Student Add Process
Overview
Default Entry Parameters
Student Add Process
Entry Records
Save and Add Family
Save button
Save and Add Emergency Information
Save and Finish
Replace an Emergency Contact
Overview
When a new student enters the school it is important to get their information into the
system as easily and quickly as possible. The information you enter on the Student
Enrollment screens will fill in fields on the General, Entity, Family, Emergency and
Entry/Withdrawal tab.
Only the demographic information is required to be entered in order to add the student. You
can go back at a later time to enter the Family and Emergency Contact Information.
Students can be added from both the Student Profile and the Student Browse.
Student Profile
Student Browse
It is important to understand that when an individual is added to the database, that the
individual will only have one ‘name’ record throughout the district. Therefore, it is
imperative to verify that you are not creating a duplicate record for a student who already
exists in the system.
From any Student tab or browse screen, click Add to enroll a new student into an entity.
Default Entry/Withdrawal Parameters
The very first time you add a new student into the system you are required to setup default
parameters. The default parameters will be used to initially set default values for data entry
fields during the student add process. Setting theses defaults will save you time when a
majority of records have similar attributes. Even though an entry record may contain an
initial default value, you will always be able to change the value so it is accurate for the
student being added. If you prefer to not setup the defaults, you can click ‘Save’ when this
screen displays.
Default Entry/Withdrawal Parameters
Entry Date – Allows you to determine what date will be used for the student’s entry date
into the entity.
 Start date of current/next year calendar – If this option is selected, the entry
date will reflect the first day of school for either the current or next year calendar.
 Enter a specific entry date – If you select this option, you will see another field to
enter the specific date.
 Use district defaults with current/next year calendar – This option will use the
Entry date defaults entered on the District Configuration Entry/Withdrawal Defaults
setup to calculate the default entry date.
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Current Date – If this option is selected, it will use the current date for the entry
date.
% Enrolled – The percentage of the day the student will be enrolled in classes. This
defaults to 100%.
Entry Code – Code that describes why the student enrolled in the entity.
Comment – Description of the student’s entry into the entity. This area is informational
only and is not required.
School – Select the school a majority of students will be assigned to.
Calendar – Select the calendar a majority of students will be following.
Student Type – Classifies the student for reporting purposes.
Resident District – The district the student is currently living in and is reported on for
funding.
Entry Record Default Options – If you select any options at the bottom of the screen, the
default value will come from the student’s previous entry record. It will look for the last
entry record for the entity. If no entry record exists for the entity, it will look at the last
entry record from any entity.
Student Add Process – Demographics
Entry Record
Enter the Student’s Last Name, First Name and Middle Name. Select the Click Here to
Search for Entered Name after the full name has been entered.
If a student appears in the ‘Matching Name’ area, you should check to see if the individual is
‘reentering’ or if they are in fact a new student.
 If the student is not already in the system, select Add Entered Name to Student.
 If the student is already in the database, highlight the name in the ‘Matching Names’
area and click Select Name and Add to Current Entity as Student.
It is important that when an individual is added to the database, that the individual will only
have one ‘name’ record throughout. It is imperative to verify that you are not creating a
duplicate record for a student who already exists in the system.
Demographic Information
 **Date of Birth – Enter the student’s birth date. The system calculates the age and
creates the grade/grad year based on the student’s date of birth.
 **Grade/Grad Yr – Verify the grade and graduation year of the student. The field
is calculated based upon the student’s birth date. You can make modifications to the
grade/grad year field, if the information is not correct.
 GLO – GLO stands for Grade Level Override. Enables you to enter a grade other
than the calculated grade for a student. Many states have specific code requirements
for this field. It is important that you use the codes required by your state as some
state reports use this field for grade calculations and totals.
 Birth Certificate, Birth City, Birth State, Birth Country and Birth County – If
the birth information is known, it may be entered. Some states require birth
information to be entered for state reporting.
 Resident – Is this student a resident of the district? Does the student sleep within
the boundaries of the district at night?
 Mom’s Maiden - Allows you to enter the mother’s maiden name for the student.
 Other ID – A unique id that is given to each student in the district. The system can
be configured to make the Other ID field mandatory depending upon the district’s
policy. You can determine the configuration of the Other ID by going to Student
Management>Students>Setup>Configuration>Identification Number Settings.
