Overview

When a student would like to attend a school in your district they must be enrolled into Focus. The student enrollment process may vary slightly from district to district. It may even be different for new students verses returning students.

In this document we will explain how to enroll new students, returning students and existing students in Focus.

New Students

If your district uses an online enrollment form see the article Online Enrollment.

When a new student would like to attend a school in your district, they are often required to fill out an enrollment form. Once the enrollment form and the supporting documentation has been completed it is time to enter the student into Focus.

Navigate to Students > Add a Student.

Focus requires you to complete a minimum search before you can add any new student. The minimum required fields are noted with a red *.

Note: This step is extremely important to keep districts from accidentally duplicating students who may have been in your district in a prior year.

Enter a combination of the student’s First Name, Last Name, Gender, and Birth date or Birth Year. You can enter the full student’s name or enter a few letters of the first and last name. You can limit the search even further by utilizing the following additional fields: Middle Name, Suffix, Student ID, local student ID, Social Security number, Username, Password, and Profile.

You can switch between Birthdate and Birth Year. When Birthdate is selected, click Birth Year to make it an active filter and vice versa.

Once you have entered all your search criteria click Search.

Focus will search the district database for students matching the entered criteria. The student matches are displayed at the bottom of the screen in Exact Matches and Partial Matches sections.

The student matches include the student's Photo, Relevance, Name, Username, Birthdate, Local ID, School, Enrollment Date, Enrollment Code, Drop Date, Drop Code, Grade Level, and Address.

Note: The fields displayed can be customized by each district.

If you think you may have a match, click view to review the full student record. Use this option to either confirm or eliminate the matched student.

After you have reviewed your matches and determined that the student you would like to enroll is new to your district click Enroll as New Student.

Your screen will now display all the fields that your district has elected to be completed during enrollment. Some fields may be marked as required and will show highlighted in red. You may also see a running list of requirements to the right of your screen. Click on any item in this list to view the requirement.

Update all the fields on the first page and click the green continue button. ** If the Continue button has not highlighted in green then you have not satisfied the requirements for the current page and will be unable to save or continue. **

Once you have completed all the required fields click save to add the student.

After the student has been added you have the option to view the student record or add another student.

Entering Address and Contacts

During enrollment you are required to enter a least one address for the student.

Address fields are displayed on the top of the add a student screen. Enter a physical address for the student here.

There are address indicator toggle buttons on the right of the screen. These indicators are used to identify if the physical address entered is also used for Primary Residence, Mailing Address, Bus Pick and Bus Drop Off.

If the student has a separate mailing address you can enter it below the physical address in the fields labeled Mailing Address.

Once the address(es) have been entered it is time to enter contacts. Contacts are persons who are permitted by the enrolling parent to be a point of contact for the school personnel.

To enter a contact first determine if they reside with the student at their primary address. If they do, click the green Add Contact plus sign located under Contacts at this Address. If they do not reside with the student at the primary address, click the green Add Contact plus sign located under Other Contacts.

The new contact box will open prompting you to fill out several fields about the new contact.

It is important to enter all the information you have for each contact.

Enter the contacts first name and last name.
Use the pull-down to select the contacts relationship to the student.
Enter the email address of the contact.
Use this toggle indicator to indicate if this contact has custody of the student.
Use this toggle indicator to indicate if this contact can be contacted in case of an emergency.
Use this toggle indicator to indicate if this contact is permitted to pick up the student from school.
Use the plus sign and minus sign to indicate priority of this contact.
Use this set of fields to enter the contacts phone numbers and the type of phone number you are entering. Here you will also select the communication settings for each phone number.
Each contact may or may not be assigned an address. To assign this contact to an existing address simply click on the address that is displayed. If you would not like to assign an address to this contact, click No Address.

When all fields have been updated click Save.

Continue this process until all contacts have been added.

Existing Students / Changing Schools within the District

To move a student between schools within the district they will need to be withdraw from their current school and enrolled in their new school.

To do this the staff at the student’s current school will need to enter a drop date and drop code on their enrollment record. Navigate to Students > Student Info, search for the student and click on the student’s enrollment screen.

Locate the Drop Date and Drop Code field on the current active enrollment line. The student’s current school staff should enter a drop date which is the last day the student attended their school. Next enter a drop code, in this case the drop code should be a W02- In district transfer because the student is just moving schools within the same district.

