ITSCubed SchoolMAX

DRAFT

APS SchoolMAX

APS

Overview/

Navigation

Guide

October 2007

Version 2.2

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This manual is designed to assist the APS School District with the following:

Understanding overview of SchoolMAX structure

o Census foundation and Easy access to student information

o i-CUE

o i-Gradebook

o ReportMAX

Logging into SchoolMAX.

Navigating throughout the system

Understanding key terminology

Entering and submitting data

Inquiring, adding, changing or deleting a record

Changing your password

Logging out

In addition, a special section of helpful tips is included for individuals who need to access

information, but do not typically enter data.

INTRODUCTION

SchoolMAX will help you efficiently and effectively enter and maintain all necessary attendance,

scheduling, grading, discipline, health, special education, and other information for all of your current

students. This is easily accomplished with minimal data entry through an Internet site and a simple

click of the mouse.

Part 1 of this document will give the user an understanding of the structure of SchoolMAX. Also

discussed are i-CUE, i-GRADEBOOK and ReportMAX.

Also, this document includes the basics of logging in, correctly logging off the system as well as

how to maintain passwords. Key SchoolMAX terminology and navigation through the system are

also discussed.

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PART 1: SCHOOLMAX OVERVIEW

The basis of the SchoolMAX database is the CENSUS module. The following drawing depicts the

relationships between the dwelling, the families, and the family members. Because SchoolMAX is a

district wide system, data will be entered one time into the system.

DWELLINGS

The dwelling file contains all the physical addresses within the APS school boundaries. This file is

maintained centrally and cannot be changed at the school level. Each physical address has been

assigned a dwelling number. Multiple families may reside in one dwelling, and not all dwellings

will have families.

Dwelling

CE005

FAMILY—Heads of Household CE010

Family Member

CE220 Family Member

CE220

Family Member

CE220

ST208/ST210

ST208/ST210

ST208/ST210

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FAMILIES

A family is defined as one or multiple head of households that reside in a dwelling. These are

normally the mother and father but can also be other relationships that have been defined by the

district (i.e. grandmother, aunt, guardian). Each family is entered into SchoolMAX only once.

When the family is created it is assigned a FAMILY NUMBER by the system. Multiple family

members may be attached to each family.

FAMILY MEMBERS

A family member is a child that is attached to one or more families. Each family member is entered

into the system only once. At the time of entry, the member is assigned a MEMBER ID by the

system. This number will also be known as the “student ID”. Once a student is assigned a state ID

then the number will be changed automatically by the district office. The student ID will remain

with the student throughout their school years. Family members may or may not be enrolled in a

school at APS. This allows for the system to store data for pre-k and/or students who have

graduated or have transferred out of APS.

ENROLLMENT RECORD

Once a student has been entered into SchoolMAX he or she may be enrolled in a school.

SchoolMAX not only provides end users access to a broad array of both summary and detail student

data but also places this data at the secured user's fingertips. A variety of methods are provided

within SchoolMAX to locate a student. Once a student is located, a user may browse the student's

information in detail without the need for new search indexes or keyboard entry. SchoolMAX also

provides this functionality through a one-stop, single screen look at a comprehensive set of student

information (ST009). By selecting a student from a drop-down list, you can view the following

information regarding that student:

Personal data, including address, date of birth, home phone number, and other

pertinent demographic information

Census/family data, including parent names and phones numbers, emergency contact

information

Enrollment, including school, homeroom, teacher, grade level, and counselor

Scheduling, including today's schedule or full schedule

Attendance history

Discipline history

Grade history

Test scores

Transcript information, including class rank and GPA

Other information as defined by the district

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PART 2: SCHOOLMAX, i-CUE, i-GRADEBOOK and REPORTING

The SchoolMAX database contains all of the data pertaining to student information. There are

several different methods of entering data into SchoolMAX:

SchoolMAX screens. All data that needs to be collected can be entered through entry

screens in the system. These screens are grouped into data modules within the software and

are described in detail in the SchoolMAX training manuals for each module.

i-CUE. These screens are accessible to the teachers and are used to enter attendance and

grade information. i-CUE also allows the teacher to view certain data for the students in

their classes.

i-GRADEBOOK. I-GRADEBOOK is an online gradebook that is available for teachers to

track assignments and enter grades for their students. If i-GRADEBOOK is used then the

teacher will submit the grades directly to SchoolMAX for progress reports and report cards.

