WVEIS Enrollment

Enrolling a NEW student:

1. Press F6 or click "Add" in School Student Info (SSTU.103)

2. Enter name and birthdate. WVEIS will double check for possible duplicates, but you should search on your own also!

3. Finish entering enrollment information (which grade?)

Enrolling  a student from elsewhere in WVEIS:

1. Press F6 or click "Add" in School Student Info (SSTU.103)

2. Search for existing students (pop-up on Student ID)
   TIP: Enter student name & birthdate first.
   They will be used to search.

3. Look for a a "Request" button

   1. If you see a Request button, the student is still enrolled elsewhere. Use that button to request records within WVEIS!

      • At this time, call or email to notify the other school. They are not (yet) notified automatically when you send this request.

      • You can Cancel your request after making it with the Cancel buttn that appears or in SENR.521 (more info below) 

   2. If there is no Request button, the student is not enrolled anywhere. Click the student to enroll.

4. Update the rest of the student's information (which grade?)

5. Note about Race Not Reported: If the family does not self-select a race/ethnicity for the student, mark Race Not Reported AND your observation of the student's race/ethnicity.

Re-Enrolling a student dropped earlier this year:

1. Change "Enrolled" dropdown to "Not Enrolled" (see first screen clip)

2. Locate and select the student in the list

3. Change (F2) the Enrollment status to re-enroll

4. Update the rest of the student's information

5. Optional: Reinstate the student's classes (seee second screen clip)

   1. Open the student's Schedule tab

   2. Change "Enrolled" dropdown to "Show All"

   3. Select the dropped classes to restore

   4. Change the status from DROP to ENROLLED

Enrollment Record Changes

1. If you need to change the Enrollment Status code, Grade, FTE, Track, Auto Enrollment, or Next District/School (see upper screen shot)

   1. make the Change from the student's main record screen (which grade?)

   2. Check the effective date and add a comment to clarify why the code was changed

2. If you need to change the DATE or COMMENT on a record (see lower screen shot)

   1. Click the Enroll History tab

   2. Select the enrollment record to correct

   3. Click Change

   4. Edit the date or comment (Do not change the enrollment status code here.)

   5. Click Submit

Enrolling a student for NEXT school year (new Kindergarten, etc.)

1. Change Year dropdown to next school year. The top bar will change from green to BLUE.

2. Press F6 or click "Add" in School Student Info (SSTU.103)

3. Search for existing students (pop-up on Student ID)

   1. If found, click student to import

   2. If not found, close search and add the Student Record information

4. Choose an enrollment status (EN12 if the student has never been in any school)

5. Enter next year's grade, Tack 01, and FTE (which grade?)

6. You may leave Effective Date blank. It will automatically be set as July 1 of next school year.

7. Enter or update Race / Ethnicity and School Information areas.

8. Hit Enter or Click Submit.

9. Select the student again and enter or update Households, Guardians, etc.

Withdrawing a Student:

1. Press F2 or click "Change" in School Student Info (SSTU.103)

2. Leave the Record Status as ACTIVE unless the student is going out of state.

3. Change Enrollment Status to correct drop code (use pop-up menu for options & descriptions)

4. Check other Enrollment record information (FTE = 0, effective date is left blank unless retroactive) NOTE: Do NOT enter the first day of school if dropping over the summer. Leave the box blank in that case.

5. Hit Enter or Click Submit. Your change appears listed to the right.

   1. To add a comment, click Enroll History, Change/F2, add comment, and click Submit. (For example, marking a record as a "duplicate")

   2. Every night, WVEIS will automagically drop withdrawn students from their scheduled classes. You do not need to remove schedules manually.

6. Student record will move to "Not Enrolled" list next time the student list updates.

Responding to a WVEIS records request:

1. Students with active record requests will be outlined with red bars in your student list (SSTU.103).

   1. If you know you have a request (because of a phone call, etc.), find and click on the student.

   2. Click the red "this student has been requested" link to see the request.

2. You can also view any requests for student records sent through WVEIS in the Enrollment Change Request application (SENR.521) in the Enrollment menu.

3. If you are withdrawing the student:

   1. Withdraw the student using the normal process (above)

   2. The request will be marked "Fulfilled" automagically.

NOTE: Responding "Fulfilled" to a request does not withdraw the student.

4. If you are NOT withdrawing the student, mark the request as "Request could not be fulfilled" with a note.

Withdrawing a student who will leave over the summer:

If the student is leaving WV public schools over the summer (out of state, to private/homeschool, etc.), do not withdraw them during the current year. This can affect testing and EOY data collection. Use these steps to withdraw them in next year.

1. Highlight and copy the student's ID from their current record.

2. Change Year dropdown to next school year. The top bar will change from green to BLUE.

3. Press F6 or click "Add"

4. Paste the student's ID into the Student ID box and hit Tab. The student's information will be pulled in automagically.

5. Choose enrollment code EN12, as in the screen shot on the right, and hit Enter or Submit.

6. Select the student again and click Change.

7. Select an appropriate withdrawal (WD) code for the enrollment record.

8. Hit Enter or Submit to finish withdrawing the student for next year.