New Student Documents Prep

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MATERIALS NEEDED

The New Student Orientation Folders are assembled for new students on Thursday and/or Friday the week before they arrive.

  • CEL Folders
  • Stapler
  • Paper Clips
  • Copies:
    • Enrollment Agreement - 2 Copies per student.
    • Health Insurance Notification - 2 Copies per student.
    • Visa Waiver or F-1 Student Visa Responsibilities - 2 Copies per student.
    • Introduction Letter - 1 Copy per student.
    • Student Handbook - 1 Copy per student.
    • School Packet Cover Sheet - 1 Copy per student.


STUDENT PACKET

All of these copies are paper clipped - it goes in the right pocket of the folder.

1) Introduction Letter

  • Found in the Google Drive > SD Student Services > Pre Arrival > Student Orientation Materials > 01_Students_Orientation_Introduction_Letter
  • The top will read "Dear ______,". The document must be changed to reflect each student's name and printed one at a time.

2) Student Handbook

  • Found in the Google Drive > SD Student Services > Pre Arrival > Student Orientation Materials > 2017 Student Handbook
  • The handbook provides students with general information about the school, classes, lessons, attendance, policies, accommodation/residence guidelines, health & safety, and transportation in San Diego.
  • Remember to staple all sheets comprising the handbook.

3) Enrollment Agreement

  • Generated through Thebing: Students > Student Lists > Arrival List > Select all students arriving that particular week > Documents > Edit > Under "Template" select "Enrollment Agreement" > Save > Open PDF & Print

4) Health Insurance Notification

  • Found in the Google Drive > SD Student Services > Pre Arrival > Student Orientation Materials > 2017 Health Insurance Notification

5) Visa Waiver OR F-1 Student Visa Responsibilities

  • Use the new student list spreadsheet generated earlier to determine if the student will need a Visa Waiver document or an F1 Student Visa Responsibilities document
  • Found in the Google Drive > SD Student Services > Pre Arrival > Student Orientation Materials > Visa Waiver OR F-1 Responsibilities - Megan


SCHOOL PACKET

All of these copies are stapled together - it goes in the left pocket.

1) Document Overview

  • Found in the Google Drive > SD Student Services > Pre Arrival > Student Orientation Materials > 01_School Orientation Introduction Letter DT
  • Functions as a cover page / Lists all the documents comprising the packet / Indicates to return it to the Administrative Team after they've completed it.

2) Enrollment Agreement

  • Generated through Thebing: Students > Student Lists > Arrival List > Select all students arriving that particular week > Documents > Edit > Under "Template" select "Enrollment Agreement" > Save > Open PDF & Print

3) Health Insurance Notification

  • Found in the Google Drive > SD Student Services > Pre Arrival > Student Orientation Materials > 2017 Health Insurance Notification

4) Visa Waiver OR F-1 Student Visa Responsibilities

  • Use the new student list spreadsheet generated earlier to determine if the student will need a Visa Waiver document or an F1 Student Visa Responsibilities document
  • Found in the Google Drive > SD Student Services > Pre Arrival > Student Orientation Materials > Visa Waiver OR F-1 Responsibilities - Megan


ARRIVAL SPREADSHEET

A Google Spreadsheet is created each week so Student Services may stay organized and up-to-date on what has been uploaded to Thebing and what is still needed in regards to new student's documents, placement test scores, and other important notes.

  • This spreadsheet can be found on Google Drive > SD Student Services > Select the spreadsheet titled DT New Student Orientation List - 2017.

Generating the Arrival List

In order to create the New Student Orientation List for the week, you must first get the new students' information from Thebing.

  1. Log on to Thebing and select Students
  2. Select Student Lists to view the drop-down menu.
  3. Select "Arrival list.
    • The date range will be automatically set for the following week.
  4. Select all the students on the list.
  5. Select the Export CSV button.
    • This will automatically create an Excel spreadsheet with the new students' information.

Transferring Arrival List Information to the Google Spreadsheet

  • Column A - Put the following Monday's Date and center the text.
  1. On the Excel Spreadsheet, select the following columns and copy + paste the information into the corresponding columns on the Google Drive New Student Orientation List:
    • First Name
    • Surname
    • Gender
      • When you copy + paste the gender into the Google Spreadsheet, change it from the full word to "F" or "M".
      • Center the text.
    • Visa-Type
      • Depending on the type of Visa a student has determines what documents we will need to collect.
        • -F-1 Student Visa
          • The Spreadsheet will automatically Black out the following columns:
          • Visa Waiver
        • -Tourist Visa
          • The Spreadsheet will automatically Black out the following columns:
          • F1 Resp
          • Scan Visa
    • Nationality
    • Course - Absolute Weeks (will be just Absolute Weeks on the Google Drive New Student Orientation List.)
      • Center the text.

Printing the Arrival List

  1. Select the students and all the columns for the following week.
  2. Go to File and select Print.
  3. Under Options select Selection and Repeat row headers on each page.
  4. Under Layout select Fit to width and Landscape.
  5. The next pop up window is where you change the printer destination to Ricoh Afficio MP C3300 PCL 6
  6. Select Print.