In SchoolMAX there are three different ways to print reports:

1. Point-and-Click reports can be found throughout SchoolMAX . They are the easiest reports

for the user to run, requiring only filling out parameters and clicking the PRINT REPORT

button. These reports will be discussed further in PART 2 of this manual.

Benefits:

Ease of use

Predefined reports

2. The Report Ordering module is the most complex way to print reports in SchoolMAX . It

requires an understanding of how the module works, filling out sort, filter and parameter

screens, and then requesting the report. The basics of this module will be discussed further

in PART 3 of this manual.

Benefits:

Complete set of reports

Greatest flexibility, with user controlled sorting and filtering

Reports can be set up in advance for later use

Reports can be copied from user to user OR school to school.

Reports can be locked.

3. The third way to print reports from SchoolMAX is by using the ReportMAX® software.

This is a separate program that has been included with the SchoolMAX software to enable

users to easily run reports. These reports will be discussed further in PART 3 of this

manual.

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Benefits:

Easy to use

Predefined reports

Can preview report on your computer screen

Can print report to your local printer

Can control printer formatting and printer preferences

APS can develop new reports using ReportMAX®

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PART 3: LOGGING IN TO SchoolMAX

―Log in Screen‖

This screen allows the user to login to SchoolMAX . To reach the SchoolMAX login screen please

follow these instructions.

URL for APS intranet: intranet.APS.edu From locations outside APS (i.e. home) or more

directly, theURL is ionline.aps.edu.

The front page of the APS intranet looks like this:

Click on the door to enter the list of logons set up by APS.

After clicking on the door you will be shown a list of logins that have been set up by APS.

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Select the link to SchoolMAX in the left column. This will take you to the Logon to SchoolMAX

button.

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Please be patient – you must wait for the menu tree to completely load on the left side of the screen

before attempting to logon.

You will be provided with a unique User ID (Operator #) and password that will enable you to log in.

Then, complete the following:

Enter your “District:” number.

Enter your “Operator:” number.

Enter your “Password:”.

Note: Passwords are case sensitive.

Please check your CAPS LOCK.

Using your mouse, click the [Log in] button only once.

If you entered the wrong “District:” number, “Operator:” number, “Password:” or any incorrect

combination of these items, the following message appears as shown below.

If you receive the message illustrated above, please check that you have entered the correct information

and that the <Caps Lock> key is off, if your password does not contain any capital letters.

Note: Your login information should NEVER be shared with another user!

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PART 4: SchoolMAX MENU Tree

When you first logged in, you saw the window indicating that the SchoolMAX Menu Tree was

loading. Once the Menu Tree has finished loading, the options illustrated below on the left-hand side of

the screen appear.

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You may collapse the Menu Tree by clicking the [SchoolMAX Menu Tree] button as shown below in

the toolbar. Click the button again to re-display the Menu Tree.

You may also hide the tool bar at the top by clicking your mouse on the picture to the right of the

MAXIMUS logo.

NOTE: Hiding the Menu Tree and the tool bar area will allow the work area to cover the entire screen

and the “SUBMIT” button will be visible in the lower right corner.

To retrieve the tool bar you must hover your mouse at the top of the blue bar (below the URL line) until

your pointer becomes a “hand icon”. Click with your mouse and the tool bar will be restored.

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PART 5: TOOLBAR OPTIONS

Using The Calendar

If you wish to view a calendar, click the [SchoolMAX Calendar] button, as shown below.

