This article explains how to manually add a new student in the system and complete each required tab, including demographics, parental information, enrollment, program compliance, state assessments, and student services. These steps ensure accurate student records for special education, Section 504, bilingual/ESL, RTI, compliance reporting, and district documentation.
Manually adding a student requires that you first attach to the correct campus.
Step 1: Attach to the Correct Campus
- Hover over the district name in the top blue navigation bar.
- Scroll down and hover over the district name in the submenu.
- Select the appropriate campus where the student will be added.
Step 2: Open the Add New Student Page
- Select Students from the second blue navigation bar.
- Click Add a New Student.
Step 3: Search for Existing Record
- Enter at least a few characters of the student’s last name.
- Click Add Student.
Step 4: Enter the Student ID
- Enter the New Student ID.
- Click Add Student.
Step 5: Complete Tabs
After saving the student ID, the system organizes student data into six tabs:
- Demographics
- Parental Information
- Enrollment
- Program Compliance
- State Assessments
- Student Services
Click a tab below to review required fields and options.
Demographics Tab
Use the “Demographics” tab to enter required student identification and language information. Required fields are highlighted. Noneditable fields appear in gray.
Complete the Following Fields
- Primary Language
- Home Language
- English Learner (EL) Status
Document Password
Enter a Document Password for secure document access.
- Share the password with the parent or guardian via phone or separate communication.
- Do not send the password in the same email as encrypted documents.
Additional Required Sections
- Enter or verify Race.
- In the "At Risk" section, click the ellipsis (…) and select applicable statements.
- Enter the Mailing Address.
- Select Residence Type.
- If "Residential Facility" is selected for a special education student, the system automatically calculates the "Instructional Arrangement (81–89)" based on the "Instructional Schedule."
- Click Save to retain changes.
- Click Student List to return to the "Edit/List Students” page.
Parental Info Tab
Use the “Parental Info” tab to link or create parent or guardian records.
Link an Existing Parent
- Enter at least three letters of the parent’s last name.
- Select the correct parent from the dropdown.
Add a New Parent
- Click Add Parent.
- Complete required fields.
- Click Save.
Enrollment Tab
Use the “Enrollment” tab to define campus placement, grade level, and program access.
Campus and Grade Fields
- Home Campus
- Next Home Campus
- Current Campus
- Next Current Campus
- Current Grade
- Next Grade
Program Access
Select applicable programs:
| Program | Function |
|---|---|
| Special Education | Displays student in SE Manager, SE IEP Goals, and SE FIE |
| Section 504 | Displays student in SE 504 |
| Bilingual/ESL | Displays student in ELLA |
| RtI | Displays student in the RTI module |
Click Save.
Staff Assignments
Assign staff using the dropdown fields:
- Case Manager
- Transition Coordinator
- Special Education Teacher
- Speech Therapy Provider
Click Save after assigning staff.
Click Delete to remove the student record (Administrator role required).
Program Compliance Tab
The “Program Compliance” tab manages status and compliance data for:
- Special Education
- Bilingual/ESL
- Gifted and Talented
- Section 504
- RTI
- Dyslexia
- Medicaid
Program statuses determine whether forms can be added, edited, locked, or viewed.
Special Education Status
When first entering a student, select an appropriate status such as:
- Referral
- Transferred
Some statuses update automatically when forms are locked or during rollover.
Bilingual/ESL Status
To edit forms in ELLA, the student must have "Active" status. Students with inactive statuses may view or print forms but cannot edit them.
Section 504 Status
Forms are editable when status is:
- Active
- Referral
Status updates automatically when evaluation forms are locked based on committee decisions.
RTI Status
Forms are editable only when the student’s RTI status is "Active."
Additional Compliance Fields
- Select Parent Permission Code for bilingual/EL students.
- Select Dyslexia Risk Code and Dyslexia Services Code when applicable.
- Click Save after making changes.
State Assessments Tab
The “State Assessments” tab displays imported or manually entered assessment data.
Sections include:
- State Assessments
- End-of-Course (EOC) Assessments
- TELPAS
If scores were not imported:
- Click Add New Record.
- Enter assessment details.
- Click Save.
Manual entry is typically used for transfer students whose scores were not included in district imports.
Click Delete to remove manually entered records.
Student Services Tab
The “Student Services” tab provides a snapshot of services and accommodations from:
- Locked IEP Meetings
- Section 504 Plans
- ELL Plans
- RTI Tier forms
Click Print to generate a copy of current services and accommodations.