Irvine Unified School
District
FAQ's for School Offices
Online
Pre-Enrollment
- How are student ID #'s assigned?
- How is the data transferred into Aeries ?
- What types of student enrollments can use the system?
- What happens if someone only partially completes the online pre-enrollment process?
- Is there a way for the parent to confirm what data was submitted?
- Are there portions of the enrollment process that are still paper-based? If so, how might that work?
- Does the online system require a separate process for each student?
- Can school offices use the online system to enter new enrollees who submit their data on paper?
- How is a school notified that someone has completed the online pre-enrollment process for that school?
- How will the enrollment process change at the school?
- How will we encourage parents to use the online pre-enrollment process?
- What is the parent instructed to do upon completion of the on-line pre-enrollment process?
- How is immunization data handled?
- What if after submitting data, the student is not enrolled anywhere?
- How do we handle students who are enrolling in the spring for grades 1-12, but for the following school year?
1. How are student ID #'s assigned?
Permanent ID's are generated by the system when an online pre-enrollment is completed. This permanent ID will be automatically transferred to the Aeries student database. The status will be entered as "Inactive" showing a W in the status tag field or a V if they are enrolling in Spring for the following school year. Issuance of a permanent ID number is for data control purposes only. Final acceptance as an enrollee in a given school is still controlled by that school office.
2. How does the data get into Eagle?
The pre-enrollment data submitted online is initially stored in a database separate from Aeries. The data is then moved from the 'off-to-the-side' database to the Aeries student database of the school via a procedure in Information Systems.
3. What types of student enrollments can use the system?
The system is designed solely for students new to IUSD. The system cannot be used for transfers from one IUSD school to another, nor for editing the Aeries data on existing students.
4. What happens if someone only partially completes the on-line process?
If they never reach the final page of the online process, no record in Aeries will ever be created.
For those who do reach the final page and submit the record, all "required" fields will have been completed. Other "desired" fields may be empty.
5. Is there a way for the parent to confirm what data was submitted?
After completing the online pre-enrollment process, the instructions ask the parent to print a confirmation receipt that is displayed in the browser. Alternately, the parent may review the data submitted at a later time by logging into the system with their password and the ID number issued at the beginning of the process. However, once the data is submitted on the last page of the online process, it can be changed only by the school making a change in the Aeries student system.
6. Are there portions of the enrollment process that are still paper-based? If so, how might that work?
Paper forms, such as specialized health conditions or medications for the student, may still be required by the school.
7. Does the online system
require a separate process for each student?
Yes. Even for
family siblings, a separate online process must be conducted. We hope to have a siblings option in the future.
8. Can school offices use the on-line system to
enter data for new enrollees who submit their data on paper?
Yes, but as an alternative, it is quicker to have a computer
available for parents to input their own data. IUSD discourages paper-based enrollment.
9. How is a school notified that someone has completed the online pre-enrollment process for that school?
10. How will the enrollment process change at the school?
The last page of the online pre-enrollment process asks the parent to print a copy of the data submitted (confirmation receipt) and to contact the school during normal business days and hours.
Once the parent arrives at the school, the school procedure will follow steps similar to the paper-based procedure. Residence verification will take place at that time, immunization dates are verified, and additional forms will be issued if residence is verified. (The only difference between the paper-based process and the online process is that the data is entered into Aeries by the parents rather than by school personnel, and the two-page data form will not be given to the parent if they display a copy of the confirmation receipt from the online pre-enrollment process.)
When the student is transferred into the school's Aeries student database, the status is shown as Inactive. Review. The activation process begins here.
11. How will we alert parents to use the online pre-enrollment process?
Let parents know that we expect them to use the online process, both as a convenience to them and as a means of reducing the clerical load at the school. We appreciate their help. Many schools will provide access to a computer at the school for parents who do not otherwise have access to the Internet, or direct them to a local library. As a last resort, paper-based forms can be completed and used for data entry.
12. What is the parent instructed to do upon completion of the online pre-enrollment process?
Parents are instructed to print out two sets of the confirmation receipt, one set to keep for themselves and one set to take to the school in which they wish to enroll.
Parents are instructed to contact the school letting them know they have completed the online process and to inquire as to the appropriate next steps.
Addresses and telephone numbers of the neighborhood school are displayed on the confirmation page printout for parent convenience.
13. How is immunization data handled?
Immunization data is entered as part of the online pre-enrollment process. Immunization dates will appear on the Confirmation Receipt, and must be verified by the school against original documents from the family physician or health agency.
The state still requires the Blue Immunization Card. However, once the student data is in Aeries, the Blue Immunization Card can be printed on the school's laser printer, then signed and dated by the staff member who printed and verified the immunization dates. Please be sure you are using form "PM 286 (1/02)", found on the lower right corner of the immunization card. Suggested margin settings are left: -60; top: -60 (contact Debbie Blakemore for help).
14. What if, after submitting data, the student, for whatever reason, is not enrolled in any IUSD school?
The school whose Aeries database the information resides should delete the inactive record. For assistance, please contact operations@iusd.org.
15. How do we handle students who are enrolling in the spring for grades 1-12, but for the following school year?
If a student is in the system in the current year and is intending to start the following school year:
- Students enrolling for the following school year are coded as a V. Once the information has been verified, please change the tag to an asterisk "*" .
- Student coded in the Tag field with an "*" will be activated during the roll over and will be advanced one grade.
- You may wish to print out a list of those with a "W" or "V" prior to rollover (July), so you know who still needs to have their records verified.
- If the student code in the Tag field remains as the "W" or "V", the student will be lost during the rollover. You must change these to an "*" and make sure their grade level will be correct after being advanced by one grade during the rollover.
Text on the web page will notify parents in grades 1-12 who are pre-enrolling for the following school year to wait until early in March of each school year. Online data entry will not be available for the following year until that time.
Revised July 23, 2009