After doing so, the calendar for the current month will display, and today‟s date will be highlighted in

red, as shown below. You may view the calendar for a previous or an upcoming month by clicking the

appropriate arrow key. When you are finished, close the window by clicking the [X] button.

Using The Calculator

If you wish to view a calculator, click the [SchoolMAX Calculator] button, as shown below.

After doing so, a calculator will display, as shown below. When you are finished, close the window by

clicking the [X] button.

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Printing

If you wish to print any screen within the system to your local printer, click the [Print This Page]

button, as shown below. After clicking the [Print This Page] button, the Windows “Print” screen will

display. Make your selections and click the [Print] button to print the screen, or click the [Cancel]

button to cancel the print request.

Opening Multiple Windows

If you wish to open a second (third, etc.) window, click the [Open Secondary Windows] button, as

shown below. Another window displays, with the same active screen as the screen you are currently

viewing. Each open window may be used independently. You may open as many windows as the

memory in your computer will support.

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PART 6: SchoolMAX MAIN MENU

The ―SchoolMAX Main Menu‖

Most users, once logged in, will see the “SchoolMAX Main Menu” screen displayed, as shown

below. Each link allows you to access a different SchoolMAX module.

Shortcut Box (NEXT SCREEN):

From this field, you can enter the „Screen Name‟ of a screen to proceed directly to that screen. For

example, if you enter „CE220‟ and press the <Enter> key or click the [Submit] button, you will be

directed to the “Family Member” screen.

Note: Screen names are discussed on page 15.

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Navigating To SchoolMAX Modules Using Links

Once you have logged in, you can navigate to various modules within the system by using the links,

such as the one shown below. Click the Census link as shown below, and the following “Census”

Menu screen (CE001) displays.

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The “Period Attendance” screen shown below displays after clicking the Period Attendance link on

the “SchoolMAX Main Menu” screen.

Scrolling over a button or a screen description, using the mouse, displays the screen identifier

in the hover text, such as the one shown above for the (AT240) screen.

The entire line (blue square and description) is a link to the appropriate screen.

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PART 7: KEY TERMINOLOGY

SCREEN NAMES

Each screen has a screen name and a screen description/title. In the example shown below, (CE415)

is the “Screen Name” and “Name Search - Head(s) of Household” is the screen description. Screen

names may be found on the screen within the brackets (< >), as shown below. All screen names have

a combination of two letters and three numbers. The letters indicate the module/application that you

are working in (e.g., CE for Census, ST for Student, SC for Scheduling, AT for Attendance), and the

numbers indicate what you can do on the screen.

All SchoolMAX Module Main Menus will end in 001, thus (CE001) is the “Census” Menu,

(SC001) is the “Scheduling” Menu, and so on.

Tip: If the screen is a 200 level screen, such as (CE220), it is a screen on which an authorized user

will “do” (inquire/add/change/delete) something. If the screen is a 400 level screen, such as

(CE415), it is a screen on which an authorized user will “view” (inquire only) something.

Just remember: 2 to do, 4 to view!

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KEY FIELDS

Key fields contain information needed to process SchoolMAX transactions. Information must be

entered in ALL key fields in order to inquire on, change, or delete an existing record, or to add a new

record.

EXCEPTION: When adding a new family <CE010>, leave the FAMILY # field blank and the system

will assign a family number. Also, when adding a new family member <CE220> without an existing

state ID number, leave the ID NUMBER field blank and the system will assign a temporary ID number

which will be used until a state ID number is assigned.

Key fields may be found in the upper left-hand corner of a screen. Key fields appear in upper-case

green capital letters.

REQUIRED FIELDS

Required fields appear in lower-case green letters. All required fields must have data entered into them

in order to add a new record, or change an existing record.

