “New Student” button – that will save the current record and

advance you to the screen to begin another enrollment.

If the process generates a prompt as shown below, click OK, and then select “Needs Review”

and the appropriate “Override Reason” (Hardship Code), or – if the address is the issue (did

not find “Plan Area”), select “Validating Address”. Click OK to save the record (follow any

additional prompts received to make necessary corrections until the record will save).


Once you have done the minimal data entry and saved the record, you have multiple options

(quit; schedule student; process additional enrollments; or continue with data entry for

student).

1. If you do not wish to enter other new students at this time and/or you do not wish to continue

entering additional data for this student, click on the “Save” button. Click on any link in the

menu to the left to move on to another task.

2. To schedule the student, click on the Student Center folder, Scheduling folder, Course

Requests. Key course numbers for each course the student will take, or use the link arrow

next to “Course” to select each from the Course Catalog. When complete, click Model to see

how the schedule will look. You can accept or reject to save or make corrections. As an

alternative, you can go directly to the Entry page and use the Quick Search button to add the

specific desired schedule for the student.

Be advised that at some point, all additional information will need to be updated/entered for

the student based on the data on the enrollment form, requirements for various other

departments, and for State reporting (refer to chapters on Student Demographics, Health &

Immunizations, Emergency/Contacts, Special Programs, Activities, Transcript Courses

History [high schools only], and Student Success Plan [if applicable]).

3. If you have additional students to enroll and you want to get them in immediately for the

purpose of scheduling or to verify enrollment counts for the next year, click on the “New

Student” button to save your current record and advance you to the “Duplicate Student

Search” screen to repeat the process for the next new student. Be advised that at some point,

all additional information will need to be updated/entered for the student based on the data

on the enrollment form, requirements for various other departments, and for State reporting

(refer to chapters on Student Demographics, Health & Immunizations, Emergency/Contacts,

Special Programs, Activities, Transcript Courses History [high schools only], and Student

Success Plan [if applicable]).

4. If you wish to enter additional data for the student now click on the “Save” button and follow

these additional steps.

On the next/current screen; click on the “Next” button.


This will advance you to the “Student/Contact Relationship” page. You will see the

parent/guardian data there that you entered during the new student entry process. Click on

the name “link” to open the Contact Detail page for that parent.

The “Contact Type” defaults to “Guardian”. On the bottom half of the screen, click the arrow

(below the tabs) to select the applicable “Relationship” (select a relationship having a

numeric code) in the drop-down table below. You can also “uncheck” any printing options in

the “Print Flags” area at the bottom of the page for items you do not want to print for this

parent/guardian (see screen shot that follows).


After making any additions/corrections to the record, click ‘Save’. This will generate a prompt

indicating that the contact record as it pertains to this student (and any linked siblings) will

be saved; click ‘Yes’.

The record will save and return you to the Contact List page. Click on the second contact (if

applicable) and repeat the process, returning to the Contacts page when complete. Please

refer to the Student Demographics chapter for further explanation of all field data entry

specifications.

Click “Next” to advance to the “Registration Information” page. You should not need to do

anything on this page but verify that all information is correct. Check the “Current Year

Status” at the top of the page to ensure it is “A – Active” and that the school building and

“Override Reason” (if applicable) are correct.

Click on the “Next” button to advance to the “Personal” page. For specific field data entry

instructions, please refer to the Student Demographics chapter.

After data entry is complete click on the “Next” button to advance to the “Emergency” page.

Please refer to the Emergency/Contacts chapter for further explanation of all field data entry

specifications. When all data entry has been completed on this page click “Finish”.

From the menu on the left side of your screen, click on the Student Center folder;

Demographic folder, and then “Additional Student Information” link. On this screen you will

click in the first check box to indicate the student has an Affidavit of Residency form on file

for the current school year, and a place to enter the date on the form using the calendar icon

provided. There are also 3 check boxes to indicate if the student has the completed required

“Georgia Eye, Ear, Dental form” on file with each area completed and signed by the

appropriate medical representative. The “PreK History” field is used to indicate the type of

PK program participation for the student. Click Save.

