Registration Management

1. Registration Management Module 6

2. Learning Objectives • Standard Provincial System Codes & Procedures • Admission vs. Registration • Managing Student Registration process • FOIPPA requirements

3. Module Terminology • Admitting = Enrolment • Registration • Demographics • Demographic Loop • Pupil Number • Home School or School of Record • Cross-Enrolled School

4. BC Processes • Presenter: Dee Freethy • Operation & Standards Manager, BCeSIS Project • Recording will last approximately 10 minutes • Recording Link: • BCeSIS - Training Materials – Dee Freethy Recording

5. Admission Process Benefits: • Student demographic information is entered only once in BCeSIS • Electronic record follows student as they transfer from school to school • Easy transfer process

6. Demographic Loop Overview

7. Admission Process

8. Restrictive Query • Restrictive query is first step of admission process • Can only admit student if not found in any other district/school • If found, must withdraw from other school or cross-enrol Student can have only one Home School or School of Record

9. FOIPPA Consideration • Restrictive query requires: • Student Legal Last Name • Birth date • Gender • System responds with results that match: • Legal Last Name • Gender • Birth date within 45 days either side of date entered

10. Multiple Matches will provide additional details: • Other Names • Address • Parents • Siblings • Access to this screen is tracked for audit purposes

11. Special Case Student with Restricted Admit Code: • Alert comes up • Contact previous school • Student cannot be admitted until “Restrict Admit” status is overridden

12. Mandatory Fields * Required fields but not bolded

13. PEN Numbers • Personal Education Number (PEN) • Nine-digit number assigned to each student as they enter the BC education system • Cannot be entered in BCeSIS • Is created after a new student is admitted into BCeSIS • Automatic extract sent to the ministry • Shows as State/Ministry # on Basic Student Demographics Screen

14. Registration • Registration required prior to taking attendance • Registration is vital for: • Funding Eligibility • Enrolment Counts • Library and other internal system transfers • Transcripts • Permanent Record Information • Registration date = first date of attendance

15. Registration Options

16. Mass Registration Process • Student must first be verified as participating in learning program • Register students by: • Homeroom • Class • Entire school population (performed centrally)

17. Reverse Registration • Reverse register a registered “No Show” student • Can reverse register 1 student or multiple students

18. Cross-Enrolments

19. Cross-Enrolled Schools • The home school: • Generates report card • The cross-enrolled school can: • View student demographic info • Schedule courses for student • Enter marks/attendance/discipline items • Accept transfer request to change home school

20. No Show/Withdraw/Transfer • No Show = never attended your school • Withdraw = attended but withdrew • Transfer = attended but transferred

21. Withdrawal Process • Must complete withdrawal in old school before being admitted in a new school • Withdrawal must be on or after registration date • Withdrawal date must be a school day • New school takes “ownership” of student record

22. Transfer Process • Transfer process is a documentation tool • Transfers are approved or denied – not automatic • Use Transfer option to request approval before a student withdraws from your school

23. Key Module Messages • Admission vs. Registration • Electronic record follows student • Perform restrictive query to avoid duplicate student records • Three ways to register students • Cross-Enrolments • Access to programs/courses at other district schools • No show/withdrawal/transfer differences • Transfer Process • Documentation tool • Approved or denied • Teams & Groups • Can be set at district and/or school level

24. End of Module 6