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MyEducation BC – Lesson # 3

Registering Students / Updating Student Information / Withdrawing a Student

Restrictive Query for Student

For this lesson you will not be able to run a restrictive query or enroll a sibling because the data in the training

database is not “real”. Register a “new” student following the steps in the wizard as outlined below.

The first step when registering a student is to see if they are already in MyEd. From the Student top-tab select the Options menu then Registration – Register Student.

This will start the student registration wizard.

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Enter ONLY the legal last name, gender and birthdate (same as a restrictive query in BCeSIS) and click Next.

If a student with the same surname and gender and a birthdate within 45 days was found in another MyEd

school you will see a list like the one shown below. If the correct student is in the list, select the student and

click OK.

If a similar student is not found, or if you click the Cancel button, you will see the screen to register a student

new to MyEd (step 2 of the Registration Wizard).

Registration of a new

family member is

discussed later in this

lesson.

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Fields marked with a red asterisk are required. Enter all the student information you have.

Phone numbers should be entered in this format: 250-123-1234.

You MUST select the Calendar for each student. The ONLY choice is Standard (if you type this in you must us a capital S).

Click Next.

Click the Address Tab to enter address information.

Note: During the 2014-2015 transition the

student may have been in a school using

BCeSIS. The basic information on all

BCeSIS students has been copied into

MyEd, so you should find the student in

MyEd. It is important to communicate

with the previous school as they also need

to withdraw the student from BCeSIS.

Otherwise the student will be registered in

both systems and everyone will be

confused. If you have problems with this,

contact the IT Help Desk.

When entering addresses it is important

to follow the Canada Post conventions -

otherwise two addresses that should be

the same (i.e. for siblings) may not match

because of slight differences.

Some common errors are:

Using Road, Street or Avenue

instead of Rd, St or Ave

Not putting a space in the middle

of the postal code

Enter City (space) Prov (space) PostalCode (no

commas, periods etc)

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Street Address dialog box:

Enter the address and click Validate to check it is correct

City Prov PC dialog box:

Enter the City (space) Prov (space) and PC and click Validate

If you see this warning:

the address was entered incorrectly. Re-enter the address.

By clicking the … on the left of the magnifying

glass you will be taken to BC Address

Components dialog boxes where you can also

enter address information (shown below)

RR Number / PO Box dialog box:

Enter the RR Number / PO Box and click OK

PO BOX must be in all caps

Click OK and then click Next.

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Step 3 of the Wizard – calculate the Year of Graduation for the student (YOG).

Enter the Year of Graduation (based on the chart below). Grade Level will populate automatically. Enter the

Date (date of admission), Code (where from) and Reason (why attending). Click on the magnifying glass for a list

of choices available. Click Next when finished.

These are the YOGs for the current year:

Date shortcuts:

Today = T

Tomorrow = T+1

Yesterday = T-1

Next week = W+1

Last week = W-1

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Step 4 of the Wizard – Click Finish to register the student.

This will take you to the Demographics sub-top-tab. Enter all the information you have for the student.

Contact information can be added at the bottom of the screen. Click the Add button to add a new contact.

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Adding a new contact – on the General Tab:

Enter all the information you have regarding the contact. If the contact is a parent/guarding the Parental Auth

or Guardian box should be checked.

On the Address Tab:

Enter address information as you did for a student. Click OK when finished.

You will now return to the main student screen.

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Addresses sub-top-tab :

If the mailing address was not entered in the registration wizard it can be entered later. There is also a field to

select the document used to provide proof of residence.

Indicates a

shared

address – a

parent or

sibling

Click Save when done

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Alerts sub-top-tab:

To enter a new alert click the Add button in either the Legal, Medical or Other section:

There are three types of alerts – Legal, Medical and Other:

You can click on the icon to learn more information about what the alert means for that student.

Alert Icon Category Meaning

Medical Alert

Information about a student’s medical condition- this icon indicates a life threatening situation.

Legal Alert Information about certain legal situations that is supported by documentation.

Other Alert - Cross-Enrollment

Alert Indicates that a student is taking classes or receiving services at more than one school.

