SDSHOWTO:Howto...CreateaNewStudentRecord

Conditions

1. New student has accepted an Offer Letter.
2. New student has paid registration fee.

Step 1 – Access SDS

1. Open a web browser and enter the following in the address bar: http://sds.smus.ca/
2. Click Log in and enter normal staff login (username/password)

Step 2 – Check if student already exists

1. In SDS Left Panel, type student’s last name into Search Box.
2. Scan through list:
   • if student already exists, continue to Step 4
   • if student does not exist, continue to Step 3

Step 3 – Create new student record

1. In SDS Left Panel, type parents’ last name into Search Box. Take note if parents already exist.
2. In the SDS Left Panel, scroll down to Staff Menu and expand Administration.
3. Expand Admissions.
4. Select Create Persons – this will allow you to create the student and parents at the same time.
5. Enter first and last name.
6. Choose gender in drop-down.
7. For Initial Student Status select “Accepted” – do not put enrolled until student has paid fees in full, and (if you do) be sure to put an accurate Enrolment Date!
8. Select starting grade in drop-down menu.
9. Select the upcoming year for starting school year - for students joining mid-year select the current year.
10. Select fee status from drop-down menu.
11. If student is English Second Language (ESL), select Yes.
12. If student is a Day Student, select Yes.
13. If parents already exist (Step 3.1), skip to Step 3.17.
14. Continue down to the Parents / Adults section
15. Select Adults to be connected to the above student… and choose their relationship in drop-down – only one circle can be selected so skip the next two lines (admissions / other adults).
16. Fill out parental details for one or both parents – note: addresses and employment will be added later!
17. Click Create Students / Parents / Both!
18. You will now find yourself in the Logging page. Do not click any of the buttons here!
19. In the Search Box of the Left Panel enter the student’s name and click Search. The student should appear in the search results under Students.
20. Click on the student’s name in the Edit column.
21. You are now in the Edit Person page where you have a list of tabs (Person Details, Person Log, etc)

Step 4 – Person Details (tab at top of Edit Person page)

1. Fill out all blank sections (if information has been provided).
2. For user name put usualfirstname.lastname
3. Email can be left blank (SDS will assume username@emaildomain)
4. Skip cell / employment details for child
5. Click SAVE at the end of the screen.

Step 5 – Person Log (tab at top of Edit Person page)

1. Skip Person Log tab.

Step 6 – Student Details (tab at top of Edit Person page)

1. Leave status as “Accepted”.
2. Change Is Graduated to “No”.
3. For Home Language you can hold the CTRL button while selecting languages to enter more than one.
4. Insert Student Number.
5. Skip Personal Education Number.
6. Fill out all citizenship drop-downs.
7. Fill out Allergies if provided.
8. Skip Report & House drop-downs.
9. Leave Initial Password blank.
10. For Grad Requirement Year select 2004.- details TBA.
11. Click SAVE at the end of the screen.

Step 7 – Admission Details (tab at top of Edit Person page)

1. Fill out Enquiry source and date – details can usually be found in Access database.
2. Fill out application drop-downs – leave as default when unknown (e.g. tour).
3. Skip tests and interview sections.
4. Add We Accepted Them and They Accepted Us dates – see student’s file for details.
5. Skip letter drop-downs for now – terms are being reviewed and will soon be updated.
6. Skip all drop-downs and boxes on the right side (mostly for accounting).
7. Skip Application Information section.
8. Click SAVE at the end of the screen.

Step 8 – Student Enrolment (tab at top of Edit Person page)

1. This page is divided into two components: a series of rows for each enrollment year (generally one for new students) and an Add Student/Grade Enrollment section for adding a new enrollment year. For new students do all your updates in the existing row. In many cases you will not need to make any updates on this page.
2. Do not select Registered until the registration process begins (generally in April) - registration will be handled in Finance.
3. Do not change Fee Status or English Second Language drop-downs - these were populated with data earlier in the process.
4. Make any necessary adjustments to the Enrollment date in drop-down menus.
5. Do not click Autofill Remaining Grades.
6. Do not click “Add Enrollment Year” – if you accidentally click to add an enrollment year, don’t panic. Just wait until the Student Enrollment page reloads, go to the new erroneous year at the top of the page, and scroll to the far right. There should be a Delete Enrollment Year button. Click the button to remove the extraneous year.
7. If you have made any changes, click SAVE at the end of the screen.

Step 9 – Person’s Parents (tab at top of Edit Person page)

1. If parents already existed (Step 3.1) search for them here and add them.
2. Fill out relationship details for parents (multiple drop-down menus).
3. Click SAVE at the end of the screen.
4. Click on the Parents’ grouped name (link) under the Names column to go to Edit Parents page.
5. Scroll down to Addresses | Create a new Address.
6. In the drop-down menu, pick the type of address.
7. Click the Create Address button to create an address of the type you selected – a new Edit an Address window will open.
8. Fill out address information (skip time zone) and slick SAVE.
9. Scroll down to the parents’ names (link) and click to return to Edit Parents page.
10. Repeat steps 4-8 for additional addresses.
11. For business phone number/fax number, create a business address and just enter phone numbers.
12. At the top of the Edit Parents page the two parents have been divided into separate rows. Click on 1st parent’s name (link).
13. You are now in the Edit Person page of the parent (as opposed to the student). Note that the page looks very similar! Each parent, student, and teacher has the same edit page but only some of the tabs are used for each person.
14. Enter parent’s occupation & business position.
15. Skip campus section.
16. Click SAVE.
17. You now need to go back and edit the other parent. Enter either parent’s name in Search Box (left panel).
18. The parents should show up as a group in the Parents (people with addresses) category. Click the Edit next to their names.
19. Again you will see the two separated parents at the top. Click on 2nd parent’s name (link).
20. Enter parent’s occupation & business position.
21. Skip campus section.
22. Click SAVE.