Register a student

Register students in your district (Root Organization), intermediate organization, or school from the Student List. You can register students who are new or returning to your school.

Note: Aspen's New Student (Online) Registration add-on feature lets parents register their students remotely, without paper forms, and sends the data directly to the registrar for review. Contact your sales associate for more information.

To register students:

  1. Log on to the District, Intermediate Organization, or School view.
  2. Select Student > Options > Registration > Register Student. Step 1 of the Student Registration wizard appears.
  • Step 1 Student Registration wizard
  1. Type the student’s First name and Last name, select a Gender, and type or click Select Date icon. to enter a Date of birth.
  2. Do one of the following:
    • If this student is not related to another student in the district, click Next and go to Step 5.
    • If this student is related to another student in the district, do the following:
      1. Select the Search for related student checkbox. Additional fields appear.
      2. Enter any required fields (determined by your root organization’s preferences).
      3. Type a name at the Related student field, and then click Search.
      4. In the pick list, find the related student, and then click OK.
      5. Select the Relationship to the student you are registering (such as sibling).
      6. Click Next.
      Note: When you select a Related student, any information (such as phone number and address) your district chooses to copy from the related student to the new student appears in Step 2 of the wizard.
  3. Use this table to proceed, depending on the type of student you are registering:

  • If...

    Then...

    This student is a returning student (meaning he or she was active in your district or school in the past but is now inactive)

    Use the same registration process as for a new student.

    This student withdrew from your district or school due to a withdrawal reason defined by your district in the Student Registration Restriction preference (such as expulsion)

    A warning message might appear.
    Warning message with withdrawal reason
    System administrators can set a user role, usually the Enrollment Manager, to override this restriction in the user role details.

    A user enters the name of an active "private" student

    Aspen will find a match but will not show the user any details about the student or allow the student to be enrolled. (Your root organization's Student preference determines whether you can flag students as private.)

    The information you entered matches another student in the district (including students with primary, secondary, or former enrollment status)

    The Matching Student Found pop-up lists any student(s) whose information matches what you entered. (The select criteria specified in your organization's membership preferences determine the matching student results that appear.) 

    Matching students appear on the pop-up

    To avoid creating a duplicate record, compare the information you entered to the student matches. Then select one of the following from the drop-down:

    • Activate existing student record to activate a student who is already in Aspen. The "Student Registration: Select Student" page displays a warning that the student is already active.

      Below the warning, demographic information for the active student who matches your data appears. You cannot register a student who is already active in Aspen. Do one of the following:

      • Click OK to return to Step 1 of the wizard.
      • Click Cancel to exit the wizard.
      • Edit your data under New Student. Click Next to proceed to Step 2 and register a new student.
    • Create a new student to proceed to Step 2 of the wizard. Enter the new student's demographic data, and then create a new student record.
    • Go back to Registration Wizard Step 1 to edit the data you entered and continue with the registration, or press Cancel to exit the wizard.
  1. Click Next. The Student Registration wizard displays Step 2.
    Step 2 Student Registration wizard
  1. Enter general demographic information for the student.
  2. Click the Address/Ethnicity tab to enter the student’s address information. Type the address, and then click the Validate Format icon " " (if available) to validate the address format.
    Note: Other tabs may appear in Step 2 of the wizard, depending on your district's settings. Click each tab and enter the information as needed.
  3. Click Next. The Student Registration wizard displays Step 3.
    Step 3 Student Registration wizard
  4. Type or select the student’s enrollment information, such as the school being entered.

    Notes:

    • If you are using the School view to register a student, the school you are currently logged on to automatically appears in the School Name field.
    • If you are using the District (Root Organization) view and your organization uses grid codes to assign students to schools, you can select a school from a list of schools associated with the student’s address. If the school you select is not associated with the student’s address, the "Out of grid code" warning appears next to the school name. To move to the next step, you must select a reason at the Reason Code field.
    • At Year of graduation, you can manually enter the student's YOG or click magnifying glass icon to view YOGs and their corresponding grade levels (for the current and next school year) on the pop-up. These values are scoped to the selected school. At Filter, click All grades to view all YOGs.
    • Aspen can auto-generate the student's Local ID (LASID) if specified in the district's Student preferences.
    • Depending on the district Membership preference, the Date you enter is included as a membership day.
    • The Code is the state entry code and the Reason code is the district entry code, as defined in your organization's Membership preferences.
  5. Click Next. The Student Registration wizard displays Step 4.
    Note: If the student is enrolled in the special education program and will age-out of the program, type the year of graduation and grade level defined for special education students who age-out of the program in the District (Root Organization) Student preferences.
  6. Click Finish to register the student. Staff members can now enter demographic information and create a schedule for the student.

    Note: If you do not see the student in the Student List after exiting the Student Registration wizard, click Filter icon. , and then select All Records (if logged on to the District (Root Organization) view) or All Students (if logged on to the School view). The default filter for the Student List excludes records for preregistered students and other students who are listed as currently inactive.