Other Alert - Health Alert Information about a general health situation.

Other Alert - General Information

Alert

There is general information about this student that doesn’t fit into another category. This does not refer to conduct issues.

Other Alert - Family Alert

Information about a family situation that is NOT legal.

IEP

Student has an Individual Education Plan on file. Please go to the Student List and select the Documents side tab to view IEP.

Learning Disability

Learning disability has been identified but may or may not have an IEP.

Daily Absence alerts Indicate that a student has been marked absent for all or part of a day.

You will also see this alert in the breadcrumb. This alert is very useful in High Schools to quickly locate a student:

Quick Status Alerts This can be used to quickly view where a student currently is in the school, based on their schedule.

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Create a Family Alert:

In the Other category click on Add

Alert now appears on the alerts list. Click Save to save the record.

Enter a sequence number – the alerts are listed

in sequence – you determine the sequence

Enter the alert information such as: Father picks

up on Friday

Select the type of alert (choose Family for this

lesson)

Click OK

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Citizenship sub-top-tab:

Citizenship and language information should be entered here based on the information provided about the

student.

Programs sub-top-tab:

To add a program code, such as Early French Immersion, ABED or Core French, click the Add button.

This information is

for International

students

Click Save

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Click the magnifying glass to see a list of program codes.

Click on the Description Field heading then search using CTRL+F to find the “71” codes and click OK.

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You’ll see this list after searching. Select the code and click OK.

When selecting the magnifying glass next to Program School, a long list will appear. To quickly find your school,

click on the Description header to sort the field, then press Ctrl+F, and type the name of your school.

CTRL + F

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Select your school and click OK.

Start date must be entered.

Click OK then Save on the main screen.

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Permissions sub-top-tab:

Permissions include:

Will parents accept email? (default Yes)

Can student information or photos be released (default Yes)

Can the student walk home (default No)

Has an Internet access form been submitted (default Yes)

Has a field trip permission form been submitted (no default)

There is also a memo field for any school-specific permission information. Click Save when finished.

Language & Culture sub-top-tab:

Enter language information and Aboriginal Ancestry as provided to you.

Click Save when done

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Enter Parent/Guardian/Emergency Contacts Information

Select the Contacts side tab, then select the menu item Options – Add

On the General sub-top-tab:

Parents or guardians should have the Parental Auth box checked.

All contacts that are to be notified in case of emergency should have the Type set to Emergency.

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On the Addresses sub-top-tab

Enter the address information for the contact and click Save when done.

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Registering a sibling of a present student

When registering a student that has a sibling at the school, check the New Family Member box in the first step

of the registration wizard.

By entering the last name and home phone number you can Search for the sibling already registered. This will

automatically assign the same address and contact information for the two students.

Siblings are shown in MyEd as a form of contact called Related Students. The relationships are shown in the

Contacts side-tab, Related Students sub-side-tab.

Updating Student Information

From the Student top tab, find the student you wish to update using the method most comfortable for you.

Once you find the student click on their name:

We will not be completing a sibling

registration in this lesson.

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You now see the Demographics tab for that student. The breadcrumb tells you where you are.

Update the students’ information as required and click Save when finished.

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Withdraw a student

From the Student top tab, in the student list, check the box beside the student.

From the Options menu, choose Registration – Withdraw Student

Enter the date of withdrawal. This is the last day of attendance or the last day marked absent. If a

request was received from another school, use the day before the first day of attendance at the new school.

Choose a code and reason that describe the withdrawal

Choose Withdrawn for the status

Check the box Disable related user account ONLY IF THE STUDENT IS MOVING OUT OF THE DISTRICT

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Always check the box to Create former school association. This will allow access to the student for the rest of the school year to make any needed changes to marks or other historical records.

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Apply your knowledge

Register a new student

Update student demographics

Enter Parent/Guardian information

Enter Alerts (Medical, Legal and Other)

Enter a Program Code (ABED)

Withdraw a student

Detailed instructions for registering students can be found here:

http://www.follettsoftware.com/_files/fsc/pt_external/Aspen/_QRG/registering%20students_qrg.pdf