3) If the Duplicate Student Search locates an existing record that is a match or “near match”

to your search criteria, a list will be generated where a record can be selected and


transferred to your school. Look for “Inactive” status with a “Re-Enroll” link to the right of

the record. Verify the student’s full name, grade level, previous school, etc., to ensure the

correct student is displayed prior to the record transfer. If the correct student is located and

has the Re-enroll link, click on that link to access the record (see screen shot below).

This action will advance the user to an Enrollment History page showing the student’s

tenure in the Fulton County schools.

If the student is RE-ENTERING your school building, click the “Re-Enter Student”

button.

Enter the applicable Entry Date (date student will first attend), and appropriate Enter Code.

If the student is coming FROM ANOTHER building, click the “New” button.


The next window will default to the student’s “prior school” data where it must be updated to

reflect the current enrolling data for the student. The School Year is the ‘current school year’

(the calendar year in which the school year ENDS), the Building will be your school, Track is

blank, Calendar is “R – Regular”, the Grade is the current year grade level (be careful to update this appropriately if the record is old), the “Entry Type” is “C – Current Year”, the

Entry Code must be appropriately selected from the table (click the arrow), the Entry Date is

the student’s first date of attendance. Leave the Withdrawal Code and Withdrawal Date

blank. Enter any pertinent additional information in the “Comments” box. Click Save when

all data is complete.

IF the zoned school is other than your school and a prompt message is generated, click OK,

and note the instructions below.

On the resulting page click on the arrow to change “Override Building of Residence” to “L –

Locked” and click the arrow to add the appropriate “Override Reason” (Hardship Code), or –

if the address is the issue (did not find “Plan Area” or you have not yet corrected to the new

physical address), select “Validating Address” as the Override Reason code. Click OK to save


the record (follow any additional prompts received to make necessary corrections until the

record will save).









The student’s previous record has now been transferred to your school and the student is

enrolled with the minimum required data. Now that the record has been saved, you have

multiple options (quit; schedule student; process additional enrollments/transfers; or

continue with data entry for student). Click on the Student Summary link in the menu on

the left to see the existing data for the student.

Be advised that at some point, all additional data will need to be updated and/or entered for

the student based on the remaining data on the enrollment form, requirements for various

other departments, and for State reporting (refer to chapters on Student Demographics,

Emergency/Contacts, Health & Immunizations, Special Programs, Activities, Transcript

Courses History [high schools only], and Student Success Plan [if applicable]).

3) DISTRICT STUDENT TRANSFERS AND HARDSHIP APPROVALS between school

buildings (After the first day of school)

1) To enroll an inactive student who has been previously enrolled in a Fulton County school and

has an existing district record, from the menu on the left side of the page click on the Student

Center folder. Click the “New Student Entry” link to go to the “Duplicate Student Search”

page. Enter the student’s last name, click on the box to the right to select “Sounds Like” and


click to select the Gender. DO NOT enter the date of birth in the space provided; leave this field blank. Select “Tabbed” or “Scrolling”. Either method of entering a new record is

correct; they just look different. The “Tabbed” method provides “Tabs” in which to enter the

data components for a student, and the “Scrolling” method allows the user to scroll

continuously down the page to enter the data. The choice is up to user preference.

This action will search the district file and attempt to locate students who match the criteria

entered.

When the Duplicate Student Search locates the existing record that is a match or “near

match” to your search criteria, a list will be generated where a record can be selected and

transferred to your school. Look for “Inactive” status with a “Re-Enroll” link to the right of

the record. Verify the student’s full name, grade level, previous school, etc., to ensure the

correct student is displayed prior to the record transfer. If the correct student is located and

has the Re-enroll link, click on that link to access the record.

This action will advance the user to an Enrollment History page showing the student’s

tenure in the Fulton County schools. Click “NEW” (see screen shot below).

