Registration Guide

Modified on Thu, Feb 22 at 10:45 AM

Registration Guide

Genesis has a full repertoire of Registration functions. These are optimized to meet the requirements of the State of New Jersey.

This article is an overview of the process with a step-by-step guide.

Listed below are the Registration operations:

New Student Registrations:
- “New Student” registers a student for the current school year.
- “Pre-Registration” registers a student for the next school year.
Transfer in District – Transfers a student within your district, either from school to school, from one grade to another.
Withdraw from District – This removes a student from ACTIVE status, places them on INACTIVE status. If the student is scheduled into classes, this automatically drops the student from all their classes.
Re-Entry – This reactivates a student who was previously registered in your district and was also previously withdrawn. To be reactivated (that is, re-entered) the student’s current status must be INACTIVE.

Note: The primary difference between New Student registration for the current year and Pre-registration for the next year is that with New Student registration the student is placed directly into a school and attendance records are created immediately to track their current year attendance. With Pre-registration, the student is placed in a ‘holding tank’ Pre-Registration school and does not appear in current year records. In addition, it is crucial to identify what school and grade the student is to be placed in for the next school year. There are no other real differences between the two functions. Just be sure to register a new student for the current year via Registration>New Student and/or to pre-register a student for next year via Registration>Pre-register.

Below is a step-by-step guide to registering a new student

The New Student Registration Wizard

There are a few screens that comprise both the “New Student Registration Wizard” and the “Pre-Registration Wizard”:

1. The Required Data screen – This screen allows you to check to see if the student already exists in the database and forces you enter all required information for a student before proceeding.

2. The Contacts Screen – This screen requires that you enter Contact information for the new student or to import the information from an existing student.

3. The Family Screen – The optional Family screen enables you to create a Family Code for this student and to record the outline of Custody information.

4. The Categories Screen – The optional Categories screen contains a set of parameters on the student.

Please note: You can modify the “layout” via Registration>Setup>Set Layout so the order of fields and tabs may differ as needed for your district.

Procedure to Register a New Student for the Current School Year

Go to the Registration tab
Click on the New Student tab. This brings up the first page of the New Student Registration Wizard.
Perform the “Student Previously Enrolled check” - which determines whether this student has previously been registered or not.
1. At the bottom of the Registration>New Student>Required screen is a “Does Student Exist?” button.
2. To perform this check, do the following
3. Fill in the following fields:
  - Last Name
  - First name
  - Middle name (if student has a middle name)
  - Birth date
  - Gender
4. Click the “Does Student Exist?” button at the bottom of the screen.
  - If no student matches this student’s basic information exists, the following message is displayed:
  - If a student matching this student’s basic information exists, a warning will be displayed:
  - Click “Close” to dismiss the message.
5. You must decide if you wish to continue or not. If you wish to simply re-activate the student’s previous record, use the Registration>Reentry tab.
6. To finish registering the new student, continue with Step 4 below.
Fill in the remainder of the Student’s Required Information on the New Student>Required screen. This first screen of the Wizard is the “Required Demographic Information” screen.
1. The required fields on the Registration Form are identified by red asterisks ‘*‘ These required fields can be set by your district and may not be fully listed here.
2. These are the fields that will always be required:
  - SchoolCode
  - Birthdate
  - BirthGender
  - GradeLevel
  - CurrentProgramTypeCode
  - PccEntryCode
  - SpecEd
  - Ethnicity
  - Race
  - AttendingDistrictCode
  - FirstName
  - LastName
  - BirthDate
  - ClassOf
  - YearOfGraduation
  - HighSchoolEntryDate
3. Note: you can set other fields to be required/not required and/or visible/not visible via Registration>Setup>Set Visible/Required Fields
When you have completed entering information on the Required screen, click the Next button (or “Go to Contacts.”)
- If a required field has not been filled out, a message will be displayed:

Before proceeding, click OK and fix the specified problem. When all required information has been entered, you can then navigate to the next screen, and you can move to Step 6 below.

Contact Information. There are a few options here:
- Contact Information was found for students who might be siblings (or otherwise related) to the new student. Contact information can then be copied into the new student’s record from another student.
- No other students were automatically located who might be siblings of the new student. However, you can use the following pop-up window to search to locate siblings:
  - This feature grants the capability to search for addresses of existing contacts within genesis and import the contacts at that address. Below the search bar will show the student and guardian at that address.
  - You may search by Address/Street, Contact (name), Email, or Phone number.
  - If a sibling of the student you are registering appears in the search, click the existing sibling’s name. Two things will occur:
    - Contacts will be copied automatically from the sibling to the registered student
    - The “Family Code” field is also copied from the existing sibling

The new student’s contact information can also be entered from scratch. Click “Enter Contacts Manually” on the above window to do so.
A minimum of two Contacts must be created for the new student:
- The student’s own Contact record – Every student has their own Contact record to record their own cell phone numbers and email addresses, etc. This is created first. The student’s physical legal residence address must be entered into this Contact. It can later be copied to the Guardian 1 record.
- The Guardian 1 Contact record – This is the Contact record for the primary guardian parent. Guardian 1 usually identifies the mother. The key criterion for Guardian 1 is that they must live in the same residence as the student themselves.
Once those two required Contact records have been created, additional Contact records can be created, such as the Guardian 2 Contact, Emergency Contacts and “Other” Contacts (usually doctors, dentists, hospitals, other important people in the child’s life).
The Contacts screen will initially appear empty. There will be locations for the Student’s Phone Number(s), Email Address(es) and mailing/work and physical address(es).
Once the Student’s own phone number and email address have been entered, you can click “Create New Primary Guardian.”

