Claim Student

Owned by Wendy Root
Last updated: Oct 26, 2023
7 min read

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 for monitoring purposes.   District personnel that abort or cancel prior claims repeatedly will face consequences. 

The following information about the student is required for the initial start of the claim

  • First name

  • Last name

  • Date of birth

  • Gender

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.

 

Exclude Suffix

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)

If the system is unable to determine a single match based on the information provided, the matching process may proceed by attempting to match based on Math and ELA teachers the student has had.

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 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.

From January 1 thru June 30, Claiming for School Year will allow the user to select which school year the student is being claimed for.  From July 1 thru December 31, the field will appear on the screen but it will be defaulted to the current school year.  

If electing to select a Prior District Enrollment for matching, the School Year enrolled at that prior district is also required to be entered.

If known, the State Student Identification (SSID) will provide for quick matching.

Click the Search button to begin the matching process. 

If data entry errors were made, the Clear button may be used to refresh the screen, clearing the input boxes.

 

Additional Information

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.

The possible fields that may appear on the additional entry screen are

  • Middle Name/Initial

  • Prior District Enrollment and School Year attended

  • State Student Identification (SSID)

By selecting Continue Search, the system will attempt to match using the additional information provided.

Selecting Exit Claim will end the claiming process and return the user to initial Student Claim entry screen.

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  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, birth date and gender entered by the user.

Selecting Proceed with 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.

Selecting Exit Claim will end the claiming process and return the user to initial Student Claim entry screen.

Teacher Matching

If the system is unable to determine a single match with the additional information, the user will be asked to match the student by correctly selecting a Math and ELA teacher the student has had in the past.

 

Both the Math and ELA teacher selected must match for a single student in order for the matching to succeed.

Selecting Exit Claim will end the claiming process and return the user to initial Student Claim entry screen.

Single Match Found

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.

Selecting Exit Claim will end the claiming process and return the user to initial Student Claim entry screen.

 

Enrollment

The user must supply an Enrollment Date to proceed with the claim and enrollment of the student.  This enrollment date will be the projected enrollment date.  The enrollment date may be back dated no more than 30 days from the current date.

Enrollment type has the following options

  • Full time student, enrollment in prior entities expected to end

  • Part time student, but only to be enrolled in claiming entity

  • Part time student, still concurrently enrolled in another public entity

  • Not being educated by claiming district - only claiming for required reporting as the resident district

If the Not being educated by claiming district option is selected, the enrollment will be created using ****** as the educating LEA.  The district relationship will also be set to 3, the student is receiving neither services nor instruction from the reporting district but the reporting district has an obligation to submit data on the student in EMIS.

The prompt for Will this student be a resident of your district defaults to no and is not required.  By answering yes, the legal district of residence will be set when creating the enrollment.  When left no, the student enrollment will be created using ****** as the resident LEA.

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.

Exit Claim will end the claiming process and return the user to initial Student Claim entry screen.

 

Successful Enrollment

Upon successful creation of enrollment for the student, the user will see basic information about the student they just enrolled including up to three of the most current prior enrollments for the student.

Correct Student will take the user to another screen showing historical information about the student.

Incorrect Student will display a list of users at the claiming LEA that have the ability to cancel a student claim.

Successful Enrollment - Correct Student

By using the link, the user may view the historical data about the student they just claimed.

Start New Claim will 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

If the incorrect student was claimed and enrolled, a list of users whom have the ability to cancel a claim for the claiming entity will be displayed along with their Email address and Phone number, if available, from the user's contact information. 

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.

 

Unable to Match or Other Issues

There are multiple reasons a claim attempt may fail. 

  • 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

 

Start New Search will take the user to the initial entry screen to start a new claim.

Quit will take the user back to the Landing Page.

 

Currently or Previously Enrolled

If 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.