Before Pre-Registration can begin, the SIS staff must complete the calendar setup via Automated Calendar Setup and submit the FTE values for the upcoming school year by going to the Full-Time Equivalencies page and clicking the Submit button.

Once the school approves the Pre-Registered student, their record should look like this.

Reminder: Set the Term to the next year so the student won't be enrolled in the current school year. Also use the start date for the next school year as the Entry Date for the new enrollment.

To Pre-Register your PK / KG that are new to the VA Public school system, remember to change the Current School year to the next year. It will default to the previous year during the summer so keep alert!

If you accidentally enrolled a student in the past school year, follow these steps to make the correction:

• Search for records that have next years start date but not next years FTEID.
  • EntryDate = 8/7/25;FTEID # XXXX where XXXX is your schools full time FTEID (obtain from your SIS contact)
• To get the record in the correct school year, you will need to withdraw him with today's date as the exit date
• Change the year to the new school year and re-enroll him/her with the same entry date and entry code
• Contact your SIS Specialist when you're done so she can remove the inaccurate record.

If you get a records request from another school division DO NOT withdraw students prior to the End of Year Process which typically occurs in early-July. You will be notified by Information Systems when it is okay to do so.

ENROLLMENT REMINDER: ENTRY CODES FOR PRE-REGISTERED OR ACTIVE STUDENTS CANNOT BE LEFT BLANK! This applies even if you haven't received all of their registration information.

All students enrolled at your school MUST have an Entry Code of E119 UNLESS they have physically attended another school in the new school year.

Run this search to find pre-registered students that do not meet this criteria so you can correct their entry code.

/Enroll_Status = -1;EntryCode # E119

Note: If you need a way to track students whose registration information has not been started or completed you can use the SRC ACTIVE STATUS CODE of N. Once you've flagged that field you can find them by using this search below. And once you have all of their information you can clear the SRC Active Status Code field.

S_VA_STU_X.SRC_Active_Status = N

DO NOT pre-register students in PowerSchool if they are transferring to your school from within Washington County Schools. If they are active in Washington County during or at the end of the previous school year, then the end of year process will update their enrollment record for the new school year as long as their Next School Indicator is set to transfer to your school.

DO NOT pre-register existing active Washington County students as this will duplicate student records which will affect multiple programs in our school system.
WARNING: Remember to merge the student records in the Pre-Registration process during the online enrollment.

During the pre-registration season, start reviewing your data and get ahead of errors that can cause issues in the Fall.

• 1. Remember that all students beginning their Fall semester of school with Washington Co. should have an Entry Date of 8/7/2025 and an Entry Code of E119. Please run the following searches on a daily basis and correct the Entry Date and/or Entry Code for any student records that you find are not equal to the above codes.

/EntryDate > 5/30/2025;EntryCode # E119

• 2. All pre-registered students must have 5/23/2026 as the exit date. The below search finds students who were possibly enrolled in the wrong year. Simply changing dates does not fix the record. So if any student records are returned on this search please contact Jennifer or Lisa so we can update the affected data. Errors generated by this may include FTE's and enrollment status. Both can have a negative impact on last year's state reporting that the SIS Specialists are still working on.

/EntryDate > 5/30/2025;ExitDate # 5/23/2026

• 3. If pre-registration is before the EOY Process the Next Year Grade should be the grade the student will be in next year. Ex. If they are pre-registered for 1st grade, the Next Year Grade will be 1.

/Grade_Level = 1;Sched_NextYearGrade # 1

• 4. Next School Indicator should be the school they will be in next year.

• 5. No student who has an entry date for the next school year should have an enrollment status of "Transferred Out". To find these students run the following search and let me or Lisa know that the enrollment status and FTE needs to be updated to show Pre-registered and whatever your schools FTE code is.

/EntryDate > 5/30/2025;Enroll_Status # -1

Use the instructions on wiki on How to Display Search Results to easily sort and filter the returned student lists to find applicable errors. If you have any questions let us know.