 SSN – Social Security Number may be entered. You can determine if you see the
SSN field by going to Student Management>Students>Setup>Configuration>
Identification Number Settings or Product Setup>Skyward Contact Access>Student
Management>Configuration.
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State/EDE – If you know the student’s state number, you can enter it. Many states
have an import from the state to bring in the student’s state number.
Race/Language Information
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Local Race – Local Race are district defined codes available for data entry at a local
level only, unless otherwise required by your state.
Ancestry – Ancestry are district defined codes used to identify the student’s ethnic
origin. It is available for data entry at a local level only, unless otherwise required by
your state.
**Ethnicity and Federal Race – Select the ethnicity and/or the race of the
student; more than one Federal Race can be selected.
Race/Eth Verification – This field allows you to indicate who verified the student’s
race/ethnicity and when.
**Language – Select the student’s primary language.
Entity
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Default Entity – A student must have a default entity and this is typically the entity
which claims the student for membership. It is the Entity in which the student
spends the majority of their time.
Full/Part-time – This is an information field only and lets you know if the student is
full time or part time student.
Current Year Status – Select if the student is active or inactive in the current year
for this entity.
Next Year Status – The next year status of the student for the entity you are
currently in.
Current Year Member – Select ‘Yes,’ if the student was counted in membership for
the current year. What classifies the student as a current year member will be up to
the individual district. The Current Year Member flag is a quick way for you to
determine whether the student is a member without having to check attendance and
entry/withdrawal records. This field does not get updated automatically.
Include in Honor Roll – If you do not want the student included on the honor roll
reports, set this field to ‘No.’
Include in Rank – If you do not want the student to be included in the ranking, set
this field to ‘No.’
Distribute Student Demographic Information
The Distribute Student Demographic Information flags will be used for Data Mining and
Report Generator ranges. The flags that display are determined by going to Student
Management> Advanced Features>Advanced Features>Setup>Configuration>Demographic
Distribution.
Enter as much information as possible during the add process to save time and reduce the
chance of mistakes. You will click Save and Add Entry Record.
Entry Record
Enrollment Information
The information populated on this screen is based on previously defined defaults and may
be modified as necessary for individual students.
 **Enrollment Date – Enter the date of the student enrollment. If the student is
entering midyear, it should be the day the student is entering school.
 *Entry Code – Enter the Entry Code which best describes the student being entered
into the entity.
 Percent Enrolled – Percent the student attends your entity according to the
calendar/program assigned. For example-a half-day kindergartener assigned to the
half day Kindergarten calendar would be considered 100 percent enrolled, because
they are attending 100 percent of the ½ day Kindergarten program in accordance
with the calendar.
 PSEO Hours – Does the student take Post-Secondary Education Options? Fill in the
number of hours he/she is taking.
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Comment – Enter a comment relevant to the student’s entry, if needed.
**School – Enter the School the student is attached to in this entity.
**Calendar – Enter the Calendar that will be attached to this student.
**Student Type – Enter the Student Type, for example: R-Regular or S-Special Ed.
**Resident District – Select the Resident District of the student. It might not
necessarily be the district he/she is attending. The Resident District will reflect the
district boundaries where the student sleeps at night.
Transportation – It allows you to give additional information about how the student
is transported.
Enrollment History
The Enrollment History displays any prior enrollment information of the student for the
district.
After you have completed the student’s enrollment information, you can click Finish or
Save and Add Family to continue to add family information at this time.
Save and Add Family
Save Button
Enter the primary guardian’s Last Name, First Name, and Middle Name, if provided.
Select the Click Here to Search for Entered Name after the name has been entered.
Names that match will display in the ‘Matching Names’ area. If a name appears in the
‘Matching Names’ area, you should check to see how the name is used in the system.
 If the guardian is not already in the system, select Add Entered Name As Family.
 If the guardian is already in the database, highlight the name in the ‘Matching
Names’ area and click Add Selected Name As Family.
Guardian
 Relationship – Indicate this guardian’s role in the family (i.e. mother, father, etc)
 SSN - Social Security Number may be entered. You can determine if you see the
SSN field by going to Student Management>Students>Setup>Configuration>
Identification Number Settings or Product Setup>Skyward Contact Access>Student
Management>Configuration.
