AIM Student Attendance System

1. AIM Student Attendance System AIM 2013 Highlights 2013-2014 • Increased Annual Registration Fee $40 • Reconciling fees and payments • Update student before you enroll student

2. AIM Student Attendance System Data Integrity

3. Site Registrar Accurate Data Input Ensures Accurate Reporting • District Reporting/Billing • Student Permanent Record/Transcripts/Subpoenas • TOPS/Accountability

4. Protect Permanent Records • Do not share your password with anyone! You are responsible for the information you enter, change and/or delete in the AIM system. Logging is turned on at all times. • If you think your password has been compromised contact the IT Department immediately. • Safeguard: • Your Password • Student Identity

5. How do we protect student identity? • Limit access to information • Restrict access to file locations – lock when necessary • Restrict access to Site Registrar desk areas – lock when necessary • Restrict access to AIM student system – LOG OFF What about Social Security Numbers? • MetroEd wants Student Social Security Numbers collected and entered in AIM. • Do ask the student to volunteer their Social Security Number. • Do record in AIM the student Social Security Number for ALL program areas. • Do protect all student information – if you print it– SHRED IT when you are done.

6. AIM Student Attendance System Student

7. Step 1 – student • Verify Student Registration form is complete. • MAEP Student registration forms are multi-purpose, collecting vital data for District Reporting, Student Registration information, ERATE and TOPS Entry form data. All fields are important. Do not highlight select areas on the student registration form. All employees who assist students with registration are responsible for collecting accurate, legible and complete forms. • Many students do not realize that we have more than one school within our district. Students may consider themselves as new students because they have not attended classes at your center. • ALL STUDENTS ARE VISIABLE TO ALL PROVIDERS. • Search for ALL incoming students. Submit duplicates using the online AIM Student Duplicate/Update form.

8. Look for duplicates • Duplicates usually have many of the same demographics: Name, Date of Birth, etc. Hi! My name is Bud Joe Zachariah Jr. Wow! My name is Bud Joe Zachariah Jr. Look when you enroll Search before you add look when you process Attendance Search before you check in signature sheets

9. AIM – [student] Click on the Student Button to Access AIM Student. Click on the Binoculars (Find) or (Ctrl + F) to begin your search.

10. Student search Click on the column header to change “search by” criteria. The selected header will be highlighted in yellow. You can search by Name, ID, Birthday, CalWorks, Social Security Number, High School ID, CSIS or Alternate ID. The Alternate ID is currently not in use. The best search criteria is by name. Type a few letters of the student’s last name followed by an asterisk * a comma and then a few letters of the first name. For example: Will return:

11. Student found • Click on correct student record to select and press enter or click the OK button. • Student not found – Add new student

12. Step 2 - Update student record • The Site Registrar who intakes the student must update the record. • The previous status is not removed – it is updated. • You must update all student information on Demographics 1 and 2 for all new and returning students. Student Name Address Status

13. Student Demographics 1 Student Demographics 1

14. District Registrar updates Do not make changes to the student record that will require modifying the student history. Submit requests for changes using the online AIM Student Duplicate/Update form. The following procedure can be used for a student who is still actively enrolled.  Archived records may not be modified. • NAME and/or DATE OF BIRTH CORRECTION OR UPDATE • Student completes a new registration form to change name. • Site Registrar submits request for change using the online AIM Student Duplicate/Update form. • SOCIAL SECURITY NUMBER CORRECTION OR UPDATE • Site Registrar may add Social Security number to blank fields when updating a previous student or adding a new student. • Contact District Registrar for procedures when an existing Social Security Number requires a change.

15. Begin updates: Demographics 1 screen Update: Address, telephone numbers, non required fields, unrestricted and blank fields. The student registration form follows the screen pattern. Use the Tab key on your keyboard to move from field to field. Use Shift + Tab to move backwards. Field Names in RED are required to complete the student record. SAVE your changes.

16. Update Provider code • The Provider Code identifies which provider a student is enrolled with as well as which transcript will print from the student’s permanent record. The field is located on the Demographics 1 screen in the lower left portion of the screen. • It is possible for a student to be enrolled in classes with two different providers. When this occurs the Provider selected is determined by the importance of reporting. • Example: MAEP Adult High School Diploma takes precedence over CCOC Evening tuition classes because the Provider Code will determine the MAEP diploma requirements used on the transcript and grad check. • Example: CCOC Day concurrent student takes precedence over MAEP concurrent student due to grade and credit reporting to the home high school. • Contact the District Registrar if you need help determining which provider to select.

17. Adult grad year • The “Adult Grad Yr” and “Grad Date” fields are located below the Provider Code on the Student Demographics 1 screen and are used by MAEP in their Adult High School Program only. The dates are set after the student is determined to be a MAEP graduate. These fields link the permanent transcript requirements for the school year. These requirements affect the permanent transcript department summary. • The “Grad Date” is always the graduation ceremony date, even if the student completes all requirements earlier in the school year. • Please contact the District Registrar if you suspect a student’s record contains incorrect data. MAEP USE ONLY MAEP USE ONLY

18. Update student type • To Update Student Type from Concurrent to Adult use the Enrollment History button located on the Student Registration screen to determine the status change date. • For students without concurrent attendance in the current school year their new Adult status should be made effective July 1, 2013. Enter June 30, 2013 as the student Status Effective date (Concurrent status END date) when updating the student type. SAVE. • For students with concurrent attendance in the current school year their new Adult status should be made effective the first day the student is eligible for adult attendance this school year. (Example: Date of TABE or ESL test) SAVE.

