Focus enables districts to tailor Enrollment Codes to their individual needs. As a district, you will need to use state codes; however, other custom Enrollment Codes can be created for your district's or schools’ specific needs.
In the Re-enrollment Restriction Reasons tab, you can set up re-enrollment and withdrawal restriction reasons. When a user enters a record for a student in the Re-enrollment Restrictions category in Student Info, they can select a restriction reason. The reason message will display when a user attempts to re-enroll or withdraw a student.
In the Application Statuses tab, you can set up status options for online applications. These are used in the Unprocessed Applications tab of the Online Enrollments screen.
In Users > Profiles, there are separate View and Edit permissions for the Enrollment Codes, Re-enrollment Restriction Reasons, and Application Statuses tabs.
1. In the Students menu, click Enrollment Codes.
The Enrollment Codes tab displays enrollment codes already created and contains the opportunity to add enrollment codes as needed.
2. To begin adding a new enrollment code, select the enrollment code Type from the pull-down using the first blank row.
3. Enter the Title of the enrollment code. The Title entered here will display along with the code (Short Name).
4. Enter the Short Name that you would like to display in enrollment code pull-downs.
5. Select the Min School Year from the pull-down; this identifies the minimum school year the enrollment code can be used. I.e. The enrollment code cannot be selected for a school year before the selected Min School Year. Note: If you do not need to set a Min School Year, leave the pull-down blank.
6. Select the Max School Year from the pull-down; this identifies the maximum school year the enrollment code can be used. I.e. The enrollment code cannot be selected for a school year after the selected Max School Year. Note: If you do not need to set a Max School Year, leave the pull-down blank.
7. To limit the enrollment code to specific Gradelevels, select the appropriate grade levels from the corresponding pull-downs.
8. To limit the enrollment code to specific profile(s), select the Profiles from the corresponding pull-down. Note: Leave the pull-down blank to allow all profiles to access the enrollment code.
9. When all information has been entered/selected, click in one of the text boxes and press the Enter key to commit and save the line of data. You also have the option to click the Save button located in the upper right corner of the screen.
1. In the Students menu, click Enrollment Codes.
The Enrollment Codes tab displays enrollment codes already created and contains the opportunity to add or edit enrollment codes as needed.
2. If any existing enrollment codes need to be edited, click the field in question and apply changes. For example, if the Short Name of a code needed to be updated, click the Short Name field. Clicking the field will activate it and allow you to make changes.
3. Once edits have been made, clicking out of the field will save changes. You also have option to click the Save button, as needed.
4. To edit data contained within a pull-down, click the pull-down and make a different selection. For select multiple pull-downs, click Clear selected to start over, then make new selections.
Changes save automatically.
6. To delete an enrollment code, click the delete button (red minus sign).
The delete function should be used with caution. You should not delete an enrollment code already in use.
a. When the delete button is selected, a pop-up will display: Are you sure you want to delete this record? Click OK to delete the enrollment code. You also have the option to click Cancel and return to the Enrollment Codes screen.
Re-enrollment restriction reasons are set up for use in the Re-enrollment Restrictions category in Student Info. When a record is added to the Re-enrollment Restrictions category for a student, a restriction reason is selected. The reason message will display when a user attempts to re-enroll or withdraw the student.
1. In the Students menu, click Enrollment Codes.
2. Click the Re-enrollment Restriction Reasons tab.
3. In the blank row, enter a Code.
4. Enter a Title.
5. Enter a Message.
6. Press Enter to add the row.
7. Continue adding additional restriction reasons as needed.
8. Click Save.
1. In the Students menu, click Enrollment Codes.
2. Click the Re-enrollment Restriction Reasons tab.
Any existing re-enrollment restriction reasons are displayed.
3. After making an edit to a Code, Title, or Message, click Save.
4. To delete a restriction reason, click the delete button (red minus sign).
a. When the delete button is selected, a pop-up will display: Are you sure you want to delete this record? Click OK to delete the reason code. You also have the option to click Cancel and return to the Re-enrollment Restriction Reasons screen.
b. Click Save to complete deletion.
The Application Statuses tab allows you set up status options for online applications. These are used in the Unprocessed Applications tab of the Online Enrollments screen.
1. In the Students menu, click Enrollment Codes.
2. Click the Application Statuses tab.
3. In the blank row, enter a Code.
4. Enter a Label.
5. Press Enter to add the row.
6. Continue adding additional restriction reasons as needed.
1. In the Students menu, click Enrollment Codes.
2. Click the Application Statuses tab.
Any existing application statuses are displayed.
3. After making an edit to a Code or Title, the change will auto-save once you click or Tab out of the field.
4. To make an application status inactive, select the Inactive check box.
When a status is made inactive, it will no longer be an option available for selection in the Status column in the Unprocessed Applications tab of the Online Enrollments screen.
5. To delete a status, click the delete button (red minus sign).
a. When the delete button is selected, a pop-up will display: Are you sure you want to delete this record? Click OK to delete the status. You also have the option to click Cancel and return to the Application Statuses screen.
Use the Filter text box located at the top of each pull-down for a quick search. Begin typing the name or number of the desired field.
a. Select the Exact check box to display results that have an exact match only and hide partial matches to the entered text.
Click Check all to select all check boxes displayed. Click Clear to clear all selections made/check boxes selected.
Click the Prev and Next buttons to sift through pages when more than one page of codes is available. Enter a page number in the Page text box and press the Enter key to quickly jump to a page.
The Enrollment Codes screen contains several different features, such as the Export section. To export the listed codes to an Excel spreadsheet, click on the Excel icon in the Export section.
To print data, click on the Printer icon in the Export section.
Click Filters to further breakdown data.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for more filtering options.
For more information see Filters.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image shown, data has been sorted by clicking Short Name twice; therefore Z is listed first.
