Enrolling a New Student

Goal: Walk through the 6-step enrollment wizard to add a new student to VoTech.

Before you begin: You need the student's basic information — name, date of birth, contact info, and education background. Have the intake paperwork ready.

🚀 Starting the Enrollment Wizard

1. 1

   Navigate to the Students page

   Click Students in the sidebar. On the student roster page, click the Enroll Student button to open the enrollment wizard.

2. 2

   Follow the progress bar

   A progress bar at the top shows which step you're on (e.g., 'Step 1 of 6: Basic Info'). Use the Back and Next buttons at the bottom to navigate between steps.

   💡 Required fields are marked with an asterisk (*). The Next button will be disabled if required fields are incomplete.

📝 The 6 Steps

Step 1: Basic Info

Enter the student's core identity: Location (required), first/last name, preferred name / nickname (optional — displayed as First "Nickname" Last throughout the app), date of birth, gender, ethnicity (up to 3), tribal affiliation, Hispanic/Latinx, LGBTQ+ identification, program type, and career path. Career paths are database-driven per location — if the dropdown is empty, the admin hasn't configured paths for that location yet (see Admin → Career Paths).

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Once you've filled in the required fields, the form looks like this:

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Step 2: Contact Information

Enter street address, city, zip code, phone number, email address, preferred contact method, backup contact method, SMS consent checkbox (with TCPA disclosure text), and parent/guardian info.

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Step 3: Education

Enter education status (enrolled, graduated, GED, dropped out, etc.), school name, grade level, deficient credits, time out of school, and reasons for disengagement/entering program.

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Step 4: Program

Set the start date (defaults to today), eligibility code (YDD), recommending agency, referred by, and entry status. The BOLI Pre-Apprenticeship section covers occupational training goal, BOLI agreement number, and anticipated completion date.

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Step 5: Additional Info

The largest step — covers living situation, household demographics, health & justice, benefits (SNAP/TANIF), identification (SSN — encrypted on save), ACE data, employment, grant & program flags, and spiritual milestones.

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Step 6: Review & Submit

Review all entered information organized into 5 summary sections: Basic Info, Contact, Education, Program, and Household. SSN shows as "provided (will be encrypted on save)". An optional class selector lets you assign the student to a class immediately. Use the Back button to return to any step and make corrections, then click Enroll Student to create the record, or click Save & Exit to save as a draft and resume later.

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🔍 Duplicate Detection

After completing Step 1 (Basic Info), VoTech automatically checks for existing students with similar names using fuzzy matching. If potential duplicates are found, a warning panel appears showing:

• Likely match (≥70% similarity) — strong match, review carefully
• Possible match (≥50% similarity) — moderate match, worth checking
• Weak match — low similarity, probably not a duplicate

If the student is genuinely new, click "Not a Duplicate — Continue" to proceed. If the student already exists, cancel enrollment and navigate to their existing record instead.

🆔 Student ID Format

VoTech automatically generates a Student ID when you submit enrollment:

You don't need to enter this — it's created automatically.

✅ What Happens After Enrollment

When you submit the enrollment:

1. The student record is created and appears in the Student Roster
2. Staff at the student's location receive an in-app bell notification and email about the new enrollment
3. You're redirected to the new student's Detail Page

💡 Tips & Common Mistakes

Related Guides

• Student Roster
• Student Detail Page
• Managing Contacts & Guardians
• Student ID Format Reference