SECTION 1 ENROLLMENTS - midlandisd.net 1 – ENROLLMENTS ... 1.22 Affidavit to Verify Address ... enrolled with our district during a particular time can result in loss of funding

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IMS Reference Guide 2017-2018

SECTION 1 – ENROLLMENTS 1.01 Data & Documentation Requirements ................................................................................S1-1

1.02 Enrollment Cards .................................................................................................................S1-3

1.03 Social Security Cards ............................................................................................................S1-5

1.04 Home Language Survey........................................................................................................S1-6

1.05 Immunization Records .........................................................................................................S1-7

1.06 Military Connected Student Form .......................................................................................S1-7

1.07 Directory Release Form ........................................................................................................S1-8

1.08 Parent and Student Handbook Acknowledgement Form ....................................................S1-13

1.09 Spanish Report Cards (Elementary Only) .............................................................................S1-14

1.10 Student Records ...................................................................................................................S1-14

1.11 Permanent Record Cumulative (PRC) Folder .......................................................................S1-15

1.12 Enrolling Students Before the Move-To-Grade Reporting ..................................................S1-18

1.13 Enrolling Student After the Move-To-Grade Reporting.......................................................S1-22

1.14 Students New to MISD .........................................................................................................S1-22

1.15 Enrolling Current Year No-Show Students ...........................................................................S1-28

1.16 Enrolling Potential No-Show Students .................................................................................S1-29

1.17 Enrolling Students Who Do Not Meet the Two-Four Hour Eligibility Rule ..........................S1-30

1.18 Student Legal Name Guidelines ...........................................................................................S1-31

1.19 Deleting a Duplicate Student ID Number ............................................................................S1-32

1.20 Student Addresses ...............................................................................................................S1-33

1.21 Transfers ..............................................................................................................................S1-36

1.22 Affidavit to Verify Address ...................................................................................................S1-39

1.23 Videotaping and Audiotaping of Students ...........................................................................S1-41

1.01 DATA & DOCUMENTATION REQUIREMENTS Listed below are the steps you need to follow when you enroll a student into a MISD school, regardless of whether or not the student is a new or returning student. The information is in compliance with both local and state policies. The District may require evidence that a person is eligible to attend one of our campuses within the district. When enrolling a child, the parent/guardian or of age student must provide the required documents listed below. If the child meets eligibility as a Homeless student, please refer the parent/guardian to the Student Services Department for alternative documentation. NOTE:

We cannot deny enrollment of a student due to lack of documentation. However, once the student is enrolled, you must make every effort to secure the student’s records from the previous school or from the parent.

You may not ask about the citizenship or immigration status of the student or his or her parent/guardian when establishing the residency and age requirements for enrollment.

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Verification of Residency: Verify that the student and/or either parent/guardian is a resident of the district and lives in the campus attendance zone. A parent or guardian who is unable to verify an address when they register at a campus must visit the Office of Student Services for an Affidavit of Student Admission Information. Identification that includes a photograph is required. Do not record an address in iTCCS without one of the following documents, or request an affidavit to verify an address, where applicable. Identification that includes a photograph is required. A copy of the document used to verify residency must be uploaded in iTCCS using the Documents button on WST1106. Acceptable Proof of Residence Includes: A completed least to rent a house or apartment. This is an official document, not a handwritten

letter or a rent receipt. A contract to purchase or build a house (closing documents), or A utility bill for gas, electricity, or water that displays the service address on the utility bill. Cable

bill, cell phone bill, other mail, or a copy of a payment is not acceptable for proof of residency. NOTE: If the student does not live in your attendance zone and does not have an approved transfer form from the Office of Student Services, you must direct him/her to the designated campus of residency. Verification of Age and Identification: According to the Student Attendance Accounting Handbook, a parent or other person with legal control of a student under a court order who is enrolling the student has up to 30 days from the date of enrollment to provide proof of the student's identity. The following documents are acceptable for proof of identification: For new enrollees age 11 and older: 1. Birth Certificate (A copy of the birth certificate must be placed in the PRC) 2. Driver’s License 3. Passport 4. School ID card, records, or report card 5. Military ID 6. Hospital Birth record 7. Adoption records 8. Church baptismal record or 9. Statement of child’s date of birth issued for school admission purposes by the division of the Texas Department of State Health Services responsible for vital statistics. 10. Any other legal document that establishes identity If a child is enrolled under a name other than the name that appears in the identifying documents, your district must notify the Missing Children and Missing Persons Information Clearinghouse at (800) 346-3243. If the student’s records have not been received within 30 days of a request, making this

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comparison impossible, your district must notify the municipal police department or sheriff’s department of the county for a determination of whether the child has been reported as missing. For new enrollees under age 11 enrolling in school for the first time: For a student who is under 11 years of age and is enrolling in your school for the first time, per the Texas Code of Criminal Procedure, Article 63.019, certain additional requirements related to documentation of identity and age apply. Your school must notify the person enrolling the student that the person has up to 30 days from enrollment, or up to 90 days from enrollment for a child not born in the United States, to provide a certified copy of the child's birth certificate. If the person is unable to produce a certified copy of the birth certificate, the person must produce, within the same time period, other acceptable proof of the child's identity and age (see list from preceding paragraph under new enrollees age 11 and older) and a signed note explaining why the person was unable to produce a certified copy of the birth certificate. As a district, we prefer to have a certified copy of the birth certificate, but we also realize that there could be cases where this is just not possible. The IMS Department has created the form, "Statement of Inability to Provide Certified Copy of Birth Certificate" to assist campuses with the requirement for a signed statement indicating the reason that a certified copy of the birth certificate could not be produced. This form is available on the IMS Department's website at the following link http://www.midlandisd.net/Page/16121. If the required documentation is not provided within 30 days of the request (90 days for students who were born outside the United States), then the school shall notify the appropriate law enforcement agency for a determination of whether the child has been reported as missing. Absence of Parent or Guardian: The absence of a parent, guardian, or other person with legal control of a child under a court order is not grounds for refusing admission to which a child is entitled under §25.001. Regardless of whether or not a child’s parent, guardian, or other person with legal control of the child under a court order is enrolling a child, under §25.002(f) as amended in 2001, a district is required to record the name, address, and date of birth of the person enrolling a child. 1.02 ENROLLMENT CARDS The enrollment card is part of the student’s educational record and is used by TEA auditors for proof of enrollment in the event of a dual attendance audit. Failure to provide proof that the student was enrolled with our district during a particular time can result in loss of funding. Therefore, it is very important to follow the procedures below to ensure that the student’s enrollment card is retained. All enrollment cards should be kept in the student’s PRC for at least 5 years. Only enrollment cards older than 5 years may be discarded (shredded). The enrollment card (legal copy with signatures) must be placed in the student’s PRC at the end of each school year. If the original card is not available, a

http://www.midlandisd.net/Page/16121

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copy will be sufficient as long as both sides are copied. REMEMBER to place the completed enrollment card in the PRC before sending it to another campus or to the Student Records Dept. Enrollment cards should be completed in full and must include the student’s local ID, PEIMS ID, eligibility code, school year, entry date, campus, counselor, transfer code, withdrawal date and moving to (if applicable). Unless the IMS Department states otherwise, students re-entering will need to fill out a new card. Enrollment cards should contain a parent/guardian or adult student signature. If after several attempts you are unable to get a parent signature, document the number of attempts on the card to prove that a signature was attempted. If a parent calls in a change of address, phone number, etc., the enrollment card must be corrected using a different color of ink and the person making the correction needs to initial the change on the card. Completion of Enrollment Cards: Enrollment Cards for NEW STUDENTS - Blank enrollment cards will be provided for students who enroll after the initial set of enrollment cards are run. Enrollment cards need to be filled out by the parent and/or campus staff. It is important that you have an ample supply of blank cards for new enrollments. If you need additional blank cards, you may contact the Information Services Department. NOTE: Over time, we have made revisions to the enrollment card. Therefore, it is imperative that you are using the most current enrollment card. It should include the “Student’s ETHNICITY” and the “Student’s RACE” (see below). If you have enrollment cards that do not include both of these fields, then you have an outdated enrollment card. Please discard them and request the correct one from the IMS Department.

