"New to District Enrollment Online Instruction Guide"
Enrollment Online Instructions Parent Module WHAT IS ENROLLMENT ONLINE? Enrollment Online allows a parent or guardian of a new-to-district student to electronically begin the enrollment process by completing a seven part application online. Please note, parents/guardians of all new-to-district students must also visit the school the student will be attending in person to complete the final registration steps. This process will include Document Review. The Enrollment Online module will allow the parent to complete the basic student information with the added benefit of copying basic contact information from one form to another when enrolling multiple children. After setting up a user account with a password, the parent can log on at any time to start a new form or complete a form that was previously started. ENROLLMENT ONLINE ACCOUNT REGISTRATION PROCESS A user account must be created in order to access the Enrollment Online website. A valid email account is required in order to establish an Enrollment Online account. To create a user account, click on the Enrollment Online link on the district webpage or enter the following URL: https://hac.nisdtx.org/eo_Parent/User/Login.aspx Once you have clicked on the Enrollment Online link you will be directed to the Online Student Enrollment webpage. The Existing User Login box will display. Use the dropdown option to select a language: Click on the link for Register New Account. Revised: 03/2013 Enrollment Online Parent Instructions Page 1 The Register New Account link will navigate you to the following page. All of the items with a red asterisk (*) are required fields and must be completed in order to submit the Register New Account form. This form requires the user to create a Login ID and a password. Once all fields are entered click on the button. Clicking on the button will take you back to the prior page and login box. After submitting the Register New Account information, the Online Registration home page will appear. You will also receive an email indicating that you have registered for the Online enrollment account and it will include your login ID and password. You can refer to this email in the future if you forget your login information. The Online Registration Homepage allows you to complete the Enrollment forms for each new student that you wish to register. The Revised: 03/2013 page header indicates that applications can have two different status Page 2 Enrollment Online Parent Instructions types: ONLINE REGISTRATION HOME PAGE The Online Registration Homepage allows you to complete the Enrollment forms for each new student that you wish to register. The page header indicates that applications can have two different status types: * Submitted - the form (application) has been submitted and the school can now review it. You can review it but you are not able to make changes. * Saved - the information has been saved but has not been submitted to the school. You can still make changes to the form. The form will not be acted on by the school until you choose the Submit option at the bottom of the form. Click on the New Application button, select the appropriate application and then the Go button to complete the form for the child you wish to register. To add a form (application) for another student, click on the New Application button. You will have the option to copy information, such as address and phone, from the student you select to the new form by selecting the "Copy basic information from" option. ENROLLMENT ONLINE FORM The Enrollment Online Student Registration Form will display. Notice that the form has several sections and you can Show All Sections or Hide All Sections by clicking the appropriate link. This will open or collapse the different sections. Click on the + sign on each section to open only one section at a time. Important: You must click the button when you have a completed the entire form for the information to be saved. There will be a Submit button at the end of the entire form. If you have to exit the application before completing it, you must fill in information in all of the fields with the red asterisk before the form can be saved. In each section all of the items with a red asterisk (*) are required fields and must be completed in order to save that section of the form. Other fields are either optional or not being used by the district at this time. Revised: 03/2013 Enrollment Online Parent Instructions Page 3 TOOL-TIPS There are tips for completing the information in each field call Tool-Tips. These appear by simply hovering or holding the cursor in place over the specific field. In the example shown above, the user hovered the cursor above the field for First Name and the Tool-Tip "The student's legal first name as it appears on the birth certificate." appeared. You can view the tool-tips as many times as needed by just moving the cursor and then moving it back to hover over the field again. It is important to read the Tool-Tips for instructions on how to enter the data. Also, there are some fields that are displayed that are not being used by the district at this time. FORM SECTIONS Fields and information from the different sections of the form will be explained below. STUDENT INFORMATION TAB In this section you will enter demographic information about the student you are registering. School Year: Select the school year for which you are enrolling your student. The current year is displayed on the left and the next school year is on the right. Entry Date: The day your child will begin attending class. This date can be adjusted by the campus if the entry date is after the first day of school. Grade: Use the drop down to select the grade your child will be entering in the school year you are registering for (current or next year). First Name: Enter the student's full legal first name as it appears on the birth certificate. Middle Name: Enter the student's full legal middle name as it appears on the birth certificate. Last Name: Enter the student's full legal last name as it appears on the birth certificate. Generation: Use the drop down to select a generation if appropriate: Jr., III, IV, etc. Leave blank if generation is not part of legal name. Nickname: Optional Gender: Click the radio button beside male or female. Birth Date: Click the calendar to select the birth date of the student as indicated on the birth certificate. You may also enter the date: mm/dd/yyyy. Revised: 03/2013 Enrollment Online Parent Instructions Page 4 Social Security Number: Enter the student's social security number without hyphens: 123456789 and not 123-45-6789. Please see the registrar if an ID # other than the Social Security # is used. Hispanic/Latino Ethnicity: This field, along with the Race field, is required by the United States Department of Education. Please choose Yes or No for this field. Is the student of Hispanic/Latino ethnicity? If they are a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race, they are of Hispanic/Latino ethnicity. Please refer to the required Ethnicity/Race form for more information. Race: Select at least one race. Multiple races may be selected. Hold down the control key and click all races that apply. This must match the Race/Ethnicity form. ADDRESS AND PHONE -STUDENT The Address and Phone section is for the Student address and phone. Parent information