 Emergency Contact – Select this box if this person is to be an emergency contact.
By doing this the program will automatically fill in an emergency contact in the
student’s record. You can have this flag automatically selected by choosing the
option ‘Default option to create a new guardian as an Emergency Contact to Yes’ in
Student Management>Families>Setup>Configuration>New Family Defaults.
 Custodial Parent – Allows you to determine if the guardian is a custodial parent.
You can have this flag automatically selected by choosing the option ‘Default
Custodial Parent to Yes for new guardians’ in Student
Management>Families>Setup> Configuration>New Family Defaults.
 Pick Up – Allows you to determine if the guardian can pick the student up from
school. You can have this flag automatically selected by choosing the option ‘Default
Pick Up to Yes for new guardians’ in Student Management>Families>Setup>
Configuration>New Family Defaults.
Phone/Email Information
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Primary Phone – Enter the main phone number where the guardian can be
reached. The Primary Phone will remain the same for any additional guardians
within the same family.
Confidential – Check this box if the primary phone is supposed to be confidential.
The Confidential Phone Numbers display with (Conf) after the phone number. When
running a report if the Confidential Phone Number are not requested for printing,
they will print as Confidential.
Category – The Category is the Phone Category and is a way to distinguish the type
of phone. (Examples – pager, cell)
Family Access Information
 Allow WEB Access- Selecting this option gives the guardian access to Family
Access.
Address
 Address – Enter the family address. Be sure to use the appropriate area for the
street number, direction and street name.
 SUD – SUD stands for Secondary Unit Designator. This is where you would enter
Apartment, Building, Unit, etc. information.
 Do Not Distribute Address – It allows you to specify if the address information
should not be distributed. If this option is selected, it will display a red indicator next
to the address.
 Carrier – Allows you to enter the mail carrier number.
 Zip Code – When you enter the Zip Code, it pulls in the City/State information
attached to the code. The Zip Code default is set in Product Setup>Skyward Contact
Access>District Setup>Configuration>District Information Configuration.
 CY Path/NY Path – Paths are used in Skyward to designate which schools the
student will be attending based upon their address.
 Separate Mailing Address – Use this area if the family wants forms and report
cards sent to an address other than the home address. Some districts will record the
student’s P.O. Box as a separate mailing address.
Family Information
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Receives Report Cards – Indicates whether or not the family is to receive Report
Cards.
Print Hard Copy Report Card – Indicates whether or not the family will receive a
paper copy of the report card.
Receive Forms – A ‘yes’ or ‘no’ field that indicates whether or not the family
accepts forms for the student. This field affects the following processes:
 Family Census Report
 Report Generator Ranges
 Data Mining
 Fee Management Statements
 Poor Attendance Letters
 Student Schedules
 Student Schedule Cards
 Student Textbook Information
 Discipline Parent Notification
 Obligation Letters
Family Transportation Code – An eleven character comment field which is printed
on some transportation reports.
Home Language – Enter the primary language spoken in the home.
Family Title – This area is not necessary but if you want to use titles on labels this
is where you would enter Mr. & Mrs., Mr. & Dr., Ms. Etc.
No Release Indicator – Indicates that information about the student should not be
released to this family.
Add Guardian Button
The Add Guardian allows you to add an additional guardian to this family. After entering
the guardian’s name, their name will display below guardian 1 name.
You can then enter Guardian 2 information.
Save Button
The Save button allows you to create additional guardians and families for the student. You
may have multiple families for each student.
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Add Family – Allows you to create additional families for the student.
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Edit Family – Allows you to modify family information. Updating any family
demographic information will update that information for all the individuals attached
to that family (i.e siblings and other guardians in the same household).
There are fields that will be available on the family tab and when you edit the family
that are not available on the family screen of the Student Add Process.
 Move In Date - Allows you to enter in the date the family moved to that
address. It defaults with the date the family was added into Skyward.
 Dwelling – This field allows you identify the type of residence in which a
student lives.
 Hazard – Allows you to select a code that represents possible dangers along
a school bus route.