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MAINTENANCE BOX

The maintenance box governs the functions that you perform on a screen; however, it does not appear

on all screens. To use the maintenance box, click the up and down arrows within the box until you find

the function/action you wish to perform. Then, click your choice to highlight it, and press the <Enter>

key or click the [Submit] button (not shown) to transmit the information to the database.

Please be sure to select the appropriate action in the Maintenance Box before you press the <Enter>

key or click the [Submit] button (not shown). Otherwise, all changes made to the screen may be lost.

Note: You may have access to a screen but not be able to perform all actions within the

maintenance box. This is a security issue and should be reported to your District Security

Administrator if you require access to perform a certain function, and currently are not

able to do so.

Maintenance box options include the following:

„Inq‟ Allows you to “Inquire” on an existing record.

„Chg‟ Allows you to “Change” an existing record.

„Add‟ Allows you to “Add” a new record.

„Del‟ Allows you to “Delete” an existing record.

„First‟ Searches for the “First” record in the database.

„Next‟ Brings up the “Next” sequential record in the database.

„Last‟ Brings up the “Last” record in the database.

„Back‟ Takes you “Back” one sequential record at a time.

Note: First, Next, Last, and Back will not be available on all screens with a maintenance box.

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Inquiring On An Existing Record

For screens that contain a maintenance box, perform the following steps to inquire on an existing record.

1. For this example, enter a value into the “FAMILY #” field, as shown above.

2. Click „Inq‟ in the maintenance box and press the <Enter> key or click the [Submit] button.

3. If a record exists for the family, it will display.

4. Use steps 1 through 3 to inquire on a record on any screen containing a maintenance box.

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Adding A New Record

For screens that contain a maintenance box, perform the following steps to add a new record.

1. If a record is displayed, enter „clear‟ in the “Next Screen” field and press the <Enter> key or

click the [Submit] button.

2. Enter values into all applicable fields for the new record. In this example, the following fields

MUST contain data to add a new record: “ID NUMBER”, “SQ”, “Contact Name” and “Contact

Type”.

3. Highlight „Add‟ in the maintenance box and press the <Enter> key or click the [Submit] button.

4. Check the status line at the bottom of the screen for the „Record Added‟ message.

5. Use steps 1 through 4 to add a record on any screen containing a maintenance box.

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Changing An Existing Record

For screens that contain a maintenance box, perform the following steps to change an existing record.

1. Perform the Inquiring On An Existing Record procedure discussed on page 16.

2. Make the required changes in the appropriate fields.

3. Highlight „Chg‟ in the maintenance box and press the <Enter> key or click the [Submit] button.

4. Check the status line at the bottom of the screen for the „Record Changed‟ message.

5. Use steps 1 through 4 to change a record on any screen containing a maintenance box.

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Deleting An Existing Record

1. Perform the Inquiring On An Existing Record procedure discussed on page 16.

2. Highlight „Del‟ in the maintenance box and press the <Enter> key or click the [Submit] button.

After doing so, the screen refreshes with blank fields.

3. Check the status line at the bottom of the screen for the „Record Deleted‟ message.

4. Use steps 1 through 3 to delete a record on any screen containing a maintenance box.

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The A/C/D Feature

When the “A/C/D” column appears on any screen, you may do the following:

Enter an „A‟ to “Add” a new record.

Enter a „C‟ to “Change” an existing record.

Enter a „D‟ to “Delete” an existing record.

After entering the appropriate letter in the A/C/D box and adding or changing information in

various fields as needed, press <ENTER> or [Submit] to transmit the information to the

database.

The maintenance box and the “A/C/D” column both appear on the screen shown below. In this case,

the maintenance box controls what happens to all information above the bold line, and the “A/C/D”

column governs the information below that line.

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SEARCH BOXES

A search box allows the user to search for a student or staff member by name. All SchoolMAX®

screens that require a student or staff ID will also include a search box. To search for a student by last

name it is required that you enter at least 2 characters of the student‟s last name. In cases where you

have many students with the same last name it is recommended that you enter the entire last name, a

comma, a space, and the first letter of the first name.