After the changes are made to the enrollment line, click Save.

Now that a drop date and a drop code have been entered the student is inactive. The school the student is moving to can now follow the add a student process for returning students to enroll the student in their school.

Returning Students

To re-enroll a student that attended a school in your district in a previous year, navigate to Students > Add a Student.

Focus requires you to complete a minimum search before you can add a student. The minimum required fields are noted with a red *. This helps keep districts from accidently duplicating students who may have been in your district in a prior year.

Enter a combination of the student’s First Name, Last Name, Gender, and Birthdate or Birth Year. You can enter the full student’s name or enter a few letters of the first and last name. You can limit the search even further by utilizing the following additional fields: Middle Name, Suffix, Student ID, local student ID, Social Security number, Username, Password, and Profile.

You can switch between Birthdate and Birth Year. When Birthdate is selected, click Birth Year to make it an active filter and vice versa.

Once you have entered all your search criteria click Search.

The student matches include the student's Photo, Relevance, Name, Username, Birthdate, Local ID, School, Enrollment Date, Enrollment Code, Drop Date, Drop Code, Grade Level, and Address.

If you think you may have a match, click view to review the full student record. Use this option to either confirm or eliminate the matched student.

Once you have located the student record that is a match for your student enrollment click Enroll.

The student’s prior year information will display. Update fields with current data and fill in all required fields. You may also see a running list of requirements to the right of your screen. Click on any item in this list to view the requirement.

Update all the fields on the first page and click the green Continue button. ** If the Continue button has not highlighted in green then you have not satisfied the requirements for the current page and will be unable to save or continue. **

Once you have completed all the required fields click Save to add the student.

Updating Existing Addresses and Contacts

Addresses and Contacts may have changed since the last time student was enrolled in your district. It is important to update all addresses and contacts for any returning students.

To update any existing address or contact simply click on the address or contact and edit.

To add a new address or contact use the buttons on the right side of the screen.

Once the new address screen pops up, enter the students physical address in the fields provided.

There are address indicator toggle buttons on the right of the screen. These indicators are used to indicate if the physical address entered is also used for Primary Residence, Mailing Address, Bus Pick and Bus Drop Off.

If the student has a separate mailing address you can enter it below the physical address in the fields labeled Mailing Address.

Enter the contacts first name and last name.
Use the pull-down to select the contacts relationship to the student.
Enter the email address of the contact.
Use this toggle indicator to indicate if this contact has custody of the student.
Use this toggle indicator to indicate if this contact can be contacted in case of an emergency.
Use this toggle indicator to indicate if this contact is permitted to pick up the student from school.
Use the plus sign and minus sign to indicate priority of this contact.
Use this set of fields to enter the contacts phone numbers and the type of phone number you are entering. Here you will also select the communication settings for each phone number.
Each contact may or may not be assigned an address. To assign this contact to an existing address simply click on the address that is displayed. If you would not like to assign an address to this contact, click No Address.

When all fields have been updated click Save.

Continue this process until all contacts have been added.

Entering Immunizations

After you have enrolled a student in your district it is very important to go to their student record to make sure all the required immunizations have been entered or imported. See article Entering Immunizations & FL Shots for instructions.

Student Enrollment Records

Anytime a student is enrolled in your district an enrollment line is generated.

The enrollment records are stored on each individual student’s enrollment screen.

To access the student’s enrollment screen, navigate to Students > Student Info, search for a student and click on Enrollment.

Click the View button on each enrollment line to view detailed information about that enrollment.

School Year: The enrollment school year.
School: The school the student is enrolled in.
Enrollment Date: The first day that the student will attend/be enrolled at the school.
Enrollment Code: This is the code that explains the conditions in which the student is enrolling. A complete list of enrollment codes can be found in Appendix A.

Examples below:

- - - - E01: Any PK-12 student whose last school of enrollment was a public school in this school district.
      - E02: Any PK-12 student whose last school of enrollment was a public school in another district in the state.
      - E03: Any PK-12 student whose last school of enrollment was a private school in Florida.
      - E05: Any student entering PK or KG for the first time.

Drop Date: This is the last day the student attended the school.
Drop Code: This is the code that explains the conditions in which the student is withdrawing. A complete list of enrollment codes can be found in Appendix A.