The next window will default to the student’s “prior” data where it must be updated to reflect

the current enrolling data for the student. The School Year is the ‘current school year’ (the

calendar year in which the school year ENDS), the Building will be your school, Track is

blank, Calendar is “R – Regular” (“C” – No ADA [Comm Based]), the Grade is the current

year grade level (be careful to update this appropriately if the record is old), the “Entry Type”

is “C – Current Year”, the Entry Code must be appropriately selected from the table (click

the arrow), the Entry Date the student’s first date of attendance. Leave the Withdrawal Code


and Withdrawal Date blank. Enter any pertinent additional information in the “Comments”

box. Click Save when all data is complete. Click Save when all data is complete.

IF the zoned school is other than your school and a prompt message is generated, click OK,

and note the instructions below.

On the resulting page click on the arrow to change “Override Building of Residence” to “L –

Locked” and click the arrow to add the appropriate “Override Reason” (Hardship Code), or –

if the address is the issue (did not find “Plan Area” or you have not yet corrected to the new

physical address), select “Validating Address” as the Override Reason code. Click OK to save

the record (follow any additional prompts received to make necessary corrections until the

record will save).










The student’s previous record has now been transferred to your school and the student is

enrolled with the minimum required data. Now that the record has been saved, you have

multiple options (quit; schedule student; process additional enrollments/transfers; or

continue with data entry for student). Click on the Student Summary link in the menu on

the left to see the existing data for the student.

Be advised that at some point, all additional data will need to be updated and/or entered for

the student based on the remaining data on the enrollment form, requirements for various

other departments, and for State reporting (refer to chapters on Student Demographics,

Emergency/Contacts, Health & Immunizations, Special Programs, Activities, Transcript

Courses History [high schools only], and Student Success Plan [if applicable]).

2) If the “Duplicate Student Search” process produces a list showing your student actively

enrolled at another Fulton County school, you must first contact the current school and

request they “Withdraw” the student so that the record becomes “Inactive” and generates a

“Re-Enroll” link. To transfer an existing record for a student actively enrolled at another

Fulton County school (due to official receipt of hardship approval or notification by a parent

of the student’s change of address/attendance zone, etc.), notify the current school of the

student’s intent to enroll at your school and the applicable date.

Upon notification, the current school must follow the instructions in the Withdrawals section

below to withdraw the student as of their last date of attendance (must be prior to the first

date of attendance of the student at your school). A student cannot be enrolled and

withdrawn on the same date. Once that has been done and the current school has notified

you, you should follow the instructions above to transfer the now ‘inactive’ record off of the

district list using the “re-enroll” process. Reference the steps in “#1” above.

4) WITHDRAWAL (after the first day of school/attendance)

Note: After the first day of school IF the student has attended for one or more days the

student must be WITHDRAWN in eSchool by the sending school and then “re-enrolled” at

the receiving school (see “Withdrawal” section at the end of this chapter).

After the first day of school/attendance, students leaving your building must be withdrawn

from eSchool regardless of where they are going. Prior to processing the withdrawal in


eSchool and sending the student’s record out to the district file please be sure all data entry has been completed for the student. This includes all updated data regarding Discipline,

Medical Alerts, Clinic Visits, Immunizations, Student Notes, Activities, State reporting data,

etc. Using the Quick Search feature, find the student who is withdrawing. Click on the

resulting student link to access the record. Click on the Student Center folder, Demographic

folder, “Entry/Withdrawal” link to advance to the Entry/Withdrawal “list” page.

This page provides a list of historical enrollment for the student in Fulton County schools

with the most current data at the top of the window.

When a student transfers buildings (or leaves the district) a Withdrawal Date and

Withdrawal Code for the active record is entered. A new entry/withdrawal record will then

be created as the student re-enrolls. A student may only ever have one active record (a

record that does not have a withdrawal date or code). The active record determines the

student's current building, grade, and calendar and appears on the top line of the page.

On the top line the current school year link will display to the left. Click on that “School

Year” link on the top line (this should be the current status/school) to advance to the current

year screen.


Enter the appropriate Withdrawal Code and Withdrawal Date. The Withdrawal Date should

be the student’s actual “last date of attendance” at your school. The Withdrawal Code should

be the appropriate State code available in the drop-down table. Enter reason for withdrawal

and/or any additional pertinent information into the Comments box. Click Save. NOTE: If

the student is going on to another Georgia school (outside of Fulton County), there must be a

[hard copy] “Records Request” on file to use a “T” Withdrawal Code.