OR for students with common last names:

The search will return a drop down list:

Highlight the correct student and press <Enter> or [Submit] (not shown).

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PART 8: NAVIGATION Navigation With The Keyboard

Several keys used for navigation in SchoolMAX operate differently because you are in a Windows

operating environment. Please make note of the following uses for the keys listed below.

Enter Key The <Enter> key DOES NOT move the cursor down a line, as it would in a word

processing software program. Press the <Enter> key to process (transmit) information

on a screen. Most of the time, <Enter> and [Submit] perform the same function.

Arrow Keys The arrow keys do not move the cursor up, down, right, or left on the screen; however,

the right and left arrows will move the cursor right or left within a field.

Home The <Home> key will move the cursor to the beginning of a field.

End The <End> key will move the cursor to the end of a field.

Tab The <Tab> key will move the cursor from one field to another field (from top to bottom

and from left to right) on the screen.

Shift/Tab The <Shift> and <Tab> keys used at the same time will move the cursor backwards

from one field to another field.

Backspace The <Backspace> key will delete characters to the left of the cursor position.

Delete The <Delete> key will delete characters to the right of the cursor position.

Navigation With The Mouse

On any screen, you can navigate to a field by positioning the cursor in the target field with your mouse,

and clicking the left mouse button.

Navigation With Links

Links are located at the top of many of the screens. These are “shortcuts” which will save you time as

you navigate throughout the system. For example, clicking the Menu link (as shown below) will return

you to the menu of the SchoolMAX module in which you are currently working. All other links will

take you to the screen indicated. The Prev Screen link will take you to the last work screen.

NOTE: The Prev Screen link does NOT work like a “back button” in Windows. It will only return

you to the last screen you accessed. So if you pressed the Prev Screen link, returned to a screen, then

pressed the Prev Screen link again, it will toggle back and forth between the last two screens accessed.

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Using Data Fields

Data fields contain information needed to process SchoolMAX transactions. In order to add a new

record or process an update to an existing record, enter data in all relevant fields. Examples of data

fields are shown below.

On most screens, blank data fields must have information entered into them in order for the system to

process a transaction or record a default value. Some data fields will be automatically populated with

default values. In most cases, these values should be checked for accuracy and changed as necessary.

Documentation for specific modules will provide additional information about default values on screens

related to that module.

In addition to entering data into blank data fields, data may be entered into the system by using the

following:

Check-boxes

Drop-down list boxes

Radio buttons

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Using Check-Boxes

Check-boxes are used in SchoolMAX to indicate that particular information does apply. After you

click a check-box with your mouse, a check-mark appears in the check-box, indicating that the item is

selected.

In the example below, the check-mark in the [Unlisted] check-box indicates that the “Home Phone”

number is unlisted (i.e. [Unlisted] does apply). On the other hand, since the [Do not release Fam

Inform’n] check-box is NOT checked, then that does not apply.

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Using Drop-Down List Boxes

After clicking the drop-down arrow associated with a field, a drop-down list box displays. From that list

box, you can make a selection from the list of possible entries. In the example below, the “Mar Status”

field drop-down list box contains the possible options which might apply. To select a status, click it

using your mouse. After you release the mouse button, the drop-down list box will close, and the

selected marital status will appear in the field.

Using Radio Buttons

Radio buttons are used in SchoolMAX to make a particular selection from a list of choices. To do so,

you will click the radio button with your mouse. After doing so, a circle will appear inside the button,

indicating that the item has been selected.

In the example below, the circle indicates that the [Absent] radio button has been selected as the status

to be applied when taking attendance for multiple students/dates.

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Using ―Drill-Down‖ Arrows

Clicking on a “drill-down” arrow will allow you to “drill-down” to the maintenance or inquiry screen

behind the actual screen you are currently viewing. For example, click the drill-down arrow in the

“Contact” section of the “Student Information” screen (ST009). Doing so takes you to the “Student

Contact Records” screen (ST415) shown at the bottom of this page. Remember that the ability to use

drill down arrows may be regulated by your security settings – if you cannot drill down to a screen that

you need in order to do your job, report this to your principal.

