For users with the appropriate OEDS access, there will be a Claim Student option from the SCM drop down menu of the navigation bar. All attempts to claim a student are recorded in detail and sent to ODE as needed for monitoring purposes. District personnel that abort or cancel prior claims repeatedly will face consequences.
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In addition, the school year to be enrolled is also required. From January 1 thru June 30 the district may enroll a student in the current school year or the upcoming school year. July 1 thru December 30, the school year prompt will appear but the only option available is the current school year.
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Exclude any suffix when entering the First/Last name, ie. Jr, III. Including a suffix will more than likely prevent the search from finding a match. |
Any additional information known about the student should be entered to aid in the matching process.
- Middle name/initial
- District attended previously and the school year attended
- State student identification (SSID)
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A progress bar will appear on each page as the user progresses thru the matching and claiming process. 
Begin Matching Process
From the initial entry screen the user will be required to enter the fields marked with the red asterisk next to the right of the label. If additional information about the student is known, it is recommended that be entered on the initial entry screen as well.
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If the system is unable to determine a single match based on the information entered on the initial screen, the user will be taken to a second prompting screen asking for additional details about the student. The information prompted for will depend upon the values entered on the initial entry screen.
The sample screen above reflects what the additional information screen will look like if the user entered only the required information on the initial entry screen. If the user enters the Middle Name/Initial on the initial screen, but the system was still unable to determine a single match, that field will not appear on the additional information screen.
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Selecting Exit Claim will end the claiming process and return the user to initial Student Claim entry screen.
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Similar Name Search
If the system was unable to find any matches using the required fields from the initial entry screen, the user will be asked if they would like to continue attempting to match using a "Sounds Like" a Similar Name search. The system will attempt to find matching records using a sounds like and/or nickname search of the first name while still using the actual last name, birthdate birth date and gender entered by the user.
Selecting Proceed with Sounds Like Similar Names Search will initiate the matching based on first name sounds like and/or nickname. If any matches are found, the user will be taken to the next step in the process. If no matches are found, the user will have the opportunity to try another search.
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Once a single match is determined, the user will be asked to confirm the information for the student that matched.
Selecting Continue with Enrollment signifies that it matched the correct student and will proceed to the next step in the process to finish the claim for the student.
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Selecting Enroll Student will cause the enrollment records for the student to be created. A confirmation popup will appear requiring the user to confirm they wish to continue with the enrollment.
Selecting Exit Claim will end the claiming process and return the user to initial Student Claim entry screen.
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Successful Enrollment - Correct Student
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By using the link, the user may view the historical data about the student just claimed may be reviewed. they just claimed.
Start New Claimwill take the user back the the initial entry screen for student claiming.
Exit SCM will return the user to the Landing page.
Successful Enrollment - Incorrect Student
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Start New Claim will return the user to the initial entry screen for claiming a student.
Exit SCM will take the user to the Landing page.
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- No match was found using the information provided
- System was unable to determine a single match based on all the information provided (multiple students matched)
- For the student that matched, the state student identification (SSID) is not active
- The student that matched is currently or was previously enrolled at the claiming district for that claiming year
--- add screen shots of the failure, already enrolled pages --
Start New Search will take the user to the initial entry screen to start a new claim.
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Currently or Previously Enrolled
When Acknowledge is clicked, the user will be returned to the initial entry screen for creating a student claimIf the student is currently enrolled or was previously enrolled for the claiming year, the student can not be claimed. This error will also appear for a student that has been claimed by your district but not yet reported through Student Cross Reference. Information about the student should be updated using the districts student information system then submitted through EMIS/Student Cross Reference.
The user may view the Student's history information by clicking on the 'Records History tab' link.