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Enrollment Cards for EXISTING STUDENTS - Only two sets of pre-printed enrollment cards will be printed and distributed throughout the week before school starts: 1) full set - includes all students and does not go home to the parent, 2) partial set – includes students whose information was not verified using txConnect and should be sent home to the parent for verification. When the card is returned to the campus, it now becomes the official document and should replace the enrollment card in the full set. Each campus can choose to have their pre-printed enrollment cards sorted alphabetically, by control, by grade level or by period. Our department will determine which campus will be printed on which day and then distribute a schedule. Please follow the procedures listed below regarding enrollment cards: 1. Enrollment cards must be sent home on the first day of school (unless verified using txConnect). 2. Send one pre-printed card home to parents of returning students (unless verified using txConnect)

and place one in your file. 3. Original enrollment cards will be the auditable copy. Do NOT throw away the official signed

enrollment card. 4. If you do not receive a parent, signed enrollment card, the unsigned enrollment card must be kept

as the auditable copy. 5. Use cards not distributed to students to help determine who your No-Shows are. Make sure

teachers return them to you with the first day head count. 6. If corrections are made on the enrollment card by the parent, key the corrections into the iTCCS

database as soon as possible. If updates are not made immediately, a student may spend too much time enrolled at the wrong campus, and therefore, it is difficult to argue that the student needs to change schools. Replace the card on file with the copy returned by the parent.

7. Enter all of the parent’s information (including their cell phone number and email address) on WST1125 Demographic Parent Guardian. For additional parent emergency contact information, use WST0820 Emergency Information. Both WST1125 and WST0820 can be accessed directly from the Demo 2 screen (WST1107) by clicking on ‘Parent/Guardian’ or ‘Emerg Info’ at the top of the screen.

8. If parent does not indicate the student’s Race/Ethnicity, please fill out the observer information on the back of the enrollment card.

NOTE: Use a paper copy of the Enrollment card for all students you pre-enroll for the Next school year. Enrollment Cards on card-stock should only be used for Current-Year students. 1.03 SOCIAL SECURITY CARDS Make a legible copy of the social security card. When possible, enlarge and/or lighten the copy to make it clearer. Please consider that if you cannot read the number, neither can TEA. They will not accept the handwritten number on the copy of the card, it must be a clear copy. If you receive a student’s records with the SSN included on the documents, but the file does not have the actual copy of the social security card, make every effort to get a copy. You can input the same SSN that the previous campus was using, however, keep in mind if we were to get a PID error we would need a copy of the card to submit to the Texas Education Agency (TEA).

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If you do not have a copy of the social security card and are unable to get one after 10 days of enrollment, request a temporary State ID number by contacting Information Services Department. If a student has already been assigned a State ID number from another Texas school, please request the SSN from the parent. If they do not provide one, you must use the State ID number issued by the prior district. Do NOT have another ID assigned to them. If you receive the social security card, enter that number rather than the state assigned number. NOTE: We cannot require the parent to provide a social security card. 1.04 HOME LANGUAGE SURVEY

All Home Language Surveys are to be maintained in two locations: 1) original in the PRC, 2) a scanned copy within iTCCS on screen WST1106.

Your district must conduct only one home language survey for each student.

Your district must administer home language surveys to students new to the district for whom a survey has never been completed (in Texas) or for whom a copy of the survey cannot be located within 15 school days.

Your district should not administer the home language survey to a student for whom a survey is currently on file with the district.

Your district must require that the survey be signed by the student's parent or guardian for students in PK through grade 8, or by the student for students in grades 9 through 12.

For a student moving from one district to another within Texas, the original copy of the home language survey or a copy of the original home language survey shall be kept in the student’s permanent record. If the original copy or a copy of the original home language survey is not included in the student’s files, then a new home language survey must be conducted by the receiving district.

Home Language Survey Enrollment Chart New Student No HLS New Student with HLS In-district Transfer

Administer the HLS and follow IMS & ELL procedures based on language response

Accept the HLS upon enrollment Check for HLS in iTCCS and PRC (should be the same). Electronic version in iTCCS will immediately pull over with campus enrollment.

Out of State Student Out of Country Student Re-enrollee to the district

If another state’s HLS exists – accept. If no HLS – administer HLS

Administer a HLS Revert to the original HLS in possession. If not found within 15 days, administer the HLS.

Multiple Instances of Home Language Survey: • Revert to the original HLS (oldest date) • Multiple in-district HLS – keep the original HLS and shred multiple in-district copies • Multiple Out-of-district HLS – write on the MISD HLS in red pen the circumstantial information

concerning the discovery of the original HLS and staple the multiple HLS together (i.e., Out-of-

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district HLS was received on the 17th day student was enrolled. Parents were asked to complete a HLS on Day 15.)

PreK-Kinder HLS Procedures:

Revert back to Home Language Survey Enrollment Chart shown above. 1.05 IMMUNIZATION RECORDS

Except as provided by the TEC, §38.001(c), a student is required to be fully immunized against certain diseases. However, a student may be provisionally admitted if the student has begun the required immunizations and continues to receive the necessary immunizations as rapidly as medically feasible. Except as provided by the TEC, §38.001(c), a student who is not fully immunized and has not begun the required immunization must not attend school. Homeless Students Homeless students may be admitted for 30 days pending initiation of vaccinations or receipt of vaccination documentation. Military Dependent or Texas School Transfer Students A student who is a military dependent OR a student coming from another Texas school may be enrolled for 30 days pending transfer of immunization records. Immunization Exempt Students Immunization is NOT required for students subject to the exceptions of the Texas Education Code (TEC) §38.001(c). A copy of the Affidavit of Exemption needs to be placed with the MISD Health Card. 1.06 MILITARY CONNECTED STUDENT FORM

The Military Connected Student Form is used to identify a student who is a dependent of a member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard, or a reserve force of the United States military. A uniformed member of the United States military service in the Army, Navy, Air Force, Marine Corps, or Coast Guard on active duty, the Texas National Guard (Army, Air Guard, or State Guard), or a reserve force of the United States military considered Missing In Action (MIA) should be presumed to be on “active duty” until such time as a death of the military member has been confirmed. The term "dependent", with respect to a member of a uniformed service, means the spouse of the member, an unmarried child of the member, an unmarried person who is placed in the legal custody of the member and is dependent on the member for over one-half of the person's support, resides with the member unless separated by the necessity of military service or to receive institutional care as a result of disability or incapacitation, or under such other circumstances as the Secretary concerned may by regulation prescribe and is not a dependent of a member under any other paragraph. (37 USC Sec. 401)

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Military Connected Student status codes 1, 2, 3, and 4 must be keyed in iTCCS on WST1107-Demographic Information (2) so that this information is reported to PEIMS. See the screenshots below for instructions on entering this data into iTCCS. Please note that parents may have selected more than one of these codes since parents may be members of different military organizations. However, only one code may be entered in iTCCS for a student. Screenshot of Military Connected Student Form: This form was included in the Student Handbook Forms and Notices packet.

Screenshot of WST1107-Demographic Information (2): The “Military” field is located at the bottom, left of screen WST1107. This field is automatically set to “0-Not a military connected student” and must be manually changed if codes 1, 2, 3, or 4 are selected on the Military Connected Student form.

1.07 DIRECTORY RELEASE FORM Certain information about District students is considered directory information and will be released to anyone who follows the procedures for requesting the information unless the parent or guardian objects to the release of the directory information about the student. If parents do not want Midland ISD to disclose directory information from their child's education record without their prior written consent, they must notify the District in writing within ten school days of their child's first day of instruction for the current school year. This means that the District must give certain personal information (called “directory information”) to any person who requests it, unless the parent has requested in writing not to do so.

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The parent also has the right to tell the District that it may not use directory information about their child for school-sponsored purposes, such as school newspapers, yearbooks, recognition activities and notices, honor rolls, media releases and athletic programs.

Midland ISD has designated the following student information as directory information for

School-Sponsored Purposes:

For the following school-sponsored purposes-all District publications and announcements-directory information shall include student name, address, photograph, date of birth, major field of study, honors and awards, dates of attendance, grade level, enrollment status, participation in officially recognized activities and sports, and weight and height of members of athletic teams.

Midland ISD has designated the following student information as directory information for

All Other Purposes (including military recruiters and institutions of higher education):

For all other purposes, directory information shall include student name, address, major field of study, honors and awards, dates of attendance, grade level, enrollment status, participation in officially recognized activities and sports, and weight and height of members of athletic teams.

