District to District - Skyward...auto email. Pre-defined Fields – The Pre-defined Fields allows...

District to DistrictConfigurationSubscribe/Unsubscribe to District to District TransferDemographicsConfigure Auto EmailDistrict to District Configuration

CodesDistrict Code Cross-Reference

Request Student

Approve/Deny RequestApproving a RequestDenying a RequestPlacing a Request on Hold

Send Student

Receive StudentDemographicsImmunizationsGrade HistoryFamilyEnrolling a Student

Entry of Grade History after Enrolling a Student

District to District HistoryDisplay Recent Requests (Request Master)Display All Activity (Transaction Log)

DISTRICT TO DISTRICT GUIDE

District to District ConfigurationSubscribe/Unsubscribe to District to District TransferDemographicsConfigure Auto EmailDistrict to District Configuration

District to District allows you to transfer student data electronically between districts using Skyward. You can easily send and receive student demographic, family information, immunization history and grade records.

Subscribe/Unsubscribe to District to District TransferThe first thing you must do in order to use District to District is to subscribe.

You can subscribe to District to District by going to Student Management>Students>Setup>Configuration>Subscribe/Unsubscribe District to District Transfer.

You will click on the Subscribe button.

Functionality described here may vary in availability depending upon your district/entity configuration.** Denotes Required Field to save screen.


The above is a sample of what it will look like after you Subscribe. The Ping SkyConnect allows to you test the SkyConnect connection.

Demographics

The District to District Demographics are the fields that will be transferred when moving a student between districts. You can find Demographics by going to Student Management>Students>District to District>Setup>Configuration.



Configure Auto EmailThe Configure Auto Email allows email notifications to be set up and sent to Student Contacts, General Staff and/or System Contacts based on the specific event. You can find the Configure Auto Email by going to Student Management>Students>District to District>Setup>Configuration.

Creating an Auto EmailClick Add to create a new auto email for District to District.

Email Setup Email Event Type – The only option you can select is “District to District

Notifications.”



Event that Triggers an Email – Select the option that will trigger the email. You can only select one event trigger per auto email.

Email Description – The description will populate based upon the Email Event Trigger. You can make modifications to the description.

Automated Event Status – Select either Active or Inactive.

Message Recipients Student Contacts – This option will only be available if you select the event triggers

of Student Exported, Student Request Approved Locally or Student Preliminarily Transferred. Click Student Contacts to receive a list of contacts.

You can then click on the contact(s) that will receive the auto email. After choosing the Student Contacts, click Save.

General Staff – Select the individual staff member(s) that will receive the auto email. You will click on General Staff to see a listing of staff members for the entity.



System Contacts – You can select from Attendance, Curriculum, Discipline, Food Service, Grading, Schedule and/or Student Info. Staff names are attached to the System Contact in Student Management>Advanced Features>System Contacts.

Message CompositionThe Message Composition area allows you to customize the auto email being sent.

Priority – Select from either High or Low Priority. The default priority for the auto email is “High.”

Subject/Body – Allows you to make modification to the Subject and Body of the auto email.

Pre-defined Fields – The Pre-defined Fields allows you to merge student information into the email. The fields displaying are based upon the Event Trigger of the auto email. You will determine in the Subject or Body were you would like a Pre-defined field and click on Insert.

Preview Email – Allows you to view a sample of the email. Reset Subject/Body – If you select this option, it will return the Subject and Body

of the email to the Skyward Defaults. After selecting “Reset Subject/Body,” you will receive a message verifying you want to return to the default values. Click OK to reset the auto email Subject and Body to the default values.

After you have entered the required fields for the auto email, click Save.

You can create an auto email from the District Entity. The add screen will be exactly the same, except instead of Save you will have Next.

The above is a sample of the screen that displays after you click on Next. The screen allows you to determine the grade levels for the auto email by selecting Grade Levels. You will then click on Save to create the district to district auto email.



Edit of Auto EmailThe Edit allows you to make modifications to the auto email. You can change all fields on the auto email, except the “Email Event Type” and the “Event that Triggers an Email.”When you create an auto email, you can Edit Student Ranges by expanding the auto email.

The Edit Student Ranges allow you to make modifications to the Student Status, Student Type and Selected Grades. The options to select the Entities is only available when modifying an auto email created in the District Entity.

The above image is a sample of what it will look like to Edit Student Ranges in the District Entity.



Delete of Auto EmailThe Delete allows you to remove the selected auto email.

After selecting Delete, you will receive the above message. You will click Yes to remove the selected auto email.

