Student Enrollment Specialist 2025-2026 SY Cincinnati CPHS

Accountable Functions

Attendance Procedures

• Records attendance daily via time in/out from the iPad, including absences, in the SIS within the first two hours of the school day and then again at the end of the school day
• Make attendance phone calls (auto-dialer) within 2 hours of school starting reporting student absences
• Ensure attendance iPad is charged and in place daily for student use
• Run a daily absence report each day to determine students with 30 hours of consecutive absence and deliver the report to the Family Advocate
• Intercept all phone calls at the front desk and report student absences to the staff
• Place all written documentation for absence excuses in the student attendance file and mark the absence accordingly in the SIS
• Withdraw students as instructed by the Principal

Enrollment Process

• Implement a seamless enrollment process from first point of contact to the onboarding process
• Enters new student/re-enroll student name on the 'All Students' tab in Quick Access
• Ensure the student begins Discovery the day the enrollment application is signed or schedules a start date that has been determined collaboratively by the parent/student/school
• Enroll students using final forms or paper applications, whichever the student/family prefers
• Gather required documentation (ID, POR, BC, etc...) and sends a request for records to the previous school
• Enter necessary information on the 'Records Request' tab in Quick Access.
• Follow up with the previous school if records are not received in a timely manner and updates the 'Records Request' tab accordingly
• Keep tidy cumulative and academic files in a consistent manner with all necessary documents for an audit
• Review student data in ODDEX and identify any errors from resident school districts
• Deliver transcripts and test scores (ODDEX) to the Principal for Graduation Planning
• Deliver Special Education Records to the Intervention Specialist
• Deliver the home language survey to the Principal/EL Coordinator
• Add new students to the 'Student Credentials' tab in Quick Access
• Coordinate with the EMIS team

• Complete student enrollment and withdrawals in the SIS
• Make copies of correspondence and other printed material
• Create and maintain paper and electronic filing systems for records, correspondence, and other material

Goal Sheets

• Distribute daily Goal Sheets to each student upon sign in
• Collect daily Goal Sheets from each student upon sign out
  • Review daily Goal Sheet at sign out to determine assignment completion for AIT
  • Notify Family Advocate of students who are not meeting daily assignment goals/Credit Flex Plans
  
  

Quick Access

• Add new or re-enrolled students to the ‘All Students’ tab
• Add new students to the ‘Student Credentials’ tab
• Add new or re-enrolled students to the ‘Records Request’ tab
  • Update the ‘Records Request’ tab
  
  

Student On-Boarding

• Schedule students in Discovery, Discovery IRC, CBI/CTE Courses (if applicable), and College and Career Prep 1 courses in the SIS upon enrollment
• Work with the Principal to determine if the student is a CBI or CTE student for scheduling purposes

Retention:

• Establish a positive rapport with students and families
• Participate in student retention and engagement events as directed by the Principal/Assistant Principal

Other responsibilities include, but are not limited to:

• Act as first point-of-contact to callers and visitors, relay messages, and transfer calls as appropriate from the front desk of the school
• Provide clerical and administrative support to the Principal, and school personnel
• Arrange conferences, meetings, and travel reservations for personnel using resources and policies provided by the Central Support office
• Adhere to rigorous student and staff confidentiality protocols in all circumstances and act in accordance with the rules and regulations set forth in FERPA
• Handle visitor inquiries and direct them to the appropriate person according to their needs
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters
• Maintain and oversee all recordkeeping for students, collect enrollment paperwork, complete student enrollments in the SIS, create and maintain student files, and ensure compliance with all required documentation (immunization records, academic history, etc.)
• Order, track and dispense supplies
• Assists with fire drills, tornado drills, rapid dismissal, and daily arrival and dismissal duties, including breakfast and lunch duties as needed
• Perform other duties as assigned