Therefore, each school year, parents of every Midland ISD student must be given the opportunity to tell the District not to release their child’s directory information. This information is collected through the “DIRECTORY INFORMATION RELEASE FORM” that is included with the Parent & Student Handbook. In order to keep their child’s information from being released, the parent needs to mark their option(s), sign it, and then return the form to their child’s school within 10 school days of their child’s first day of instruction. If the form is not returned, it is assumed that the parent has no objections for the release of their child’s directory information. Upon receipt of the form, you are to enter the appropriate code into the child’s record in the database based on the coding chart shown below. You will then file the signed form in the student’s PRC where it should remain for one year. After that, you may remove the form from the PRC and then store it for one additional year. If you choose not to remove it from the PRC, it must remain in the PRC for a total of five years. The “DIRECTORY INFORMATION RELEASE FORM” sample shown below shows three options that a parent can select (this form is also available in Spanish format):

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The parent can choose ❶ or ❷ or ❸; a combination of the three (e.g. ❶ and ❷; ❷ and ❸; ❶ and ❷ and ❸; etc.) or none. Based on which option(s) the parent chooses, the “Restriction Type Code” will be selected from the “ADDRESS RESTRICTION CODING CHART” shown below.

For example, if the parent checks option ❶ only indicating that he/she chooses to restrict the release of his/her child’s directory information from the public, then the restriction type code for this child would be “A,” totally restricted for public/unrestricted for military-college, school.

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If the parent checks option ❶ and option ❷ indicating that he/she chooses to restrict the release of his/her child’s directory information from the public and military recruiters and institutions of higher education, then the restriction type code for this child would be “C,” Totally restricted for public, military-college/ unrestricted for school. Once the restriction code has been determined, it will then be entered on the Student Restrictions Screen WST1127 which allows for data entry for one student at a time or on the Mass Add Student Restriction Codes Screen WST1129 which allows for data entry for multiple students at a time. Refer to the instructions provided on the next few pages for keying the address restriction codes for both screens. Instructions for keying the address restriction code using screen WST1127 Student Restrictions:

1. Go to screen WST1127.

2. Enter the student’s ID number and click Find. 3. In the “Apply to” field, select Current-Year (if not already selected). 4. In the “Restriction Category” field, enter A. (A-= All). 5. In the “Restriction Type” field, enter the appropriate Address Restriction Code (refer to the Address

Restriction Coding Chart on shown above). 6. For example: If the parent checked option ❶ only, you will enter an “A” in the “Restriction Type”

field. If the parent checked option ❶ and option ❷, you will enter a “C” in the “Restriction Type” field.

7. Click Save. 8. The student record will now be updated. Instructions for keying the address restriction code using screen WST1129 mass add student restriction codes:

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1. Go to screen WST1129.

2. In the “Restriction Category” field, enter A. 3. In the “Restriction Type” field, enter the restriction code (refer to the Address Restriction Coding

Chart on page 9 for assistance). 4. For example: If the parent checked option ❶ only, you will enter an “A” in the “Restriction Type”

field. If the parent checked option ❶ and option ❷, you will enter a “C” in the “Restriction Type” field.

5. In the “Apply to” field, select Current year (if not already selected). 6. In the “Student ID” field, enter up to 16 student ID numbers. 7. Click Add. 8. The student records will now be updated with the same restriction code. 9. Click Clear. 10. Repeat steps 2 - 8 until all student records have been updated. NOTE: Because screen WST1129 is a mass add screen, you may want to batch the forms by restriction type code. If the forms are batched by restriction type code, the data entry process will be much faster. Instructions for verifying that all student records have been updated: Once all data entry has been performed, you must verify that all student records have been coded. Students who did not return a form must have the restriction type code of “N” (No Restrictions) keyed into the database. Student records with no address restriction type code (field is blank) will be excluded from any mail outs. Therefore, it is very important that all records contain a restriction type code. To verify that all students have a restriction type code:

1. Go to Report Manager: http://adm305itccssql/Reports/Pages/Folder.aspx

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2. Go to the “STUDENT RESTRICTION REPORTS” folder.

3. Run “Students_WOUT_ANY_Restriction_codes_oracle.” This will give you a list of students that do

not have a restriction type code in their record. If all Directory Information Release Forms have been entered, key an “N” for the students on this list.

4. Run “Students_w_Restrictions_oracle” to get a list of students with a restriction type code. 1.08 PARENT AND STUDENT HANDBOOK ACKNOWLEDGEMENT FORM Parents obtain the Student Parent Handbook from the MISD website. Therefore, parents are asked to sign the “Student and Parent Acknowledgement” form stating they have access to this content. Once you have received the form, you will need to key the code into iTCCS on WST1325 indicating receipt of the form. Instructions for keying the parent and student handbook acknowledgement using screen WST1325: 1. Go to screen WST1325

2. In the “Program Code” field, enter SPH

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3. In the “Entry Date” field, enter the date the form was received or keyed 4. In the “Codes 1” field, enter Y 1.09 SPANISH REPORT CARDS (ELEMENTARY ONLY) Schools should survey parents to identify which parents would like report cards printed in Spanish. Emphasize that they can only pick one language: English or Spanish.

For students wanting their report card to be printed in Spanish, key a “Y” in the “Receive Spanish Report Card” field on the MISC INDICATOR CODES MAINTENANCE screen WST1150

Follow this procedure for any new students you receive throughout the year.

If the parent does not want the report card in Spanish anymore, remove the “Y” code. NOTE: Parents will continue to receive Spanish report cards until you delete the “Y” code. 1.10 STUDENT RECORDS A copy of the student’s records must be obtained from the previous school attended if he/she was previously enrolled in a school in Texas or in another state. If a student moves from one Texas public school district or charter school to another, the student record must be transferred via the Texas Student Records Exchange (TREx) within 10 working days of receiving a request. The Minimum Set of Documents that must be transferred for each student moving from one Texas School District to another is listed below:

Texas Unique Student ID

Social Security number or state-approved alternate ID last reported through PEIMS

first, middle, and last name and generation code, if applicable

date of birth

gender

ethnicity and race

current grade level

immunization information

receipt of special education services and individual education plan, if applicable

academic year

course completion

final grade average

teachers of record

assessment instrument results

district ID

campus ID

campus name

campus phone number

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For a high school student transferring from one Texas public school district or charter school to another, the following additional information is required to be sent via the TREx for the student’s high school transcript:

student’s address, including city, state, and zip code

district name

either exit level Texas Assessment of Knowledge and Skills assessment and the date the exit level requirement was met or State of Texas Assessments of Academic Readiness end-of-course assessment information

advanced measures completed for the distinguished graduation program, if applicable

Texas Grant indicator code required by the end of the student’s junior year

graduation program type required by the end of the student’s junior year

College Board campus code

certification of coursework completion date, if applicable

current and previous coursework, including the following: • academic year • session type

• campus awarding credit • course category, name, number, abbreviation, semester, grades and credit • course grade average, final grade average, or both • special explanation codes, if applicable • pass/fail credit indicator codes, if applicable Districts failing to provide the required information within 10 calendar days of a request by the receiving school district should be reported to the PEIMS Coordinator. Failure to receive the information required for student enrollment must not preclude the district from enrolling and serving the student. However, only the students who meet the age and residency requirements may be reported as eligible for Foundation School Program (FSP) purposes (ADA eligibility codes of 1, 2, 3, or 6) (19 TAC §129.1(b)). 1.11 PERMANENT RECORD CUMULATIVE (PRC) FOLDER

The permanent record cumulative (PRC) is a folder containing a student’s grades, test scores, enrollment forms, withdrawal forms, personal information, etc. Since it is a very crucial part of the student’s school history, it must be filled out accurately and contain all required documentation. The PRC and its documents should be complete and accurate before sending to another campus or to Central Office Student Records Department. All PRCs are held at the campus until the Student Records Department requests they be sent.

No-show and withdrawn PRCs on students who attended elementary through the freshman campuses are sent at the end of each semester.

No-show, withdrawn, and graduate PRCs on students who attended the senior high campuses are sent once a year (usually in May/June).

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Requesting a Student’s PRC (For Previous MISD Students) Before requesting from Central Office Student Records Department, check iTCCS to see where the student last attended and request from that campus. For example, if the student is changing schools from Parker to Milam, request the PRC from Parker first. To request a PRC from Central Office or from an MISD campus, go to the MISD website (www.midlandisd.net) and follow the click path shown below: Staff Staff Links Information Management Services PRC Requests (located on the left side of the navigation pane) Click on your campus rep’s name to request PRCs from Central Office

Or Click on the MISD campus’ name to request PRCs from that campus

PRC Checklist/Correction Form The form on the next page has two purposes:

1. The campus should use the checklist to ensure that the PRC is filled out completely and that all

required documents are included inside the PRC before sending the record to the Student Records

Department or another MISD campus. It is critical that the PRC is accurate and complete since

documents may be used for PEIMS auditing purposes. Additionally, it assists in fulfilling timely

records requests.