Clone of Auto EmailThe Clone allows you to make a copy of an existing auto email and then make modifications to the email.

Preview EmailThe Preview Email button allows you to view a sample of the selected auto email.

District to District ConfigurationThe District to District Configuration allows you to determine options regarding the grade history. You can find the District to District Configuration by going to Student Management>Students>District to District>Setup>Configuration.

District EntityThe district entity has a separate District to District Configuration regarding the storing of Grade History.

District Option to Store Grade HistoryYou will select the option that best fits the district needs. The option you select here will determine the entities that display when going into the individual entities.

All Entities including Entity 999 – This option allows you the ability to import Grade History records into the Entity 999. When you select your individual entities, you will be able to select the default entity where Grade History records should be imported.

All Entities Excluding Entity 999 - This option will prevent you from importing Grade History into Entity 999 for all entities.

Only Entity 999 – When selecting this option, the Grade History will be imported only into Entity 999.



Individual Entities

Entity Option to Store Grade History Default Entity for Received Grade History Records – Select the entity where the

grade history records will be created. The entities that display in the drop-down list are based upon the selection made in the District to District Configuration for the district entity.

Starting Grade Level to Receive Grade History Records – This option allows you to determine the beginning grade level the entity wants to receive Grade History Records for.

District to District Options Automatically Request Enrollment Confirmation – If this option is chosen, the

“Receive Confirmation when student is enrolled in receiving district” is selected by default in the Approve/Deny Request and the Send Student screens.

Use Only Transfer Courses for Grade History Matching – When importing the Grade History, you will link the grade history to an existing course in your Course Master. If you select this option, only courses in the Course Master with the Category of “Transfer” will display as an option for linking.



District to District CodesDistrict Code Cross-Reference

You can find the District to District Codes by going to Student Management>Students>District to District>Setup>Codes.

District Code Cross-Reference

The District Code Cross-Reference allows you set up codes to be cross referenced with codes being sent from another Skyward district. The cross-referencing of the fields is automatically updated when you receive a student from the district.



Request StudentThe Request Student is the first step in the District to District process. This step allows you to request a student from another Skyward District that is subscribed to District to District.

The Request Student is found by going to Student Management>Students>District to District>Request Student.



Highlight the District you are requesting student records from and then click on Select. The only districts you see listed are ones currently subscribed to District to District.



After selecting the District, you will then enter as much demographic information you have for the student. The Comments field allows you to enter any additional information related to the student to assist the Sending District in locating the student. You will then click Request after entering the student information. Your request will then be processed in the Print Queue.

After the process has completed in the Print Queue, you receive the above message. The report will display the message of “Request for student data transfer successfully sent.”



Approve/Deny RequestsApproving a RequestDenying a RequestPlacing a Request on Hold

After the Receiving District sends their student records request, the Sending District will then go into the Approve/Deny Requests to approve, deny or place the request on hold.



You can access the Approve/Deny Requests by going to Student Management>Students>District to District>Approve/Deny Requests. This screen will display a list of students who other districts are requesting to have transferred to their district. You will highlight the student and click on Select.

Approving a RequestWhen you approve a request for student information a file is created and will be sent to the Receiving District containing demographic information, grade history, immunizations and family information.



Requested Student Criteria – The Requested Student Criteria displays the student demographic information sent by the Receiving District.

Student Request Options – You will select Approve Request and Send Student.

Approved Request Options Delete request after transfer? – If you select this option, it will remove this

student request from the Approve/Deny Request screen. Receive Confirmation when student is enrolled in receiving district? – This

option may automatically be selected if the entity selected the option to “Automatically Request Enrollment Confirmation” in the District to District Configuration. If this option is selected, a record will be created in the History browse screen.

Transfer Options – The Transfer Options allow you to determine if grade history will be included on the file sent to the Receiving District.

Matching Student – Displays a list of students with matching information found in the Requested Student Criteria.

Update Matching Students – If you cannot locate the student in the Match Student list, you will update the Requested Student Criteria (at the top of the screen) and then select Update Matching Students.

After selecting the correct student in the Matching Student list, you will click Process.



After clicking Select, you will receive the above message. If the selected student is the correct student, you will click Yes and then it will process through the Print Queue.

After the process has completed in the Print Queue, you will receive the above message. The report will state that the student was exported successfully. You will need to manually create a withdrawal record for this student.



Denying a RequestYou can Deny a Request by going to Student Management>Students>District to District>Approve/Deny Requests.


Student Request Options – You will select the option to Decline Request.