will be entered in the Contact Information section. Please enter or verify the address information that has defaulted into the form from the account registration process. If the student mailing or physical address differs from the information that is listed on the screen then please enter the correct information. If the Mailing Address is different than the Physical Address, for example a PO Box, then uncheck the box "Same as Physical Address" and enter the information as PO Box 123 (with no periods) in the Street Name field. Please add the student phone number. The Phone Type should indicate Primary (preferred # and can be land-line or cell), Alt 1, 2, etc. The celltext option is for Guardians only and is for text messages only. CONTACT INFORMATION Contact information should be entered for the Parents, Guardians, and other contacts. Please note: If you wish to make someone other than a parent or legal guardian a Guardian for educational purposes, you must complete a Power of Attorney and have it notarized. Please see your campus or the Documents section of the EO application if you need this form. Please remember this form MUST be signed in front of a notary. Important: In order to save the form and enter multiple contacts, you must complete all required fields (*) before saving the form. Then you will be able to return to the Contact section to add the additional contacts. You must save the form after each contact. Revised: 03/2013 Enrollment Online Parent Instructions Page 5 Click Save after each contact to begin entering a new contact. More than one person is usually entered as a contact. The person enrolling the student should be listed first, followed by additional parent or legal guardian, then other contacts you authorize to pick up your student in case of emergency or illness. (Photo ID is required for anyone picking up a student.) If the contact's physical address is the same as the student's physical address click the box. If not, enter the address information. Click on the Add Phone link to add phone numbers for the contact. Phone numbers are necessary for at least the Parents/Guardians. The Phone Type should indicate Primary (preferred #), Alt 1, 2, etc. The celltext option is for Guardians only and should be entered if you wish to receive text messages from the district. Please remember to click the button when you have entered information for one contact in order to enter information for another contact. ADDITIONAL INFORMATION SECTION Please answer/complete the questions listed using the dropdown options. These questions must be answered to SAVE the form. A nurse may contact you based upon answers to the health-related questions. ADDITIONAL QUESTIONS There are additional questions which are important for enrolling your student in Northwest ISD. Please answer each question/request and make note that some questions require a virtual signature (TYPE YOUR NAME IN THE BOX) or additional information instead of a YES/NO answer. DOCUMENTS COMPLETING THE PROCESS This area contains forms you may download, complete, and take with you to Document Review or the campus will have copies on hand for you to complete. Completion of the Home Language, Student Residency, and Race/Ethnicity, and Allergy forms are required by the State of Texas. The Student Residency (homeless) questionairre and Restriction of Information form are there if you need or wish to complete them. The Verification of Receipt and Signature Page are for your review and you will indicate your agreement within the application. There is also a Power of Attorney in this section if you need it. Please remember that form must signed in front of a notary. You can leave the application incomplete and return to it at a future time if you need to. In order to save the form, all required fields must have information entered in them. Required fields are marked with (*). You may have several applications in various stages of completion. You may continue to make changes until you submit the form and the status indicates "Submitted". Revised: 03/2013 Enrollment Online Parent Instructions Page 6 When you have completed and saved the application, you will need to click the "I Agree " box. This is an electronic signature indicating you agree to the following statement: By checking "I agree" you have provided an electronic signature and indicated that you agree to the following statement: "I affirm that I am a resident of the Northwest ISD and all above information is true and correct. I further understand that a child must be enrolled by and reside with the child's parent, guardian or other person with legal control under court order (TEC 25.002). I understand that presenting false information or records for identification is a criminal offense under Penal Code 37.10 and under TEC Code 25.001 (h). If required Identifying Documents are not provided the district is obligated to contact the police department and/or the Missing Children's Clearing House. (Please see Northwest ISD Policy FD (LEGAL, LOCAL, or Administrative Regulations) for complete admission requirements.) After checking "I Agree " the Print and Submit buttons will become active. You may print or save a copy of the form for your records. You must click the Submit button to officially submit your registration form to the district. The registrar from the your campus will review the information. This process can take 5-10 business days to complete due to the volume of submitted online registrations. (Please note that campuses are closed during parts of June and July and no registrar will be on duty to accept applications during this time.) Once the review process is complete, an email will be sent to the email address you provided. The email will state that the enrollment documents submitted for your student are in PENDING status and the campus will need to review the Required Documents (Student's Birth Certificate and Social Security Card, Proof of Residence in Northwest ISD, Immunization Records, and Parent/Guardian Driver's License/Photo ID) or DENIED and the reason for denial (wrong campus, not age-appropriate for grade level, etc.). If an application is denied and you have received an email stating such, you will be able to edit that application and re-submit. After you have submitted a student's application form, you can copy the basic common data into a new form for another student that you are COPYING AN enrolling or into a new form for the same student (for example, if errors EXISTING APPLICATION FORM were made in the original form). Simply click on the New Application button to begin the Pupil Registration Form for the next student. Revised: 03/2013 Enrollment Online Parent Instructions Page 7 You will have the option to begin an entirely new application or to create an application in which you copy the basic demographic information from an existing application with the option to select which application should be copied. LOGGING OUT OF ONLINE ENROLLMENT When you have completed the application process you should log out of the Online Enrollment page. In the upper right-hand corner of the screen you will see the option to update your profile information, including changing your password, and the link to logout. Click the Logout link and then close the web browser. Revised: 03/2013 Enrollment Online Parent Instructions Page 8
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