2. If the Records Department has to return the PRC to a campus because corrections are needed on

the PRC or documents are missing from inside the PRC, the Records Department

http://www.midlandisd.net/

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a. marks the appropriate boxes on the ORANGE PRC Checklist/Correction form,

b. attaches the form to the PRC,

c. return the PRC to the campus expecting the corrections to be made and/or the

documents to be included.

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1.12 ENROLLING STUDENTS BEFORE THE MOVE-TO-GRADE REPORTING Enrolling Students New to MISD – For students who have never been enrolled in MISD AND are not found on Last Name Search, follow the steps below. 1. Access WST1106 by following the click path Student Registration Demographic Maint

Information (1) 2. Or in the field to the left of ‘Go’, type the seven-character page ID of the window you need and

click ‘Go’. The system displays the page.

3. Click NEW. You can begin inputting data when the message in red reads “Please enter student

demo information.”

Listed below is the minimum information that must be entered to generate a student ID number. However, you need to input all information listed on the enrollment card as soon as possible to ensure that the student record is complete.

SSN – Make sure you input the student’s SSN exactly as it appears on the Social Security Card, otherwise, a PID error will be created. If you input a State ID number for a student and then you receive a social security card, type over the State ID number with the SSN. Follow this procedure for students from other Texas schools that have already been issued a State ID number.

NOTE: A SSN does not need to be entered for a Student’s ID number to populate; you will still receive an ID number if you leave the SSN field blank.

Last Name, First Name and Middle Name - Make sure you input the student’s name exactly as it appears on the Birth Certificate, otherwise, a PID error will be created.

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Current Grade – This is the 2-digit grade level the student was in during the prior year. For instance if a student was a 4th grader, the grade level is 04. Do not enter the student’s next year grade level. During the Move to Grade Reporting, IMS will bump up the grade level for all students to the next grade level.

NOTE: The grade level for EE students does not get incremented in the Move to Grade Reporting. For next year PK students, enter PK. Their grade level will not get incremented as long as they aren’t 5 by September 1st. For next year KG students, enter PK. Students who are 5 by September 1st will have their grade level incremented to KG.

Birth Date – This is the birth date on the birth certificate. A copy of the birth certificate must be placed in the student’s permanent folder.

Entry Date – This is the first day of the next school year (08/22/2016).

Enrl Code – This is the student’s enrollment code. It is not necessary to key this field. The system defaults to 1.

Elig Code – This code indicates the amount/type of funding the District receives for the student. If you have any students who are ineligible contact Information Systems to make sure students are coded appropriately. Input one of the following eligibility codes:

o 0 - Enrolled, but served for less than 2 hours a day o 1 - Eligible full day o 2 - Eligible 1/2 day o 3 - Eligible full day transfer (non-resident of MISD, but legally transferred) o 4 - Ineligible full day o 5 - Ineligible half day o 6 - Eligible half day transfer o 7 – Eligible flexible attendance program participation o 8 – Ineligible flexible attendance program participation

Sex – Enter information from the birth certificate or enrollment card.

Hispanic/Latino & Races – Enter information from the enrollment card.

Attnd Track – This is the campus attendance track. The system defaults to 0.

Home Lang – This is a mandatory field. Enter the applicable 2-digit code found on the Home Language Survey.

Dist Entry Date – Enter the same date as entry date. This field indicates the original entry date to the district. It is only entered for a new-to-district student.

Prev Distr – If applicable, enter the student’s previous school district

9th Gr Entry Date – Enter the 9th grade entry date for new students entering 9th grade or above.

Record Status – Enter a 5.

4. After entering the above information click SAVE. The screen will toggle to Demographic Maintenance 2 (WST1107) so that the required address information can be entered. An ID number is system generated upon completion of this screen.

Parent/Guardian Information – Enter information from the enrollment card.

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Par/Grd Birth Date – Type the Birth Date of the parent enrolling the child as indicated on the enrollment card. Type ‘Y’ in the ENRL field for the parent who is enrolling the student.

NOTE: As required by TEC Chapter 25.002(f) “a school district shall record the name, address and date of birth of the person enrolling a child.”

Dup Addr – If the enrollment card shows the same mailing and physical address, enter a ‘y’ in Dup Addr field to copy the mailing address to physical and both parents. If you duplicate the address you only need to key in the mailing address and the system will automatically duplicate the address in the appropriate fields (depending on which option you choose from the drop-down box).

Mailing Address – Enter the address from the enrollment card. If the mailing address is the same as the physical address, for both parents or for parent 1 then you can choose to duplicate the address and you will not have to type in the same address multiple times.

Physical Address – If the physical address is the same as the mailing address then only the mailing address must be entered and then the option on the screen to duplicate the address to the physical address can be chosen. If it is different from the mailing address then you must enter the address. This address must match the online street directory in order for the system to accept the address. The way a parent writes the address may not match the spelling in the online directory. For instance, they may put Andrews Highway instead of Andrews HWY. It must be entered as HWY for the system to accept the address. An error message appears if it is not the same. To access the street directory to verify/select the street, click on the spy glass to the right of the street name field. If you have difficulty, refer to the section on street address information.

Home Phone, Work Phone, and Occupation – Enter information as it appears on the enrollment card. Enter the primary household phone number in the home phone field. Do not enter the student’s private number or cell phone number.

NOTE: Enter the employer listed on the enrollment card into the Occupation field in the iTCCS System. 5. Click SAVE to generate your student ID number. Write this number on the Student enrollment card.

6. After entering the minimum information, the following information should be entered into the

system:

a. “Lives With” Information, Email Addresses, Cell Phone Numbers – Enter information on

Demographic Parent/Guardian Screen WST1125. There is also a button on Demographic 2

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labeled ‘Parent/Guardian’ that will take you directly to the extra parent/guardian

information.

b. Copy of Report Card – If a situation occurs in which a parent that does not live with the

student would like to receive a copy of the report card, enter the parent name under

PARENT/GUARDIAN 3 (click the Next Guardians arrow to access on screen WST1125). Enter

a “Y” in INCLUDE FOR CORRESPONDENCE. Even if the parent is entered already as

Parent/Guardian 1 or Parent/Guardian 2, the parent must also be added as

Parent/Guardian 3.

c. Emergency Information – Enter emergency contacts on Emergency Information Screen

WST0820. There is a button on Demographic 1 labeled ‘Emerg Info’ that will take you

directly to the extra emergency information.

Enrolling Students Found On Name Search

Student at Campus 999 or Student Has a Record Status ‘1’ or ‘2 ’

1. Sign on to the Nullify Sign On and follow the steps below for students who have been previously

enrolled in MISD. If you do not have the student ID number, locate the student on Name

Search.

2. After locating the student's name, click on the radio button (circle) to the left-hand side of the

student name to return the student ID number. Make note of the campus number. This will

be the FROM CAMPUS on the Next Year Transfer Screen.

NOTE: Make sure you are using the Next Year Transfer Screen. If you do a Current Year Transfer

instead of a Next Year Transfer, the student’s record will be dropped in the Move to Grade Reporting.

NOTE: After a transfer from campus 999, verify the demographic data because it will not have been

updated since the student was last in the district. Pay careful attention to the grade level and eligibility

code.

3. Select Next Year Transfer (WST1147) from the Registration – Transfer Menu. In the FROM

CAMPUS field, type the campus number from which the student is transferring. In the STU ID

field, type the student ID number, then click FIND. The student's record appears on the screen.

Make changes as necessary.

4. Click TRANSFER. Read the message at the top of the screen to verify that the student transfer

was successful. Make any necessary changes to Demographic Screens (WST1106, WST1107 &

WST1108).

Nullifying a Transfer

1. Use Next Year Transfer (WST1147) to nullify a transfer.

2. Type in the student’s FROM CAMPUS and student ID; then click FIND. The following message

will appear: “Student previously transferred to this campus.”

4. Click NULLIFY. The following message will appear: “Student transfer has been nullified.”

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1.13 ENROLLING STUDENTS AFTER THE MOVE-TO-GRADE REPORTING

Use the following procedures after the Next-Year file has been converted to the Current-Year file. Refer

to the calendar section for dates.

Perform Name Search using screen WST1206, if student is not located on Current Name Search,

then search using Last Name Search - Historical on screen WAR3055.

If student is not found using either Current or Historical Name Search, then refer to the

“Students New to MISD” section below.