This brings up “Guardian 1”:

Repeat data entry to fill in Guardian 1’s information.

Fields To Enter

The Fields for Mailing/Physical Addresses include:
a) Street Number: Required. House/building number on street
b) Street Name: Required. Name of the street. If there is a street map, this will be a drop-down box. If there is no street map, this will be a text field. If there is a street map – and thus a drop-down box, there will also be an “Override” checkbox to allow you to enter the name of any street not currently in the street map.
c) Apartment number: Apartment number in building
d) Apartment Complex: Name of the apartment complex, if applicable.
e) City: required. Auto-filled in if you select a Zip Code.
f) State: required. Auto-filled in if you select a Zip Code.
g) Zip Code: required. Selecting the Zip code fills in the City and State fields. A New button next to the Zip Code field allows you to enter a new Zip code.
h) County Code: County in which student lives
i) Type – There are three types:
a. Physical – A physical residence. E.g., Legal Residence home address.
b. Mailing – A mailing address such as a P.O. box.
c. Work – A work (non-resident) address for the student or a guardian.
j) Mailing Name – Optional. If this is filled in, mailings to this address will print this “Mailing Name” as the name field. E.g., this is where “Mr. & Mrs.” Names can be entered.

Additional Address Fields:
a) Address Lot Code: Address lot code within district, if applicable.
b) Address Block Code: Block identifier for the address, if applicable (if District is collecting this information for busing or other reasons).
c) Renting: yes/no flag
d) Rental expiration date: If renting, the date the current lease expires.
e) Resident Housing Type: Options include: Apartment dweller, Homeowner, Rent/Lease home,
Affidavit - lives with another family
f) Residency Code Options include: Resident, Homeless. Tuition – non-resident, Affidavit
Residency, Affidavit Support, Emancipated Minor, School pays other district – resident
g) Address Affidavit Renewal Date: If an affidavit was supplied to document legal residence, the date the current affidavit expires.

Email Fields:
a) Seq – The sequence number that positions this email in the list of emails on the Contact
b) Email – The email address itself
c) Email Description - A brief description of the email (optional)
d) Work – Check if this is a work email. If it is not checked, this is considered to be personal.
e) B – Check if this is to be used for Emergency Broadcasts

Phone Fields:
a) Seq – The sequence number that positions this phone number in the list of phone numbers
b) Primary/Home - This flag indicates that this is the primary phone # to use for this Contact. For the Student & Guardian 1 Contacts this is the equivalent of the old Home Phone, and it is required.
c) Type – This indicates whether the phone number is a landline or a cell number, a fax or a pager and work/personal as well.
d) Number – The phone number itself, including the extension field
e) Mobile Provider – If this is a cell (mobile) number, to be able to use it for Emergency Broadcasts (and other text messages) the provider (e.g., Verizon, AT&T) must be entered. If no provider is entered, no messages can be sent to this number.
f) Description – A short description of the phone number
g) B – Emergency Broadcast. This will have no effect unless the “mobile provider” is entered.

To enter additional contacts, click “Create New Contact” here:
To edit a contact you have added already, click on the contact’s name.
When finished, click "Go to Family."

The Optional Family Screen will be the next step.

The Family Screen allows you to create a new Family Code for this student and allows you to specify that the student has custody issues.
These are the fields you can enter:
- Family Code – This will already be filled in if you connected a sibling on the “Contacts” screen. To generate a new family code, click the “Generate Family Code” button.
- Custody Issue – Set to Yes if the student has a Custody Issue. On this screen you will only be able to record the basics.
- Court Order on File – Set to Yes if there is an order on file and No otherwise.
- Custody Status – This is a short text field for your use.
- Custody Start Date – The date the custody status/issue/court order took effect.
- Custody End Date – The date the court order/custody status/issue ends.
- Additional Information – Text field to capture additional information regarding the situation
The Optional Categories Screen is the next step.

The Categories screen allows you to set flags on the student’s record to indicate various issues or status.
This tab appears after you enter the demographic info for the student, but it consists largely of optional data.
There is a Categories tab, a User Question tab (which come from custom User Texts set up in your school), and another User Question tab (which come from custom User Flags set up in your school.)

This is optional, so you can enter info or click "Next" to move on

The Optional Parent Account Creation tab is next. You can create the student and/or parent account while registering, if needed. This is entirely optional.
- If you have allowed for the Parent Account Creation tab to appear, enter the student and/or guardian info as needed.
- When finished, click "Next" to move on.
When finished, click “Register Student” to complete the registration.
- This button appears on the Family screen and the Parent Account Creation screen.
- The new student can be registered once their Contact information has been added.
- When “Register Student” is clicked, the student is added to the Genesis database with a Local student ID, and a confirmation dialog is displayed with this information.
- Click Ok!

You can also always navigate back a step using the buttons you see on the tab. And you can also click the “Reset Registration” button to start over.