Decline Request Comment – You can enter a comment regarding why the request was denied.

You will then click on Process and it will process through the Print Queue.



After the Decline Process has completed in the Print Queue, you will receive the above message. The report will display that the “Student request was successfully declined.” You can then delete the request in the Approve/Deny Requests screen. The Receiving District will see the request was denied and the decline comment in the District to District History screen.

Request on HoldYou have the capability to place a request on hold and approve/deny it at a later date. The option to place a request on hold is found by going to Student Management>Students>District to District>Approve/Deny Requests.


Student Request Options – You will select Request is On Hold.



Hold Request Comment and Date – Allows you to enter a hold comment and a date when the request will be either approved or denied.

You will click Process to have this request be processed in the Print Queue.

After the hold request process has completed in the Print Queue, you will receive the above message. The report will state that the “Student request was successfully placed on hold.” The Receiving District will see the request was placed on hold, the hold comment and the hold until date in the District to District History screen.

Send Student

The Send Student allows the district to send the student’s information to the Receiving District without a request from the district. You will find the Send Student option by going to Student Management>Students>District to District>Send Student.



Highlight the District you are sending student records from and then click on Select. The only districts you see listed are ones currently subscribed to District to District.



You will highlight the student you are sending to the Receiving District and click Select.There is an option Request configuration of enrollment at the bottom of the screen which allows you to receive an email once the student has been enrolled in the Receiving District.

After the sending process has completed in the Print Queue, you will receive a report stating that the student was exported successfully.



Receive StudentDemographicsImmunizationsGrade HistoryFamilyEnrolling a Student

The Receive Student is the last step in the process. After the Sending District approves the District to District request, you will go to the Receive Student to import the student file.



This screen will display a list of students who have approved requests or have been sent by the Sending District. The Print displays a report of the demographic information for the selected students. You will highlight the student and click on Select.

The above message will display after clicking on Select. If the selected student has not been enrolled in your district, you will click No. You will select Yes, if the student was previously enrolled in the district.



If you selected Yes to the matching name message, you will receive a list of Matching Students. You can determine the students that display in the Matching Students list by using the “Matched” or “All” button. If the Matching Student is the same as the Student in the import, you will highlight the student and click on Select. When the Matching Student is not the same student as the import, you can click on Back.



You will see four tabs of Demographics, Immunizations, Grade History and Family. The tabs allow you to verify and modify the information prior to importing/enrolling the student.



Demographics

You will verify the Demographic information for the student. The information displaying in the shaded box is the information from the Sending District and cannot be modified. If modifications need to be made, you will enter the updated information in the white box. The Recommended fields for Race and Language will show the code cross-reference based upon the information in the District Code Cross-Reference found in Student Management>Students>District to District>Setup>Codes. After verifying the Demographic information, you will click Save for Later.

After clicking Save for Later, the tab will display in the Saved Tabs area. Prior to enrolling the student you will want to make sure every tab displays in the Saved Tabs.



Immunizations

Immunizations allow you to verify the dates and vaccines given to the student. You can modify the vaccination information displaying in the white boxes. If you do not want a vaccine dose imported when enrolling the student, you will click “Omit.” If the student has a waiver for a vaccination, you will be able import the waiver. You can verify the vaccaintion waiver and date at the bottom of the Immunizations tab.After verifying the immunization records, you will click Save for Later and the tab will display in the “Saved Tabs” box.



Grade History

The Grade History allows you to determine the courses and grades that are imported when the student is enrolled. The courses displaying are determine based upon the District to District Configuration for the entity. You can complete the other tabs and enroll the student. Then at a later time come back to the Grade History to link the courses and grades.

View Sending Terms

The View Sending Terms allows you to see the number of terms used by the Sending District. If you expand by a school year, you will be able to view the Term Definitions from the Sending District.



When you expand by a course in the Grade History, you will see additional information for the selected course.

Grade History – Sending District

The Grade History-Sending District displays information for the selected course.

Grade History – Receiving District

The Grade History-Receiving District is where you will link the course from the Sending District to a course in your Course Master. You will click Edit Receiving Course to link the courses and determine the grades entered into history.

Edit Receiving Course

Course Record-Sending District – Displays the course information from the Sending District.

Course Record-Receiving District – You will need to select a course from your Course Master for the school year it was completed. You also have the capability to change the course description.

Grade Record-Sending District – Displays the grade information from the Sending District.