If student is found on Current Year Name Search and at campus 999 or 998, then refer to the

“Enrolling Current Year No Show Students” section below.

If student is found on Current Year Name Search but not at campus 999 or 998 and has not

attended your campus for the current school year, then refer to the “Enrolling Potential No

Show Students” section below.

NOTE: You are no longer concerned with RECORD STATUS ‘5’ in the Demographic screen WST1106.

Leave this field blank when entering a student. Do NOT key a “5.” The computer will automatically fill

this field with ‘1.’

1.14 STUDENTS NEW TO MISD

To access the Demographic Information 1 screen (WST1106), go to:

1. STUDENT Menu

2. Select REGISTRATION

3. Select DEMOGRAPHIC MAINT.

4. Then select INFORMATION (1) OR, use direct screen flow by typing (WST1106) in the “GO” box

in the upper right hand corner of the Main Menu and click GO.

5. The Demographic Information (1) page will now be displayed allowing you to create a new

student record.

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6. Click NEW. Begin inputting data when the message in red displays, “Please enter student demo

information.” Enter the information below for each student. Once the data has been entered,

click SAVE and a student ID will be generated.

DEMOGRAPHIC INFORMATION (1) SCREEN (WST1106)

1. SSN Make sure you input the student’s SSN exactly as it appears on the Social

Security Card, otherwise, a PID error will be created.

If you input a State ID number for a student and then you receive a social

security card, type over the State ID number with the SSN. Follow this

procedure for students from other Texas schools that have already been

issued a State ID number. NOTE: A SSN does not need to be entered for a

Student’s ID number to populate; you will still receive an ID number if you leave

the SSN field blank. 2. First/Last

Name

Middle Initial,

and Gen

Enter the student’s Last Name, First Name and Middle Name.

Make sure you input the student’s name exactly as it appears on the Birth

Certificate, otherwise, a PID error will be created.

3. Curr Grade Enter Current-Year grade level.

4. Date of Birth Enter the student’s Date of Birth in the MM DD YYYY format.

Make sure you input the student’s DOB exactly as it appears on the Birth

Certificate, otherwise, a PID error will be created.

5. Entry Date Enter the date of the student’s first day of attendance. The student must be

present during the ADA period/time in order for that day to be the entry date. For

example, if the student enrolls before your campus’ ADA time, you would use the

current date as the entry date. If the student enrolls after your campus’ ADA time,

you would use the next school day as the entry date.

6. Cntrl Nbr Enter the Current-Year teacher control number.

7. Elig Code

Refer to TEA

Student

Enter one of the following:

0 - Enrolled, but served for less than 2 hours a day

1 - Eligible full day

2 - Eligible 1/2 day

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Attendance

Accounting

Handbook for

further details &

definitions.

3 - Eligible full day transfer (non-resident of MISD, but legally transferred)

4 - Ineligible full day

5 - Ineligible half day

6 - Eligible half day transfer

7 – Eligible flexible attendance program participation

8 – Ineligible flexible attendance program participation

8. Ethnicity Select Yes (Y) or No (N):

Hispanic/Latino

You must select Y or N in this field; otherwise, you will receive an error.

9. Races Select Yes (Y) or No (N) for all that apply:

American Indian Asian Black Pacific Islander White

Make sure you input the student’s Race(s) exactly as it appears on the

student’s Enrollment Card, otherwise, a PID error will be created.

You must select Y in at least one of the race fields, all other fields may be left

blank.

10. Sex Enter F - Female or M – Male

Make sure you input the student’s Sex exactly as it appears on the

Enrollment Card, otherwise, a PID error will be created.

11. Attend Track All campuses will use track ‘0’ except ECHS seniors which are track ‘1’ – If track ‘0’,

leave blank and it will fill in automatically. For track 1, you must enter it.

12. Home Lang

(Refer to sec. 1.04

for details)

Enter the two-digit language spoken at home as indicated on the Home Language

Survey card, question 1 “What language is spoken in our home most of the time?”

If left blank, the code defaults to “98” for English.

NOTE: Click on to view the list of codes and the definitions.

13. Stu Lang Enter the two-digit language spoken by the student as indicated on the Home

Language Survey card, question 2 “What language does your child speak most of

the time?” If left blank, the code defaults to “98” for English.

NOTE: Click on to view the list of codes and the definitions.

14. CIR

(campus of

residence)

If student is on an approved out-of-district transfer (i.e. student lives in Odessa),

enter the nine-digit code identifying the campus for the attendance area where

they live. The first six digits must be the district’s county number and the last three

digits must be the campus number.

15. Attr

(attribution

field)

Once the CIR field has been keyed, select the code that explains why the student

is on an out-of-district transfer. NOTE: Click on to view the list of codes and the

definitions. 16. Birth

City/State

Make sure you input the student’s place of birth exactly as it appears on the Birth

Certificate. This is important data for determining the student’s immigrant status.

17. Immig Ind

The immigrant indicator code indicates whether the student is an identified

immigrant under the definition found under Title III of the No Child Left Behind

Act of 2001 (NCLB), where the term ‘immigrant children and youth’ is defined as,

“individuals who are ages 3 through 21; were not born in any state; and have not

been attending one or more schools in any one or more states for more than 3

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full academic years. The term ‘State’ means each of the 50 states, the District of

Columbia, and the Commonwealth of Puerto Rico.”

For students who qualify as immigrant input code ‘1’ in this field. For those who

are not immigrants, leave this field blank.

If you need assistance determining whether a student should be coded as an

immigrant, call the Bilingual Dept. at ext. 1007.

18. Dist Entry

Date

Enter the same date as the entry date. This field indicates the student’s original

entry date into the district. If the student attended MISD in the past, leave the

date already in the system. ONLY input a date if the student is NEW.

19. 9th Gr Entry

Date

Enter the student’s original entry date into the 9th grade. If a student was retained

you need to enter the date the student first entered the 9th grade.

20. Record

Status

Leave blank. The computer will automatically fill this in with ‘1.’

21. Previous

District

Enter the name of the district the student last attended.

The Previous District is important information for determining whether a

temporary State ID number should be assigned.

22. Previous

Camp

Enter the name and address of the Previous Campus the student last attended.

23. Special Alert Click the ‘Special Alert’ Button to enter any necessary warning information that

pertains to this particular student.

DEMOGRAPHIC INFORMATION (2) SCREEN (WST1107)

1. Parent/

Guardian #1

and #2

For each parent enter the following information:

Last Name, First Name, Middle Initial

Gen Code

Relationship to student

Home Phone and Work Phone including the area code

Occupation

Birth Date

Enrl (to indicate whether parent enrolled student)

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2. Dup Addr Select one of the following:

‘N’ to not duplicate the Mailing Address.

‘Y’ to copy the Mailing Address to the Physical Address and both Parent

Addresses.

‘1’ to copy the Mailing Address to the Physical Address only.

‘2’ to copy the Mailing Address to the Physical Address and to the First Par/Grd ONLY.

NOTE: You must select one of the options above or you will receive an error message.

3. Transfer

Factor (Refer to

sec. 1.21 for

details)

Input the appropriate transfer code in the CY (Current-Year) field, ONLY if the

student has an approved transfer to attend your campus.

NOTE: Click on to select the appropriate transfer code.

4. Mailing &

Physical Address

(Refer to sec.

1.20 for details)

Input :

Street Number/Name

Apartment # (if applicable)

City and State

Zip Code.

5. Dup Student

Phone

Select one of the following:

‘N’ to not duplicate the Student’s Phone Number.

‘Y’ to copy the Student’s Phone Number to both Parents.

‘1’ to copy the Student’s Phone Number to the First Par/Grd ONLY.

6. Student

Phone

Enter the parent’s home telephone number including the area code using the XXX

XXX XXXX format. If the parent does not provide a home telephone number but

does provide a cell number, enter the cell number in this field. NOTE: The student

phone number is used when releasing information for public release as well as

Blackboard/ParentLink; therefore, it is critical that it is correct. Do not enter the

word CELL in the extension field of the work number. Cell numbers and email

addresses should be entered on WST1125. 7. Emergency

Information

Click the “Emerg Info” button to enter the appropriate emergency contact

information on WST0820. When entering phone numbers always include the area

code. EMERGENCY INFORMATION SCREEN WST0820

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8. Restrictions

(Refer to sec.

1.07 for a list of

restriction codes)

Click the “Restriction” button to enter the appropriate restriction code on

WST1127.

