Enrollment

District-Wide Search

There is one PowerSchool database for all of PCSD, so all PCSD student records exist in the same database. Before enrolling a student, make sure that the student has not been previously enrolled in any PCSD, not just your school, to avoid duplicates.

Verify the student's name and date of birth as it appears on the birth certificate.
Search for the student in PowerSchool using the District-Wide Search.
○ Search using the student's name.
If the student is not found...
○ Search for the student again using the date of birth.

►If you find the student already exists in the database...

🛑STOP🛑 Do not enroll the student using Enroll New Student.
Contact the previous PCSD school to have the student transferred to your school in PowerSchool.
A list of registrars for PCSD schools can be found in PowerSchool.
Data & Reporting → sqlReports → PCSD Registrars.
This is just for students who are in PowerSchool but are at a different school within the district.
If the student is at a school that is closed, email powerschoolsupport@sccharter.org to request that the student be transferred to your school.
Once they are transferred to your school, they will be inactive.
Proceed to Re-Enroll A Student.

►If you do not find the student in the district...

Make sure that you have searched for the student using the legal name and date of birth separately.
Proceed to Enroll New Student

Failing to use District-Wide Search with fidelity risks creating duplicate students. All schools are responsible for performing a District-Wide Search. Schools are responsible for resolving duplicate student records. Level Data Validation has reports to help you find duplicate students.

Start Page → Level Data Apps → Data Validation → Student →

Possible Duplicate Students with Different Student Numbers
Possible Duplicate Students with Different State Student IDs

The sooner the issue is resolved, the less time the PowerSchool admin, attendance clerk, counselor, and teachers will spend manually copying data from one record to another.

Search Tips

Verify the student's legal name against the birth certificate first.
In order to properly search for the student, you must first verify the student's legal name against the birth certificate.
Search 2x every time.
You should be searching 2x every time unless you find the student with the first search. Search first by the legal name then search again with the date of birth.
Make sure to use the District-Wide Search even if the parent/guardian indicated that the student has not attended PCSD schools before.
The student could have been enrolled but no-showed.

Re-Enroll A Student

In order to reenroll a student they must be inactive in your school's database.

Search for the student.
Use the forward slash (/name) if you do not have Include Inactive Student/Staff Results enabled.
Click on School Enrollment → Re-Enroll in School.
Complete the following fields:
Date of re-enrollment - the first day they attend school
Entrycode - E(Eligible for State Funding)
Full-Time Equivalency = Full Time
Grade Level - Correct the grade level
Click Submit.
The student is now active at your school.

Enroll A Student

From the Start Page...

Click on District-Wide Search
Type in the last name to search
Click on Search
Review the results
Click on Search Again
Type the date of birth to search
Click on Search
Review the results
If the student is listed at another PCSD school,
🛑STOP🛑Contact that school to have the student transferred to your school then follow the instructions to re-enroll a student.
Click on School Enrollment
Click on Enroll New Student
Enter the student's demographic details:
○ Preferred Name(Last, First Middle)
○ Legal Name (Last, First Middle Suffix)
Click on Copy if the preferred name and legal name are the same
○ DOB
Enter the date of birth exactly as it appears on the birth certificate
○ Preferred Gender
○ Legal Gender
Select the preferred gender and legal gender if they are different or click copy it they are the same.
○ Phone Number
Enter the enrollment details
○ Enrollment Date - The student's first day of school.
○ Full-Time Equivalency - Full Time
○ Grade Level
○ Entry Code - Eligible for State Funding (E)
○ District of Residence - The school district where the student resides.
Enter the student's address.
○ Street, Apt/Suite, City, State, Zip
Validate the address
Click on Accept
Click Submit
Enter contacts for the student on the Contact Management page.
Every student must have at least one custodial contact.
Enter the primary EFA code on the EFA Code Entry page.

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