Enroll Students

When PowerSchool is set up at your school, the data for most students is imported from your previous system. However, there will always be students who must be enrolled individually because they are new to your school. If you have the proper permissions, you can enroll an individual student in your school.

If the new student is from the same family as an existing student at the school or in the district, you can link the students to make it easier to enter and manage shared demographic information. Options to match the new student to an existing student are available when enrolling a student.

If you know that the new student shares a household with an existing student, refer to the Enroll a New Student Living in the Same Household section.

Enroll a New Student

1. On the start page, select the school you want to enroll the student in.

   

   By default, the term for the current year is selected. If pre-registering a student, select the term you are enrolling the student in. 

2. Navigate to the Enroll New Student page.

3. Use the following table to enter information in the Student Information section:

   Field	Description
   Student's Name (Last, First Middle)	Enter the student's name (last, first, then middle name). Names that include spaces (such as Mary Jo) can be included in any of the three fields. The maximum number of characters and spaces is 50 for the last name field, 50 for the first name field, and 30 for the middle name field.
   DOB	Enter the student's date of birth using the format mm/dd/yyyy or mm-dd-yyyy. If you enter a date of birth, students with the same name and the same date of birth will appear as potential duplicate student records. If you enter a date of birth that does not match any existing student records with the same name, the new enrollment will not be considered a potential duplicate. If you do not enter a date of birth, only the Name, Phone Number, and Social Security Number fields are considered when checking for duplicate students.
   Student Number	Enter the student number. If you leave this blank, PowerSchool will assign one to the student.
   Gender	Choose the student's gender.
   Social Security Number	Enter the student's Social Security number.
   Phone Number	Enter the student's phone number.
   Enrollment Date	Enter the date of the first day of school using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry. Be sure to enter the date of the first day of school for the selected term.
   Full-Time Equivalency	Choose the student's FTE for this school enrollment.
   Grade Level	Choose the grade level the student will be in when he or she enters your school.
   Entry Code	Choose the reason the student is entering your school.
   Track	Choose the student's track. For more information, refer to Calendar.
   District of Residence	Choose the district in which the student lives. If you have the appropriate permissions, you can click District of Residence to access the Districts of Residence page. For more information, refer to Districts of Residence.
   Fee Exemption Status	Choose the student's fee exemption status in the School Fee Information section: Student not Exempted Student Exempted from Course Fees Student Exempted from School Fees Student Exempted from All Fees School and course enrollment fees are automatically assigned to students when they enroll in school or in a course. Students can be exempted individually from having these fees assigned to them automatically by using the Fee Exemption Status pop-up menu. While you can indicate to the system that school and/or course enrollment fees are not to be assigned automatically, this does not prohibit fees being assigned manually. For information about exempting a group of students, refer to School Information.
   School	The school in which you are enrolling the student.

4. Use the following table to enter information in the Information for Family Match section:

   Field	Description
   Enroll without Linking or Copying Information	Select this option to skip all linking and copying functions. All other standard enrollment functions occur when you click Submit. Use for students with no known siblings in the district.
   Search for Family Members to Link to and Copy Information From	Select this option to initiate a search for potential family members from which shared data can be copied when you click Submit. The search for siblings performs an "or" search. Students with active or inactive status who match any of the search criteria display on the search results page as a potential sibling. For example, if you enter the mother's name along with the street address, a student who has the same mother's name or the same street address displays on the resulting search page.
   Family ID	Enter the family ID, if applicable. This field is provided only for districts and schools that used it previously to associate related students. Family management functionality is based upon relationships stored in the Relationships table.
   Mother's Name	Name of the enrolling student's mother.
   Father's Name	Name of the enrolling student's father.
   Guardian's Name	Name of the enrolling student's guardian.
   Sibling's Name(Last, First)	Name of a sibling who is also a student within the district. There are two separate fields since a student's name is stored as unique fields for last name and first name.
   Include Student's Last Name in Search	Select the checkbox to include the last name of the enrolling student in the family match search. All students who share the same last name will be included in the search results.
   Street, Apt/Suite	Enter the street address in the first field, and apartment or suite number in the second field, if any.
   City, State, Zip	Enter the city, state, and zip code for the street address.
   Geocode	The latitude/longitude pair that represents the geographical location of the home address. This field is read-only and is automatically generated when the address is validated or imported. For more information about geocodes, refer to Address Management. Click Validate to perform address validation. For more information about performing address validation, refer to the Perform Interactive Address Validation of the Address Management page.

5. Click Submit. PowerSchool searches for duplicate student records:
   • If there are no records matching that of the new student, you can add classes to the student's schedule. For more information, refer to Add Section Enrollments.
   • If there are similar records to the one you created, the Check for Duplicate Students page asks you to check for duplicate records from a list:
     • If the student's name appears on the Check for Duplicate Students page, click the student name to display the Student Selection page. Re-enroll the student, if necessary. For more information about reenrollment, refer to Reenroll in School.
     • If the student's record is not found on the Check for Duplicate Students page, click Enroll. Any matches found based on the family management search criteria display on the Family Search Results page.
       For more information about linking groups of students, refer to the Mass Create Family Links section of Family Management.

Enroll a New Student Living in the Same Household

Family management provides the ability to enroll a student from an existing student record, allowing shared data to be automatically copied to the enrolling students record.

1. On the start page, select the school you want to enroll the student in.
   By default, the term for the current year is selected. If pre-registering a student, select the term you are enrolling the student in. 
2. Search for and select the student that has a family relationship to the enrolling student. 
3. On the start page, select the school you want to enroll the student in.
4. Click Functions. 
5. Click Enroll New Student Living in the Same Household. 
6. Use the table in the Enroll a New Student section to enter information in the fields.
7. Click Submit. PowerSchool searches for duplicate student records:
   • If the students name appears on the Check for Duplicate Students page, click the student's name to display the Student Selection page. Re-enroll the student, if necessary.
   • If the students record is not found on the Check for Duplicate Students page, click Enroll. On the Student Selection menu, click Demographics View. The new student record displays the information copied from the shared fields of the linked student's record.