If the student has courses scheduled, click to select the “DROP SCHEDULE” option (ONLY).

□ Drop – Drops all courses in student’s schedule – you MUST select this option.

□ Preserve – NOT RECOMMENDED; causes skewed data. □ Keep – NOT RECOMMENDED; causes skewed data. □ Once the schedule has been dropped; Click Save.

□ Important! Go to the Student’s schedule to make necessary adjustments.

□ Student Center > Scheduling > Mass Entry

The “Date Dropped” has already defaulted for you but you must adjust the First MP, Last

MP, and Mark Issued By fields accordingly.

First MP – Refers to the first marking period that the student will receive a grade

Last MP – Refers to the last marking period that the student will receive or has received a

grade. This does not refer to the last day that the student was enrolled in the class.


Mark Issued By – This field is used to determine if the teacher will give a grade (which keeps

the student active in the gradebook) or has given a grade that is on the transcript or if a

grade is not going to be issued. The only valid choices are “T” for teacher and “N” for no

grade.

TIPS:

□ If a student has received a final grade that has posted to the transcript, the Mark

Issued By will ALWAYS be “T” once the class is dropped due to a withdrawal.

However, the Last MP may need to be adjusted.

□ If a student has not received a final grade and there is no grade on the transcript, the

Mark Issued By will ALWAYS be “N”.

Please contact your SISS if you are unsure of what needs to be put in any of the fields

5) DROP OUT INFORMATION

The Drop-Out information page is currently available for access in eSchoolPLUS. Those

students identified as drop-outs should be verified and coded accordingly. This page

should be populated in its entirety following the withdrawal process for any student

coded with one of the Department of Education’s Withdrawal “Drop Out” Codes indicated

below. To access the Drop-Out Information page, follow this path:

Student Center>Demographic>Drop Out Information

□ Date of Withdrawal – Enter the same date that was used to withdraw the student.

□ Withdrawal Code – Select one of the DOE withdrawal “drop out” codes listed below

from the drop down menu. This code should have also been used when withdrawing

the student: Click OK

Description Code

Marriage B

Expelled E

Financial Hardship/Job F

Incarcerated/Criminal Justice Authority I

Low Grades/School Failure L

Military M

Adult Education/Post-Secondary O

Pregnant/Parent P

Serious Illness/Accident S

Unknown U

Removed for Lack of Attendance R


□ Grade Level – Select the current grade level of the student from the drop down menu.

Click OK

□ Dropout Withdrawal Reason – Select the appropriate dropout reason from the from

the drop down menu: Click OK

Description Code

Did not feel connected to anyone at the school 12

Did not get along with teachers or students 10

Disciplinary Problems (Suspensions) 11

Failed too many courses/could not keep up 4

Incarceration/Juvenile Detention 13

Mental or Physical illness 8

Missed too many days 5

Description Code

Not interested in classes 6

Problem with Drugs/Alcohol 9

To become a parent 2

To get a job 1

To take care of a family member 3

Victim of Bullying 7

□ Intervention_1, Intervention_2, Intervention_3 – Select each Intervention that was

done for the student in the appropriate drop down menus. The table for all

Intervention codes is as follows: Click OK

Description Code

Behavior Contract 09

Counseling Referral 07

Credit Recovery 10

Graduation Coach Referral 05

Hospital/Homebound Referral 13

Mentor Assigned 04

Modified Schedule 06

Parent Conference 02

SST Referral 14

SSW Referral 01

Testing Remediation 11

Tutoring Provided 03

□ Additional Comments – Any additional comments may be typed into this area.

□ Save – Click Save to keep your entries.

□ Delete – Check the Delete box and click Save if you need to remove the drop out

information that was previously saved.

Documents

ENROLLING AND WITHDRAWING - · PDF fileENROLLING AND WITHDRAWING PRE-REGISTRATION (Prior to summer rollover) ... You may click on the box to the right to select “Sounds Like”