STUDENT RESTRICTIONS WST1127

DEMOGRAPHIC INFORMATION (3) WST1108-5TH GRADE ENTRY DATE

1. 5th Gr Entry Enter the student’s original entry date into the 5th grade for all students in

grade 5th – 8th. If a student was retained you need to enter the date the

student first entered the 5th grade.

NOTE: A job submission will be submitted two weeks after the start of school,

which will populate the 5th grade entry date for all currently enrolled 5th grade

students as of that date.

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1.15 ENROLLING CURRENT YEAR NO-SHOW STUDENTS

Use the following steps AFTER move to grade reporting to enroll students who are found on-name

search (wst1206) at campus 999.

1. Perform a Name Search using WST1206. Once the student is located and you have confirmed

that you have the correct student by matching up the DOB, make note of the Student’s ID

Number and Campus Number; this will be the FROM CAMPUS on the Transfer Current-Year

screen (WST1145).

2. Go to WST1145 and enter the Current-Year campus ID number (your campus ID).

3. Enter the ‘From’ Campus ID as noted from WST1206.

4. Enter the Student’s ID number, then

5. Click ‘Find’. You will receive the following message:

STUDENT INFORMATION FOUND, PLEASE MAKE CHANGES: CLICK TRANSFER TO TRANSFER

MISC INDICATOR CODES MAINTENANCE (WST1150)

Receive Spanish

Rpt Card

Spanish Report Cards (Elementary Only) - Schools should survey parents

to identify which parents would like report cards printed in Spanish.

Emphasize that they can only pick one language: English or Spanish. For

students wanting their report card to be printed in Spanish, key a “Y” in the

“Receive Spanish Report Card” field on the MISC INDICATOR CODES

MAINTENANCE screen WST1150 (see example below). Follow this procedure

for any new students you receive throughout the year. If the parent does not

want the report card in Spanish, remove the “Y” code.

Parents will continue to receive Spanish report cards until you clear out

the field or set it to “N.”

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6. Verify all data and make all corrections as needed. Also, enter the Current-Year grade level. If

different from the grade listed. Once all information has been verified, click TRANSFER. You will

receive the following message: STUDENT HAS BEEN TRANSFERRED

7. Go to Name Search (WST1206) to verify that the student has been transferred. Your campus ID

will be listed next to the student’s name and the student should have a record status ‘1.’

NOTE: If a student moves out of the district or transfers to another MISD school before school starts,

the campus will need to withdraw the student as a No-Show.

The receiving campus will need to transfer the student to their campus by using the Transfer No Show

– Campus to Campus screen (WST1310) using the Nullify sign-on screen.

1.16 ENROLLING POTENTIAL NO-SHOW STUDENTS

If the student is not on your campus and has NOT attended the campus listed on name search

for the current school year, verify that the student has a No-Show withdraw date on screen

WST1206.

If the student has not been keyed as a No-Show, contact the campus listed on Name Search and

have them No-Show the student with a withdrawal code of “44’ and the No Show Withdrawal

Date for this school year. Once the student record has been No-Showed, Go to the TRANSFER

NO SHOW – CAMPUS TO CAMPUS screen (WST1310) using the Nullify sign-on screen to transfer

the student to your campus.

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Make changes as necessary to Demographic Screens (WST1106, WST1107, & WST1108). Click SAVE.

Read the message in red at the top of the screen to verify that the student transfer was successful.

CAMPUS 998: These are students that live out of the MISD district. If you enroll a student who is

showing up at campus 998, you will need to verify that the record has been withdrawn with a No-Show

withdrawal code of “44,” and then perform a campus-to-campus transfer (WST1310) by signing-on to

the nullify sign-on. If the record has not been withdrawn, contact the Information Management

Services Department to withdraw the student. Approximately two weeks after school begins, the

remaining students showing on Campus 998 will be moved to the No-Show campus.

NOTE: Use this procedure only until Information Management Services Dept. has moved the No-Show

records to the No-Show campus.

1.17 ENROLLING STUDENTS WHO DO NOT MEET THE TWO-FOUR HOUR ELIGIBILITY RULE

A student who does not meet the two-four hour eligibility rule is defined as being enrolled and in

membership less than 120 minutes per day, and therefore cannot generate ADA. Students who fall

into this category are: Coleman High School babies receiving free/reduced lunch services, private

school or home school students receiving special education services, non-school age students receiving

special education services (walk-in speech only students).

Enrolling walk-in speech only students new to MISD:

1. Current Grade

o Non-school age students: Enter the grade as “EE”

o School age students: If the child is enrolled in a private school, enter the grade level that

he/she is classified at that school. For example, if the child’s grade level is KG at Trinity,

enter the grade level as KG.

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2. Enrollment Code – enter a “1”

3. Eligibility Code – enter a “0”

4. You do NOT need to key a Control Number for Speech-Only students. However, if you run a

query by Control Number, these students may not be included. If you would like to have these

students included, put ‘000’ in the Current-Year Control # field on WST1106.

5. Once you have electronically enrolled the child, the special education department will then

enter the child into speech therapy. It is your responsibility to verify that the child has been

coded speech therapy. This verification should be done by checking screen WST1106, Demo 1

in the “Inst Sett” and “Disability” fields, or by checking the Cycle Attendance Summary for 1 Day

(JAT0775) under the fatal errors section. All speech only students must be coded special

education, and if this process has not been performed, the student’s name will appear as a fatal

error on the Cycle Attendance Summary for 1 Day. If a student’s record does not get corrected,

then his/her name will show up on the Student Attendance Summary on the Principal’s Report

as a fatal error as well. You should not sign the Principal’s Report until all speech only fatal

errors have been corrected.

NOTE: If the student’s grade level is not EE, then it will not show as a fatal error. Therefore, it

is important that you check all speech only students to see if they have been coded since you

could possibly have students coded with a grade level other than EE.

* Example: Error on the Errors Encountered During Extract

EE Student Not Special Ed:

The error listed above indicates that the EE student is not coded Special Ed in the Demo 1

Screen. Please verify that the student is coded since he/she is an EE Student.

Babies (EE Students) at Coleman HS:

Do not input these students in the iTCCS database, until they are receiving free/reduced lunch. Once

they begin to receive services which qualify them for free/reduced lunch, key them in the database

with the following codes:

1. Current Grade = EE

2. Enrollment Code = 1

3. Eligibility Code = 0

1.18 STUDENT LEGAL NAME GUIDELINES

The following are guidelines that must be followed for students enrolling in a Texas public school

system:

First name, middle name, and last name are required for all students. A full middle name is

required, if available. If a student has no middle name, leave blank. Do not use an initial for the

first name unless an initial is the legal first name.

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TEC §25.0021 states that a Texas public school student must be identified by his or her legal

surname. Legal name is obtained from the birth certificate. The name entered must match the

birth certificate exactly as shown.

If the student has two last names, both names must be entered into the last name field. This

includes birth certificates issued in Mexico where two last names (fathers and mothers) are

included. If a hyphen or space is between the two names, enter it.

NOTE: When entering the student’s legal name, if any part of the name is longer than the first, middle,

or last name field on the database, enter as much of the information as the field allows.

If the birth certificate name cannot be understood completely, the parent must clarify. If the

first or last name is not indicated on a student’s birth certificate, then the parent must provide

a first or last name to be used for PEIMS reporting purposes. If the parent does not provide a

name, then the school district should use “none.” The name chosen by the parent must be

used consistently while the child is enrolled in Texas public schools.

If a birth certificate is not obtainable, the name entered must match an alternate document.

Acceptable alternate documents include: driver’s license; passport; school identification card,

school record, or school report card; military identification; hospital birth record; adoption

record; church baptismal record; court-ordered legal name change documentation; or any

other legal document that establishes identity.

NOTE: If you receive a document indicating a Name Change, make sure the document does not say

“INTENT to change name.” If it does, do NOT change the student’s name until you receive the proper

documentation.

1.19 DELETING A DUPLICATE STUDENT ID NUMBER

If you assign a student ID number to a child that has already been enrolled in an MISD school before,

you will create a duplicate student ID number. Follow the procedures below to delete the duplicate

number:

1. Verify that the students are the same, by comparing the student’s demographic information.

2. If the child has been input in the database twice, you will need to contact the Information

Services Department so they can review the student’s record to determine which ID to

delete.

3. You will have to print out all of the student’s attendance record, courses, and grades (1st-12th

grade only) that are assigned to the student ID number you created. If the student has any

special program information or discipline data, I.M.S. will print out.

4. Once all the documents have been printed, go to the Demo 1 screen (WST1106) and delete the

appropriate student record.

