Editing the New Jersey Enrollment Tab

The OnCourse SIS will help you track and report the majority of your student body and their unique enrollment needs. There are some outlying situations where some additional configuration is required; this guide will show you how to handle each case.

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1. Where to go

Your work will be primarily in a student's Enrollment and NJSMART tabs.

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2. A few quick reminders

Under a student's Enrollment tab, entry records show in green, exit records show in red.

To create a new entry/exit record: Click the green plus icon (see highlight box below)

To edit an existing record: Click the pencil icon (see arrow)

To view a preview of the record: Click the + next to the record

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3. What about the Active checkbox...

...on the General tab? Don't worry about it. When a student is properly entered or exited using the OnCourse enrollment tools, the student will activate and deactivate automatically.

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4. (Important Note) Schools with Sending/ Receiving Relationships

In the guide below, we'll be examining a district where the resident and receiving schools are largely the same. If your district is in a sending/receiving situation, then these fields may be set differently to reflect the appropriate schools.

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5. General Population

For the majority of your students attending full-time, the entry record will have the “School” (green arrow) and Resident, Attending, and Receiving schools (green box) matching.

OnCourse automatically sets student as: Active
NJSMART Reported: Yes
On School Register: Yes

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6. Pre-Enrollment Students

To pre-enroll a student, simply set the school year to one year inthe future (to the year in which the student will begin Pre-K or K), and continue filling out the student's enrollment form as usual.

When OnCourse rolls over into the new year, these students will be automatically enrolled.

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7. Out of District Students

In most cases, the “School”, Resident, and Receiving will match, but the Attending is set to the out-of-district school that the student attends (see arrow).

OnCourse automatically sets student as: Inactive
NJSMART Reported: Yes
On School Register: No

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8. Vo-Tech Out of District Students (Shared Time)

This student is your responsibility to report. All school records will normally match, with the “Enrollment Type” field set to Shared Time (see arrow).

OnCourse automatically sets student as: Active
NJSMART Reported: Yes
On School Register: Yes

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9. Vo-Tech Out of District Students (Full Time)

The reporting responsibility falls to the full-time vocational school, so in most cases, the “School”, Resident, and Receiving will match, but them Attending is set to the out-of district school that the student attends (same setup as regular Out of District students).

OnCourse automatically sets student as: Inactive NJSMARTReported: ***Must be manually excluded from NJSMART. On the NJSMART tab, click the “Exclude from Submission” check box (see screenshot)
OnSchool Register: No

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10. Pre-K Eval Students

To claim the SIDs for these students, some manual configuration will be required. OnCourse is currently evaluating options for automation, until which time the follow steps must be performed for students in this circumstance:
   1. Add an "entry record" as if the student were in the district
   2. Run the SID Management extract, upload to NJSMART, and receive State IDs
  3. After the 10/15 submission, delete the enrollment record and inactivate the student (thereby removing them from the register and future NJSMART reporting)
   4. Repeat these steps as new Pre-K Eval students enter throughout the year.