This lesson covers how to create and enroll a NEW student in the Illuminate Student Information System. To enroll a student that has been previously enrolled in the district see the "Enroll an Existing Student" lesson.
Where to Start
1. Click Students.
2. Under General, click Create New Student.
Prior to creating a student in the system, you must first run a Pre-Search to see if the student already exists in the system. Enter the information requested and click Search.
Note: Best practice is to initially conduct a limited student search (i.e., only search by Last Name, or Student ID, or partial First and Last Name, or Birth Date but not all fields). You may also want to try searching a few different ways/times to ensure that the student was not previously enrolled with a different spelling. Once you are certain that the student was never previously enrolled in the district you may proceed to the step titled "Enter (Create) New Student". If the student was found in the pre-search see the "Enroll an Existing Student" lesson for more details.
Tip: Use proper casing when searching. If the student is not found, information entered here will be pushed to the registration screen.
Illuminate will search the system to see if the student already exists. It will attempt to match any phonetic characteristics of the students name. If you see a green CE next to a student's name, that indicates the site they are currently enrolled at.
If the student does not exist, you can continue on to the next step, Enter (Create) New Student.
Enter (Create) New Student
If no students are found, click Create New Student.
Populate Student Data
Enter the student‚ and demographic data and click Save. Required fields are denoted with a red asterisk (*). If the required fields do not meet your sites needs your Illuminate District Administrator can reconfigure the required fields and field order. Please see the Registration Builder lesson for more details.
Note: Best practice is to scroll down to the bottom of the page and fill out the Enrollment section at this time.
This screen will indicate that the student has been enrolled at the site entered in the Enrollment section in the step above. At this point you can enter additional student demographic details (see lesson, "View and Edit a Student's Demographic Details") or consider enrollment complete and enter additional demographic details at a later time.
Enroll Student Using the Enrollment Wizard
If the Enrollment section was not filled, a red bar will display with the words, "Click here to enroll this student." After clicking on the "here" link, the system will take you through several steps in the Enrollment Wizard.
Populate Required Fields In Enrollment Wizard
Select a School (1), enter the Effective Date (2), of the new enrollment record and click Next (3).
The Effective Date is the first date the student will be in a seat and attendance will be taken for him or her.
Select Grade Level/Attendance Program in Enrollment Wizard
Select a Grade Level (1), select the Enrollment Program (2) and then Submit (3).
Note: The Enrollment Program selected will be used to generate ADA reports.
Review/Edit Information in Attendance Wizard
Review the information displayed.
1. Click Edit to make any changes.
2. Once in the edit screen, you can edit (paper/pencil button), change grade level/enrollment program (arrows button), unenroll (single arrow button), no show (eye button) or delete the record (trash can button).