19. Other student status Other Student Status is used by all Providers to either allow or suppress the annual registration fee and/or class fees depending on the student’s type and program. Adult or Concurrent. All District Site Registrars must update the Other Student Status before enrolling the student in any class section. Review Procedures for Veterans Initiative on next slide NEW! February 21, 2012

20. Veterans Initiative Identifying Veterans Initiative Students in AIM Enroll or Update Student Type to Adult status Select the corresponding Veteran Initiative Partner under Other Student Status on Student Demo 1 screen. (This selection will suppress all fees and will identify the students for special reporting purposes.) Identify the student as Veteran on Student Demo 2 screen.

21. Continue Update other student status To Update Other Student Status use the Enrollment History button located on the Student Registration screen to determine the status change date. For students without attendance in the current school year their new status should be made effective July 1, 2013. Enter June 30, 2013 as the Status Effective date (END date) when updating Other Student Status. SAVE. For students with attendance in the current school year their new status should be made effective the first day the student is eligible for the new status this school year. SAVE. Be sure to set the status change dates for all demographic changes when this dialog box appears.

22. Update Concurrent student information • Enter Home High School Name for all new concurrent students or update if student has changed schools. • Enter a grade level for all new concurrent students. AIM will auto fill the “HS Grad Yr field.” • Enter the student’s HS ID number. • Enter the student’s Emergency contact information. SAVE.

23. Demographics 2 screen • Introduced in 2009-2010, Site Registrars will continue to enter Demographic 2 ERATE required fields for all students in order for MetroED to qualify for ERATE Technology discounted services. • The following Demographic 2 Screen fields are required: • Annual Household Income • Family Size • NOTE: There is no field in AIM to enter Family Name, but it must be on registration form to qualify for ERATE.

24. Continue updates: demographics 2 screen To Update Demographics 2 fields use the Enrollment History button located on the Student Registration screen to determine the status change date. For students without attendance in the current school year their new status should be made effective July 1, 2013. Enter June 30, 2013 as the Status Effective date (END date) when updating the Demographics 2 fields. SAVE. For students with attendance in the current school year their new status should be made effective the first day the student is eligible for the new status this school year. SAVE. Update Program Applicable Fields

25. Update economic special needs

26. Step 3 – Registration Verify or Change Provider Fiscal Year, Term and Provider Click on AIM status bar at the bottom of the screen to access Fiscal Year and Term dialog box

27. Verify Section details before you enroll Click on the Course Button to Access Section Details. Click on the Binoculars (Find) or (Ctrl + F) to begin your search.

28. Aim – [course] • Click on the Course button and use the binoculars to search for course number, then click on the Sections List tab. Select section from list and click on Sections Details tab. • OR • Click on the Course button, then click on the Sections Detail tab. Search for section and then select and enter to open.

29. Section details screen Verify section details: section number, term, fees, start and end dates. NOTE: Corrections are not retroactive. Report necessary changes to your Office Manager. Do not enroll students until the changes have been made. Your Office Manager may have a request form for you to use.

30. Annual Registration Fee $40 • All adult students are required to pay the Student Annual Registration fee one time each school/fiscal year. Including: • Returning students from previous school year to a new class • Continuing students from previous school year same class • Students enrolled in multiple class sections • Students enrolled in one class section • Students enrolled at the beginning or end of a term/fiscal year or only attends for a few weeks • Students who were exempt as concurrently enrolled but their status changes to adult – student owes the fee for the fiscal year they change to adult status

31. Reconcile all Fees/Payments • Job Corps – No Fee Adult other status • Mark Job Corps students as No Fee Adult under other status • This will suppress the fees and keep students from showing outstanding balances. Accounting will bill Job Corps for class and annual registration fees. Checks do not need to be entered into AIM as they are billed and received in lump sum. However, it is imperative that students are identified correctly as Job Corps on Demographics 2 screen with the correct status effective date before students are enrolled in class sections. • CalWorks – Although CalWorks is billed for their students the payments must still be entered into AIM for each student as they are billed and received individually. • Reconcile All Fees/Payments • Verify that the payments match the fees • Please contact the District Registrar for assistance if you are having any difficulty reconciling the fees/payment screen.

32. Aim Index Guide Last Name, First Name, Middle Initial, Generation Unit Unit Unit Unit 1 2 3 4 Use CAPS LOCK when entering name and address.

33. Aim Index Guide continued [rules]

34. Aim index guide continued [name] Keep Spaces and Apostrophes Remove Hyphens and Periods Student name exceeds character spaces allowed in Name field Enter Last name, then first name until there is no space remaining. Do not change name or use nickname. Instead create a Critical Note on the student’s comment tab. Use the insert key or click on New to Date/Time stamp the comment. Check the Critical Note box. Type the student’s full name. Save.

35. Aim index guide continued [address] Post Office Box – Enter number first, then PO Box Example: 7865 PO BOX Remove periods Use United States Postal Service Abbreviations

36. Student comment tab Click on the Student Comments tab. ALWAYS use Insert/New to display user id/date/time stamp, before you enter your comment. DO NOT REMOVE ANOTHER USER’S COMMENTS! Check the Critical Note box and a flashing Note! button will appear near the students name on all Student tabs. Click on the button to jump to the Comments tab.