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Submitting Data Into The System

Data may be entered into the system by use of the navigation techniques discussed on the previous

pages. Most information is entered by keying data into a blank data field, or by use of a combination of

check-boxes, drop-down list boxes, and radio buttons.

If the respective action is highlighted in the maintenance box, or an „A‟, „C‟, or „D‟ is entered into the

appropriate field, press the <Enter> key or click the [Submit] button (not shown) to transmit data to the

database.

Other examples of data submission/action buttons include the [Attnd OK] and [Perfect Attnd] buttons

on screen <AT231> shown below.

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PART 9: CHANGING YOUR PASSWORD

Once you have logged in, you may change your password at any time. From any screen, type „PASS‟

(this is not case sensitive) in the “Next Screen” field, and press the <Enter> key or click the [Submit]

button (not shown).

After doing so, the following screen appears

You should now enter the appropriate information in the following fields:

Enter your “Old Password”

Enter your “New Password”

Enter your new password again in the “Re-enter New Password” field

Then, press the <Enter> key or click the [Submit] button (not shown).

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NOTES about passwords:

1) As per APS policy, the system will ask you to change your password every 365 days. The new

password cannot contain more than three of the same characters as the old password.

2) DO NOT SHARE PASSWORDS. The system tracks user activity.

3) If your password has been compromised, change it immediately. You can change your password

as often as necessary, but not more than once in a single day.

4) A password MUST contain at least six characters (it can contain more than six), a password

MUST start with a letter, a password MUST contain at least one numeric character (it may have

more than one number), and PASSWORDS ARE CASE SENSITIVE Please check your

CAPS LOCK!! This is the most common error when a user experiences an unsuccessful login.

5) If you receive an error message that says you have exceeded the number of allowable attempts to

access the system, you must contact the APS Help Desk to reset your password. If you forget

your password, call the APS Help Desk to reset your password to a generic password. After you

log in with the generic password, you should IMMEDIATELY change your password to one

only known to you.

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PART 10: LOGGING OFF SchoolMAX

There are several methods which may be used to log off of SchoolMAX . These methods include the

following:

Click the Log Off link from the “SchoolMAX Main Menu” screen as shown above.

Enter „bye‟ in the “Next Screen” field.

To log off the system, you may enter „bye‟ (not case sensitive) in the “Next Screen” field on any

screen. Then, press the <Enter> key or click the [Submit] button (not shown).

Select „Log Off‟ from the “Next Screen” field drop-down list box.

To log off of the system from any screen, click „Log Off‟ in the drop-down list box. Then, press

the <Enter> key or click the [Submit] button (not shown).

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PART 11: ―I only need to look up information – other people do the data entry!‖

ADMINISTRATOR TIPS

STUDENT DATA AT A GLANCE

―Student Information‖ (ST009)

Use this screen to view a summary of a student‟s data in one location. This screen is commonly used by

school administrators.

NOTE: This screen is also commonly known as “the Blue Boy” screen.

To access this screen you may select the option from the STUDENT MENU (ST001), enter ST009 in

the Next Screen box on any screen OR click on the “blue boy” at the top of the SchoolMAX® MAIN

MENU.

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ID NUMBER/SEARCH BOX fields

Enter the student ID number OR search for the student (see “Search Boxes” on page 21), then

press <Enter> or [Submit]. This will display the student‟s current data.

SCHEDULE radio buttons

Select either Today‟s Schedule OR Full Schedule. This determines what schedule is displayed

in the schedule box at the bottom right side of the screen.

STUDENT DATA Display boxes

The student‟s current information will be shown in each of these display areas:

Personal Information. This includes the student‟s census information, such as address,

phones numbers, etc.