Grade Record-Receiving District – You will select the section for the course you selected in the Course Record-Receiving District area. After selecting the section, it will update the terms that display. You also have the capability to determine if the course should have a Transcript GLO and if it should be included in the GPA calculation. You may see state specific fields when updating the student’s grade history.

Grade-Sending District – Displays the grades earned in the Sending District.

Grades-Receiving District – Enter the grades earned by the student. The Grade Buckets that display are determined by grading periods of the selected section.

Earned Credit Info-Sending District – Displays the Earned and Failed Credits from the Sending District.

Earned Credit Info-Receiving District – The credits will update based upon the course selected and grade mark entered. You do have the capability to override the Earned Credits.

GPA Credit Info-Sending District – Displays the GPA Credits and Points earned for the course in the Sending District.

GPA Credit Info-Receiving District – The GPA Credits and Points will update based upon the course and grade mark entered. You do have the capability to override the GPA Credits and Points.



Save For Later – The Save for Later button allows you to save the information entered for the Grade History and return to it at a later time. You will need to go back into any record that has the status of “Saved” and select the option of “Complete” in order for the record to be included on the import.

Complete – The Complete button must be selected in order for the courses grade history to import.

Reset – If you select the option of Reset, it will remove all values that were entered for the selected record.

Create Class Split – The Create Class Split allows you to create multiple grade history records for a single class. An example of where a Class Split would be used is if the Sending District has year-long courses and your district has only semester length classes. It would take the year-long course and create two semester length courses. When you create the class split the grade history screen will have the same fields, except you will have two separate areas to record the grade history for the class.



Family

Family allows you to verify the family information. The shaded boxes are the information from the Sending District. You can modify any information in a white box. When importing the family information, you have the capability to determine if the address information should also be brought in.

NewThe New will create a new guardian in Skyward for the student and it will not look for matching names. If the student has a sibling in the district, you will want to verify if the guardian already exists or a duplicate guardian will be created.



Existing

If you select Existing, the screen will change and allow you to select an guardian already created in Skyward.

Omit

When you select Omit, all guardian information will be removed from the screen.

After you have verified the family information, you will select Save for Later.



Enrolling a Student

After the Demographics, Immunizations, Grade History and Family information has been verified, you will click Enroll. The Enroll button will not be available if the student doesn’t exist in your district.

You will now complete the Enrollment screen for the student. The required fields include Entry Code, School, Calendar and Resident District.

After completing the Enrollment, you will click Save.



If you did not link all of the courses in the Grade History, you will receive the above message stating that you have unmatched Grade History records. You will click OK to this message because you can go back into District to District for the student to complete their grade history at a later time.

If the district is set up to use Food Service Key Pad Numbers, you will receive the above message. You will click OK to the message.

The final message you will receive states that the student was enrolled successfully and you will click OK. After clicking OK, you will see the student in the Student Profile/Browse. The following areas will have information populated for the student: General>Profile, Entity, Family, Entry/Withdrawal, Grades and Health>Vaccinations.



Entry of Grade History after Enrolling Student

You have the capability to link Grade History after you enroll the student. This can be accomplished by going to Student Management>Students>District to District>Receive Student.

You will locate the student and click Select.



After selecting the students, you will notice that on the Import Student Into Database screen there is now an Import button instead of Enroll. You will click on the Grade History tab to link grade history records.



You will find a status column on the Grade History; it will display Imported, Saved and/or Completed. Any grade history already in the student’s record will display with Imported. You will click Edit Receiving Course to link the courses and enter their grades. After you have completed the linking of grade history records, you will click Import. Once grades have been imported you have two additional options of Class History and Report on the Grade History tab.

Class History

The Class History will display the imported Grade History for the student. You can view the Grades, Credit Information, Comments and Grade Changes.

ReportThe Report allows you to run a Grade History Report for the student.



District to District HistoryDisplay Recent Requests (Request Master)Display All Activity (Transaction Log)

The District to District History contains browse screens displaying the requests and also a transaction log. You can find the District to District History by going to Student Management>Students>District to District>History.

Display Recent Requests (Request Master)

The Display Recent Requests display any requests generated from the district. It will display the District, Requested Date/Time, Requested By, Status and Declined/On Hold comment. The request will no longer be tracked after 30 days. Unwanted request records can manually be deleted by highlighting the record and clicking Remove.



Display All Activity (Transaction Log)

The Display All Activity shows all activity processed within District to District. Any transaction records with a date order than 90 days will automatically be deleted from this log. Unwanted transaction records can manually be deleted by highlighting the record and clicking Remove.


Date post:	05-Jun-2020
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