 Census Area, Census Sub Area, Horizontal Coordinate, Vertical
Coordinate – Gives you the ability to track this information related to the
address.
 Override Family Title – Marking this box and entering something in the
blank area allows you to override family salutation.
 Mail Categories – Allows you to identify the mailing group(s) and can be
used to categorize the family at a specific address.
 Family Notes – Allows you to add, edit or delete notes relevant to the
family.
 Change Log – Allows you to view what family information has been modified,
when it was modified and by what user.
Finish
The Finish button allows you to save the student information, but not enter in the
emergency contact information. If you select the option of Save and Add Emergency
Info, you can add Alert Information, Provider Information and/or Emergency
Contacts.
Save and Add Emergency Information
Save and Finish
Replace an Emergency Contact
Alert Information
 This Student Has Critical Alert Information – If this option is selected the
student’s name will appear in red in almost all areas of the software including areas
like attendance, discipline, grading, scheduling and in the teacher’s gradebook.
 Display in Family/Student Access – Should the alert information display in Family
and/or Student Access?
 Alert Info – If the student has any allergies or other medical information, which
should be readily available in the event of an emergency that should be entered
here.
Provider Information
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Physician, Dentist, Hospital – Allows you to enter the student’s Physician, Dentist,
and/or Hospital.
Insurance, Insurance Policy Number – Allows you the ability to enter the
student’s insurance and insurance policy number, if known.
Emergency Contacts
If you selected the field ‘Emergency Contact’ when adding the guardian, they will display in
the Emergency Contact box.
Adding an Emergency Contact
After clicking Add, you will enter the emergency contact’s last, first and middle name. Once
the name has been entered, you will select Click Here to Search for Entered Name
Names that match will display in the ‘Matching Names’ area. If a name appears in the
‘Matching Name’ area, you should check to see how the name is used in the system.
 If the emergency contact is not already in the system, select Add Entered Name as
Emergency Contact.
 If the emergency contact is already in the database, highlight the name in the
‘Matching Names’ area and click Select Name and Add as Emergency Contact.
You have the ability to enter the Address and if necessary the Separate Mailing Address for
the emergency contact. After entering the address information, you will click Continue
Add.
Enter as much contact information as the district desires. Important fields for Emergency
Contacts would include the phone numbers, relationship and emergency information
comment. The Emergency Information comment would consist of information about the
emergency contact that could make calling more efficient.
Change Name Format to Organization
This option allows you to change the name type from individual to organization. An example
of an organization would be a foster home.
After selecting ‘Change Name Format to Organization,’ you will click Yes to change the
name type.
Address History
The Address History will display the Move In, Move Out and Address for the emergency
contact.
Mailing Address
You can click on ‘Mailing Address’ to enter a mailing address for the emergency contact. If
an asterisk displays next to Mailing Address in the button, it means the emergency contact
has a mailing address.
After the emergency contact information has been entered, you will click Save.
Edit Emergency Contact
Edit allows you to make modifications to all fields for the emergency contact.
Delete
Delete allows you to remove an individual or organization as an emergency contact for a
student.
After clicking ‘Delete,’ you will receive the above message and you will click Yes to remove
the individual or organization as an emergency contact.
Move Up/Move Down
The Move Up and Move Down buttons allow you to change the order emergency contacts
display in the list.
Save and Finish
After you have entered the emergency information for a student, you will click Save and
Finish to add the student into the entity. The Student Profile tabs that will be updated when
adding a new student include:
 General
 Entity
 Family
 Emergency
 Entry/Withdrawal
Replacing an Emergency Contact
Emergency Contact information cannot be edited. To replace an existing Emergency
Contact, you will need to use the Replace button found on the Emergency Information tab.
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Highlight the individual on the browse who is going to be replaced and click the
Replace button.
A message appears asking if you are sure you want to delete the Emergency Contact
and add another Emergency Contact. Click Yes.
Proceed in locating or adding the new contact and their contact information.
If the Emergency Contact being replaced is no longer used in the system, the user
will receive this message indicating that all emergency contact information for the
individual has been deleted from the system. The name record is no longer needed.
Do you wish to delete it? Click OK if you wish to delete the record.
The browse refreshes and the new contact now displays in the list.