Family Information. This includes the family‟s census information, such as Head of

Household name(s), mailing address, phones numbers, etc.

Attendance Information. This includes the student‟s attendance data. It will show the date,

the Absence or Tardy code, and the period(s) of the day.

School. This includes the student‟s current school, enrolled grade, and if applicable: the

homeroom, teacher, counselor and/or house.

Contact. This shows all Contacts for the student, including Emergency Contacts.

Schedule. This will display either the student‟s schedule for TODAY or the student‟s entire

schedule, depending on the radio button selected in .

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DRILL DOWN Button

To view the detail of the data, click on the button to the left of the box. This will take you to

the screen where the data was originally entered. Remember that access to many screens is

controlled by your security settings, so not all people will have access to all screens.

MORE STUDENT INFORMATION Button

To see more data display areas (Discipline, Grades, Tests, and Transcripts), click on this button.

(See example below). If a section does not contain data that you know should be there, then your

access to that information is likely restricted by security settings.

PRINTABLE VERSION Link

To print a report that contains all of the information in the display boxes, click on this link.

This will allow you to print the report on your local printer.

Clicking on the MORE STUDENT INFORMATION button described in above the following

will take you to the second page of the student information screen. This will display the student‟s

current discipline data, grades, basic test scores, transcript information and standard test scores.

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CURRENT ENROLLMENT

―School Grade Table‖ (SY211)

Use this screen to view your school enrollment by date. This screen is commonly used by school

administrators.

NOTE: The date can be changed to view enrollment counts from another day or year.

DATE Field.

The current date will display when you first access this screen. You may change the date to

view enrollments from another date (you may even change the year). After changing the date,

press <Enter> or click [Submit] to view the new enrollment counts.

ENROLLMENT COUNTS Display.

The enrollment counts for the date selected will display, broken down by gender and enrollment

grade. A total by enrollment grade is also displayed.

ENROLLMENT TOTALS Display.

A total broken down by gender will display at the bottom of the screen. A TOTAL enrollment

count will display in RED.

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NOTE: The screen below shows school 590 enrollment count for 10/03/2006. This will allow the

administrator to compare enrollment counts on the same date for two different years. Also note that

it is necessary to change the SCH YR to the appropriate school year for the information you want to

find.

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STUDENT ENROLLMENT HISTORY

―Student Enrollment by District‖ (ST410)

Use this screen to view a student‟s enrollment history in the district. This screen is commonly used by

school administrators and front office school personnel.

SCH YR Field.

The current Sch Yr will display when you first access this screen. You may remove the year to

view a student‟s entire enrollment history within the district. See example below.

ID NUMBER/SEARCH Fields.

Enter the student‟s ID NUMBER or search for the student (see “Search Boxes” on page 21),

press <enter> or click [Submit] to display the student‟s enrollment history.

ENROLLMENT DATA Display.

The following information will be displayed for each enrollment:

Begin Date of enrollment

School number where the student was enrolled

Enrollment grade for this enrollment

Last Location code that was entered on this enrollment

Res Distr/Aid Code - not used at APS.

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End Date/End Status display if the student has withdrawn and this enrollment record

has ended.

STATE EXC box will be marked if this enrollment is excluded from state reporting.

TO DISTR – not used at APS

W/R – not used at APS

DRILL DOWN Button.

Click this button to go to the Student Enrollment record screen (ST208 or ST210).

If the Sch Yr date is removed from the above example then the screen will display all years that the

student has been enrolled in APS. In the following, George Breazeale was enrolled at school 400

during school year 2007. His enrollment began on 8/14/2006 and ended on 06/08/2007. He was in

the 8th grade. George is currently enrolled (year 2008) in school 500 as a 9

th grader.

―Student Enrollment by District‖ (ST408)

Use this screen to view a student‟s enrollment history in one school. This screen is commonly used by

school administrators and front office school personnel.

NOTE: This screen displays the same information as ST410 (see above for descriptions).