Presentation
TitleManagement
Registration
Subtitle 6
Module
Version or Date
BCeSIS
Learning Objectives
• Standard Provincial System Codes &
Procedures
• Admission vs. Registration
• Managing Student Registration process
• FOIPPA requirements
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Registration
Management
BCeSIS
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Module Terminology
Admitting = Enrolment
Registration
Demographics
Demographic Loop
Pupil Number
Home School or School of Record
Cross-Enrolled School
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Registration
Management
BCeSIS
BC Processes
• Presenter: Dee Freethy
– Operation & Standards Manager,
BCeSIS Project
• Recording will last approximately
10 minutes
• Recording Link:
– BCeSIS - Training Materials – Dee Freethy
Recording
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Registration
Management
BCeSIS
Benefits:
Admission Process
• Student demographic information is entered
only once in BCeSIS
• Electronic record follows student as they
transfer from school to school
• Easy transfer process
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Registration
Management
BCeSIS
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Module
Demographic Loop Overview
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Registration
Management
BCeSIS
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Module
Admission Process
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Registration
Management
BCeSIS
Restrictive Query
• Restrictive query is first step of admission
process
• Can only admit student if not found in any
other district/school
– If found, must withdraw from other school
or cross-enrol
Student can have only one Home School or
School of Record
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Management
BCeSIS
FOIPPA Consideration
• Restrictive query requires:
– Student Legal Last Name
– Birth date
– Gender
• System responds with results that match:
– Legal Last Name
– Gender
– Birth date within 45 days either side of date
entered
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Management
BCeSIS
Multiple Matches
will provide additional details:
– Other Names
– Address
– Parents
– Siblings
• Access to this screen is tracked for audit
purposes
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Management
BCeSIS
Special Case
Student with Restricted Admit Code:
• Alert comes up
• Contact previous school
• Student cannot be admitted until “Restrict
Admit” status is overridden
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Management
BCeSIS
Mandatory Fields
• Current School
• Pupil No
• Legal First Name
• Usual Last Name
• Legal Last Name
• Legal Middle Name *
• Birth date
• Gender
• Reason
• Proof of Age
• Grade
• Date of Admission
• Property Address
• Mailing Address – use
Canada Post Conventions
• Previous School *
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Module
* Required fields but not bolded
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Registration
Management
BCeSIS
PEN Numbers
• Personal Education Number (PEN)
– Nine-digit number assigned to each student
as they enter the BC education system
• Cannot be entered in BCeSIS
• Is created after a new student is admitted
into BCeSIS
– Automatic extract sent to the ministry
• Shows as State/Ministry # on Basic
Student Demographics Screen
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BCeSIS
Registration
• Registration required prior to taking attendance
• Registration is vital for:
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Funding Eligibility
Enrolment Counts
Library and other internal system transfers
Transcripts
Permanent Record Information
• Registration date = first date of attendance
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Management
BCeSIS
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Registration Options
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Registration
Management
BCeSIS
Mass Registration Process
• Student must first be verified as participating
in learning program
• Register students by:
– Homeroom
– Class
– Entire school population (performed centrally)
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Management
BCeSIS
Reverse Registration
• Reverse register a registered “No Show”
student
• Can reverse register 1 student or multiple
students
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Management
BCeSIS
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Module
Cross-Enrolments
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Registration
Management
BCeSIS
Cross-Enrolled Schools
• The home school:
– Generates report card
• The cross-enrolled school can:
– View student demographic info
– Schedule courses for student
– Enter marks/attendance/discipline items
– Accept transfer request to change home
school
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Management
BCeSIS
No Show/Withdraw/Transfer
• No Show = never attended your school
• Withdraw = attended but withdrew
• Transfer = attended but transferred
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Management
BCeSIS
Withdrawal Process
• Must complete withdrawal in old school
before being admitted in a new school
• Withdrawal must be on or after
registration date
• Withdrawal date must be a school day
• New school takes “ownership” of student
record
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Management
BCeSIS
Transfer Process
• Transfer process is a documentation tool
• Transfers are approved or denied – not
automatic
• Use Transfer option to request approval
before a student withdraws from your
school
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Management
BCeSIS
Key Module Messages
• Admission vs. Registration
• Electronic record follows student
• Perform restrictive query to avoid duplicate student
records
• Three ways to register students
• Cross-Enrolments
– Access to programs/courses at other district schools
• No show/withdrawal/transfer differences
• Transfer Process
– Documentation tool
– Approved or denied
• Teams & Groups
– Can be set at district and/or school level
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Management
Presentation
End
of Module
Title
6
Subtitle
Version or Date