5. If you delete the Student ID that you have created you will need to transfer the old ID record to

your campus using the Current-Year transfer screen (WST1145).

6. Enter all the information (attendance records, grades, etc.) that was linked to the student’s ID

number that was deleted.

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NOTE: To avoid creating a duplicate student ID, always check for any previous MISD status before

enrolling a student. There are several ways you can find out whether a student has ever attended a

MISD school.

Perform a Name Search (WST1206) and a Last Name Search – Historical (WAR3055) for EVERY

student, even if the parent says their child has never been enrolled in MISD. If you cannot

locate the student, use different spellings of his/her name. For example, if the student’s last

name is Hernandez search for the student under Hernandez and Hernandes.

You may also ask the parent if their child has ever attended a MISD campus, if they say yes,

make every effort to find the student in the iTCCS database.

Review the Enrollment Card for any MISD status.

1.20 STUDENT ADDRESSES

It is important that mailing addresses be keyed uniformly. It is very costly to the district if duplicated

addresses are different for students within that household. Please do your part to reduce postage costs

by following the instructions found in this topic. If unsure of an address, refer to the Street Directory

on WST0844.

Apartment Numbers: Be sure to clear the Apartment Number field when a student changes

from an apartment to a residence with only a street number and name. If the fields are not

cleared, this information remains in the student record.

o DO NOT use the # sign.

o Begin keying at the start of the Apartment number field.

o Do not key a space before the number. If the apartment number is 8, key an 8. Do not

key #8, space 8 or Apt. #8, just an 8.

Rural Routes: For rural routes, leave the Mailing Street Number field BLANK and key the entire

address in the Street Name field.

Street Directions: Don’t use periods after directions. Use W for West, N for North, S for South

and E for East as used in the street directory table.

Street Name Conventions: Pattern the address like the Street Directory table. Examples are:

BLVD BOULEVARD LN LANE

CIR CIRCLE MHP MOBILE HOME PARK

CT COURT PL PLACE

CV COVE RD ROAD

DR DRIVE TRL TRAIL

HWY HIGHWAY AVE AVENUE

ST STREET

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PO Boxes: The PO Box address is keyed in the Street Name Field only. There are no spaces or

periods between PO (i.e. PO BOX 52).

Street Directory: You can print an updated Street Directory through Report Manager at any

time. You may also use the online Street Directory Inquiry (WST0955) on the Student Main

Menu to search for street addresses. If you need an address added to the Street Directory

table, please complete the Student Street Directory Form. If you have any questions, you may call the

IMS Department at 240-1270.

Duplicating the Physical Address: Make a habit of verifying the mailing address against the

Street Directory table. Let the software duplicate the mailing address to the physical address

and parent address fields by using the DUP ADDR field on WST1107 or WST1100. This will save

you data entry time and ensures that the mailing addresses are correct.

Mailing and Physical Addresses Differ: When the mailing and physical addresses are different,

you must manually key in the physical address including the city in addition to entering the

complete mailing address. However, you may leave the physical zip blank because it will auto

populate from the street directory. This procedure also includes out of district addresses.

Blank Addresses: Make every effort to key the address and other pertinent information as

soon as possible. It can be expensive when we print labels or fliers for blank addresses, and of

course, the student record is incomplete for administrators who may need to view the student

address to contact a parent. In addition, by not entering an address, the student record is not

validated against the street directory. This may in turn allow a student to attend a campus in

which she/he is not a resident of.

Addresses for Special-Case students: Throughout the school year, there may be instances

when a student enrolls who does not live in the Midland ISD district. For these special cases,

follow the instructions shown below:

o If the student is at Safe Place (women & children’s shelter):

1. Enter the post office box information in the mailing address.

2. Enter 615 W Missouri in the physical address

3. Enter “A” in the address restriction category field and a “Y” in the address

restriction type field on screen WST1127.

o OUT-OF-DISTRICT: If the student is an approved out-of-district transfer from

Greenwood, Odessa, Stanton, Andrews, Pecos, or other Texas cities:

1. Enter the student’s eligibility code as “1” on the demo 1 screen WST1106.

2. Enter the student’s Greenwood, Odessa, Stanton, Andrews, or Pecos mailing

address in the mailing address fields (street number/street

name/apartment/city/zip) on WST1107.

https://docs.google.com/a/midlandisd.net/forms/d/1vl6Io9uyUIDLEInHx42fFCN81p0dSbadG44KLh-5hEU/viewform?c=0&w=1&usp=mail_form_link

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3. Enter 100 Greenwood, Odessa, Stanton, Andrews, or Pecos in the physical city

field. Leave the ZIP blank.

4. Enter transfer code “O” (alpha) in the transfer factor field on screen WST1107.

5. Click Save. Make sure you get a message that the record was updated.

6. Go to screen WST1106 and change the eligibility code to:

“3” if the student is full day

Or

“6” if the student is half-day.

7. Enter the Greenwood, Odessa, Stanton, Andrews, or Pecos

county/district/campus code in the CIR field on screen WST1106. This should

reflect what campus the student would attend in their home district if he/she

was enrolled there. Below are CIR codes for several cities:

Greenwood – 165902101 (EE-04), 165902041 (05-08), 165902001 (09-12)

Stanton – 156902101 (EE-05), 156902041 (06-08), 156902001 (09-12)

Odessa – 068901 (county/district). You will need to get the campus code.

Andrews – 002901105 (EE-01), 002901101 (02 & 03), 002901104 (04-05),

002901041 (06–08), 002901001 (09-12), 002901002 (09-12)

Note: If you are unable to determine the CIR, please call the IMS Dept.

8. Enter ‘06’ in the ATTR (Attribution) field on screen WST1106.

9. If the student is an approved out-of-district transfer from somewhere other than

Greenwood, Odessa, Stanton, Andrews, Pecos, call Information Management

Services. You will need to know where the student lives and his/her original

home campus. Thereafter, the information will be added to the street directory

and the campus personnel will be advised on further procedures.

Returned Mail: Please follow the steps below when mail is returned:

1. Compare the enrollment card with iTCCS to see if they match. If not, make the

corrections in iTCCS and resend the mail.

2. If the mail is returned again, call the student and/or parent to determine the correct

address.

3. In the event that the address has changed or the student/parent is challenging, send the

“Returned Mail” form (see below) home with the student. This lets the parent know

that they have a short amount of time to verify their address with you.

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4. If they no longer live in your attendance area, send them to the correct campus or to

Student Services.

NOTE: Please do not let the returned mail stack up, do not distribute returned mail to the

students/parents, and do not request a home visit from Student Services until after

completing the above steps.

1.21 TRANSFERS

The home campus (Attendance Zone campus) for a student’s physical address is displayed in the

bottom right corner of screen WST1107. Transfer factors must be entered for students who wish to

enroll at an MISD campus that is outside of their home campus (Attendance Zone campus) or outside

of their own school district.

Transfer requests must be requested each school year and are due by a particular date established by

the Student Services Office. Parents will receive notification of whether their transfer request was

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approved or denied at least 15 days before the first day of school. Transfers can only be approved if

there is space available at the school for which the transfer is being requested to and if the reason is

allowable by District Policy. Transfers during the school year are normally approved only in the case of

a hardship or other extenuating circumstance.

Transfer Procedures:

1. Verify that the proper paper work is on file or that the student is supposed to be attending due

to special programs (i.e. ELL, special ed., etc.). If the paper work is not on file or the student is

not attending due to special programs, either contact the parent to get the transfer procedure

started or have the parent enroll their child at their home campus (attendance zone campus).

2. If the transfer is valid, verify that the “Transfer Factor CY:” on Screen WST1107 corresponds to

the reason attending. Click the spyglass to see the list of Transfer Codes.

3. Students enrolled in Special Programs, such as ELL, Newcomer, or SPED, will have a transfer

code of “7 – Special Prog (SPED, ELL)” entered. These students MUST be enrolled in a Special

Program that is offered at your campus, and they do not require an approved transfer from

Student Services. For Example:

a. The ELL department determines the designated ELL campuses and their feeder schools.

Therefore, students whose neighborhood campus is not a designated ELL campus will

attend their feeder ELL campus.

b. The special ed department determines which campuses will have specific special ed

units. Therefore, out-of-neighborhood special needs students would attend these

campuses.

If an out-of-neighborhood special program student is attending your campus but does not fall

within the above examples found in a and b, then they must get an approved transfer through

Student Services.

4. Students enrolled in a Pre-Kindergarten program or in a Pre-K LEAP program out of their

Attendance Zone will have a Transfer Code of “K” entered. This is known as “PK Assignment.”

