INTRODUCTION

This article should be used for enrolling new students in PowerSchool for the current school year. If you wish to Pre-Register students for an upcoming school year, then please refer to this article: How to Pre-Register NEW Students for an Upcoming School Year.

STEP BY STEP GUIDE

To correctly register a new student for the current school year, please do the following:

1. Make sure you have the correct "Term" selected. The value displayed in the "Term" box should be a term for the CURRENT year. 

2. With the correct term selected, click on the Enrol New Student link found in the left-hand navigation bar under the People heading.

3. Special care must be taken to setup the NEW student record correctly. Please use the following information as a guide to filling out the "Student Information" section of the form correctly:

4. The next part of the form is the "Information for Family Match" section. Unless you are familiar with using the "Family Match" function, we suggest you select the option labeled: "Enroll without linking or copying information". When you are satisfied that you have filled out the form correctly, click the Submit button to continue the process.

NOTE: Use the Information for Family Match section to search for family Members, only if you are familiar with this function of PowerSchool. Students can always be linked to other family members at another time if you would prefer to skip this part of the process.

5. After clicking on the Submit button, PowerSchool will automatically check to make sure that you are not creating a duplicate record for the student. PowerSchool will scan it's database to look for students with similar names or details. If similar names are found in PowerSchool you will be directed to the "Check for Duplicate Students" page:

Scan the list of students provided on this page to confirm whether or not a record for this student has already been created. In the example shown below it appears as though a record for this student has in fact been created. It may be the case that another staff member has already started the registration process for this student. If a record already exists, then follow the instructions provided on the form: "If you find a match for this student in the list above, click on the student's name to re-enroll that student or to go to the student's detail screens":

Alternatively, If no match is found, click on the 'Enroll' button to proceed with a new enrollment:

NOTE: If no similar names exist in the database then the "Check for Duplicate Students" page will not be displayed. Users can then skip straight to step #6 shown below.

6. After following the steps provided in steps 4 and 5 of this article, the user will be redirected to the student's new PowerSchool record. If the record has been created correctly, then the word Pre-Registered will show at the top of their student record. The new record will also highlight the fact that the "LDS" field is currently blank. More information about filling out the "LDS" field and other essential fields will be provided in steps 7, 8, and 9 of this article.

NOTE A: Correctly Pre-Registering students will create a student record with a PowerSchool Enrollment Status of "-1". This means that their PowerSchool enrolment is still "pending" until their official start date in the new school year. When their official start date arrives, their "pending" record will become an "active" record during the PowerSchool nightly process.

NOTE B: Incorrectly pre-registering new students can cause Enrollment Summary issues. Students that are incorrectly pre-registered may receive a PowerSchool Enroll Status of "0", and will be promoted during the End-of-Year (EOY) process. They will also receive a ‘Dual Enrollment’ and ‘Re-enrollment’ record resulting in duplicate numbers on the Enrollment Summary report. 

7. Once the student has been correctly Pre-Registered, three additional pages must be filled out in order to correctly process the new student. The first page that should be filled out is the Information page. This page closely matches the paper form that the student would have used to register for school. Be sure to enter all the necessary information required in the "Student Information", "Contact Information", and "Office Information" sections of the form:

After filling out the essential "Student Information" fields, be sure to enter any information available for the "Family" and "Medical" sections of the page also. Click Submit to save your changes.

NOTE: All mandatory fields are highlighted in yellow. Users will not be able to save this form unless all of the required fields have been filled out correctly.

The second page that should be filled out for all new students is the Scheduling Setup page. A link to this page can be found towards the very bottom of the left-hand navigation menu. Please take note of the following when filling out this page:

NOTE A: If you are enrolling a Year 10 student at the END of a school year, the Next Year Grade should be 11
NOTE B: If you are enrolling a Year 11 student at the BEGINNING of a school year BEFORE school has started, the Next Year Grade should be 11
NOTE C: If you are enrolling a Year 11 student DURING the school year AFTER school has started, the Next Year Grade should be 12

QUICK RECAP

1. Select the correct Term (e.g. Y18 2018).
2. Click on Enroll New Student.
3. Populate the form with the required data.
4. Click Submit to save the new record.
5. Verify that the record has been correctly saved.
6. Enter the rest of the student details on the Information page.

7. Go to the Scheduling Setup page and make sure that the key fields are populated.