These students must be less than 5 years old by September 1st of the current school year.

Students other than LEAP must qualify through the Early Childhood program. Students in the

LEAP program are children of district employees who have applied for LEAP. The” K” code is

only used for these situations. Students with Transfer Code “K” will be moved to their home

campus (Attendance Zone campus) at the end of every year unless a next year transfer has

been approved by Student Services and keyed by Information Management Services.

Note: There may be situations where a PK student could already have a different transfer

code, such as Code “7” for Special Programs. If the student is already coded as a “7,” do not

change it to a “K.”

5. Students who are allowed to transfer because their home campus (Attendance Zone campus)

has space limitations, has boundary issues, etc. do not have to apply for a transfer. However,

they must attend a campus that has been designated as a reassignment campus. Contact the

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Student Services office for a list of reassigned campuses. Enter a Transfer Code of “R” for these

students. These are known as “Temporary Reassignment.”

6. Students who do not live in the Midland ISD attendance zone have to obtain approval from the

Superintendent through Student Services to attend Midland ISD. Once approval is obtained,

they will have a Transfer Code of “O” entered. These are known as “Admin Approval (Out of

District).” These transfers must be obtained each year. These students are moved to the MISD

Holding Campus (998) and remain there until an approved out-of-district transfer has been

received or until they are moved to the No-Show campus (999).

7. All students who wish to go to a campus that is not their home campus (Attendance Zone

campus) for any reason other than Paragraphs 3-5 above must obtain approval through Student

Services. See Paragraph 1 above. These students will then be assigned a transfer code by the

Student Services Department. During the month of April, parents will must notify Student

Services of their next-year intent for students to remain on a transfer or to return to the

attendance zone campus. Students without a valid next-year transfer will be moved to their

home campus (Attendance Zone campus) at the end of every year.

8. Any students who move out of their school’s attendance area and wishes to finish the year at

that school, MUST get an approved transfer from Student Services regardless of how much time

is left in the school year.

9. Current-Year students who are on transfers will be moved to their home campus (Attendance

Zone campus) for the Next-Year unless they have an approved next-year transfer from Student

Services to attend a campus other than their home campus (Attendance Zone campus) or they

have a Special Programs transfer. The appropriate transfer code (assigned by Student Services)

or “7” must be keyed in the “Transfer Factor Next-Year” field on screen WST1107. If the

transfer code is not keyed in the “Transfer Factor Next-Year” field on screen WST1107, then the

students will be moved back to their home campus (Attendance Zone campus) for the next

year.

10. Refer to the chart on the following page for detailed information on transfer codes.

For further information regarding transfer procedures, please refer to the following Student Services

Transfer Information.

Student%20Services%20Transfer%20Information

Student%20Services%20Transfer%20Information

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MISD TRANSFER CODES

UNLESS STATED OTHERWISE, TRANSFER REQUESTS MUST BE COMPLETED EACH SCHOOL YEAR THROUGH THE STUDENT SERVICES OFFICE.

CD DESCRIPTION EXPLANATION

4 DIST EMPLOYMENT OF PARENT District employment of a student’s parent transferred to the campus at which the parent is assigned.

6 HIGH SCHL CONT (CLSFD AS SOPHOMORE)

A change of residence to another school attendance zone after a student has earned the credits necessary to be classified as a sophomore.

7 SPECIAL PROG (SPED, ELL) Student is enrolled in a special program (Special Education, ELL, Newcomers). No approved transfer is necessary.

A ADMIN APPROVAL Approved Transfer received from Student Services Department.

C PEG (TEA YEARLY PROGRESS WAIVER)

Student is assigned to a campus that is listed as a PEG campus and requests a transfer to a non-PEG campus.

K PK ASSIGNMENT Students enrolled in a PK program or in a PK LEAP regular program out of their Attendance Zone.

M MCKINNEY-VENTO ACT Students deemed homeless.

O ADMIN APPROVAL - OUT OF DISTRICT

Student lives outside of any Midland ISD attendance zone. Student will be assigned a generic physical street address such as 100 Greenwood, 100 Odessa, etc. See 1.20 Student Addresses for additional information.

R TEMPORARY REASSIGNMENT Student is temporarily reassigned to another MISD campus because their home campus is at capacity. Contact the Student Services Office for a list of the “reassigned to” campuses.

1.22 AFFIDAVIT TO VERIFY ADDRESS

A parent or guardian who is unable to verify an address when they register at a campus must visit the

Office of Student Services to request an affidavit to verify an address.

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Identification that includes a photograph is required. An “Address Verification Form” must be

completed each school year.

Once you have received the Address Verification Form, you will need to key the code indicating receipt

of the form into iTCCS on WST1325.

Instructions for keying the address verification form using screen WST1325:

1. Access screen WST1325 in iTCCS (see screen shot below).

2. In the “Program Code” field, enter AVF

3. In the “Entry Date” field, enter the date the form was received or keyed

4. In the “Codes 1” field, enter Y

5. Click Save

6. You MUST upload the Address Verification form into the Documents storage on this screen

(WST1325)

AFFIDAVIT OF STUDENT ADMISSION INFORMATION

NOTICE TO PERSON ENROLLING THE STUDENT: A person who knowingly falsifies information on a form required for a

student's enrollment in the District shall be liable to the District for tuition or other costs, as provided in Education Code 25.001(h),

if the student is not eligible for enrollment but is enrolled on the basis of false information. In addition, presenting false

information or false records is a criminal offense under Penal Code 37.10 Please be aware that this is considered a Class C

misdemeanor and is punishable by a fine of up to $500.

My initials certify that I have read and understand the above statement. ____________________

List all students seeking enrollment in MISD.

Student(s) Name(s) Sex: M/F Date of Birth Age Grade

The name(s) and address (es) of the child's parent(s) or legal guardian(s) residing in the District are:

____________________________________________________________________________________________

Name Address Zip Phone

I am unable to provide verification of my address for the following reason(s):

____________________________________________________________________________________________

____________________________________________________________________________________________

Name of Home Owner/Landlord Address Zip Phone

BEFORE ME, the undersigned notary public, personally appeared __________________________________,

known to me to be the person whose name is subscribed below, who, upon being duly sworn stated:

I am over 18 years of age and am legally competent to testify. I have personal knowledge of the facts set forth herein, and they are

true and correct.

____________________________________

Signature of Affiant

____________________________________

Printed Name of Affiant

STATE OF TEXAS

COUNTY OF MIDLAND

SUBSCRIBED AND SWORN TO BEFORE ME on this the ____ day of ______________________, ________.

_____________________________________

Notary Public, State of Texas

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NOTE: This record will be inactivated during the Move-to-Grade Reporting process.

Home Visits

When a family provides a new address that requires them to change schools, and the next day the

family has an Affidavit, email Student Services attendance office to request a home visit to determine

the student’s correct address. Many times the family does not want to change schools, therefore, they

“move in” with other family members. Student Services appreciates the “heads up” calls in these

situations, but will issue the Affidavit unless they know otherwise. A home visit can help determine

where the student should attend school.

When a family comes to enroll at your campus and is told that they do not live in your attendance area,

often times the parent will “move” into your district within a day or two. Again, Student Services

appreciates the “heads up” but will still issue the Affidavit unless they know otherwise. Email Student

Services and request a home visit. Be sure and include all relevant information.

If you have a family that has been a challenge to work with and they want to change schools but aren’t

eligible for a transfer, often times they will “move” into the other school’s attendance area. Student

Services can make a home visit to determine where they should attend school.

1.23 VIDEOTAPING AND AUDIOTAPING OF STUDENTS

Parents are provided the “Videotaping and Audiotaping of Students” permission form (see sample

below) upon enrollment each year. The parent is asked to mark the form based on whether they do or

do not give their permission for their child to be video/audio taped. When the form is returned to the

campus, the data needs to be recorded in iTCCS using the Generic Entry/Withdrawal Program Codes

screen WST1325. Follow the instructions below to enter the data into iTCCS.

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Instructions for keying the videotaping and audiotaping of students permission form using screen

WST1325:

1. Access screen WST1325 in iTCCS (see screen shot below).

2. In the “Program Code” field, enter VAP

3. In the “Entry Date” field, enter the date the form was received or keyed

4. In the “Codes 1” field, enter “Y” if permission is given, enter “N” if permission is not given

5. Click Save

6. You can then upload the form into the Documents storage on this screen (WST1325)

NOTE: This record will be inactivated during the Move-to-Grade Reporting process.