The Online Enrollments screen is used to view the status of form completion for required and voluntary re-enrollment forms and online applications. It is also used to approve or deny the changes to student information submitted by parents/students on re-enrollment forms. The re-enrollment forms and re-enrollment settings are set up in the Application Editor. Required re-enrollment can be set up for an individual student in the Re-enrollment tab of Student Info.
There are separate View and Edit permissions in Users > Profiles for each tab of the Online Enrollments screen.
Users with the Edit permission to the Unprocessed Applications tab will receive the Portal alert “X Online New Enrollment(s) are awaiting approval” when applicants submit an online application. Clicking the alert will navigate the user to the Unprocessed Applications tab of the Online Enrollments screen. When "Show Zoned School" is enabled on the application in the Application Editor, users will receive the alert if the student is zoned for their school.
Users with the Edit permission to the Unprocessed Forms tab will receive the “X Online Re-enrollment(s) are awaiting approval” Portal alert when students submit an online re-enrollment form. Clicking the alert will navigate the user to the Unprocessed Forms tab of the Online Enrollments screen.
The "Profiles Allowed to Assign" setting on the form in the Application Editor dictates which administrator profiles are allowed to view this form on the Online Enrollments screen. Therefore, you may only see certain forms on this screen.
The Unprocessed Forms tab of the Online Enrollments screen displays online re-enrollment requests submitted by parents/students that have not yet been approved or denied by an administrator. Changes can be approved or denied for each individual change requested by the parent/student or for all of the changes requested by the parent/student. Once the changes are approved or denied, the parent/student receives a Portal alert that their form was processed. The parent/student can review the changes and whether they were approved or denied from the Forms Summary screen.
Completed re-enrollment forms that contain no changes to student information are automatically processed and do not require administrator review.
1. In the Students menu, click Online Enrollments.
The Unprocessed Forms tab is displayed by default. Students who have had re-enrollment forms completed, but not yet processed, are listed. The student ID, student name, grade level, name of the form, form type, completed date, and person who completed the form are displayed.
If the "Application School Year" student field was included on the form, the Requested Enrollment Year column will be populated with the selection "Current School Year" or "Next School Year." If the system preference "Allow Enrolling in Future Year" is disabled in Setup > System Preferences > Default School Preferences > Online Application tab, then the "Next School Year" option cannot be selected by the applicant.
3. Click View Changes next to a student to view the changes to student information that have been submitted on the form.
In the Before row, the information that previously existed in the student's record is listed. In the After row, the change requested by the parent/student is listed.
4. To approve or deny each individual change, click the Approve or Deny buttons along the left side of the window. The window will automatically close after approving or denying all the changes in the list.
5. To approve or deny all changes for the student, click Approve All or Deny All at the top of the window. The window will automatically close.
If you do have have edit permission for the field, you will not be able to approve or deny the changed information.
If a change is denied, a pop-up is displayed prompting you to enter a reason why the change was denied. The reason is displayed when viewing the changes in the Processed tab for the student. The reason also displays to the parent/student when reviewing the changes in the Forms Summary screen.
If you have the profile permission “Allow overriding zoned address restrictions” for Students > Add a Student, and an address change is submitted that makes the student out of zone for their enrolled school, upon approving the change, you will be prompted to select an override reason. If you do not have the profile permission "Allow overriding zoned address restrictions," you will receive the message “You are not allowed to override that error," and the change will not be approved.
Similarly, if you have the profile permission “Allow enrolling out-of-district students," and an address change is submitted that is not within the Address Catalog, upon approving the change, you will be prompted to select an override reason. If you do not have the profile permission “Allow enrolling out-of-district students," you will receive the message “You are not allowed to override that error," and the change will not be approved.
Once an override reason is selected and submitted, the student's address will update in the system.
6. To view the student's record, click the student's name. To view the user record for a parent who completed the form, click the parent's name.
Users with the "Send Messages" profile permission for Communication have access to the Message button. Click the button to open the Message screen in the Communication module in a new tab. The students who have unprocessed forms will be pre-selected.
The Unprocessed Applications tab displays the students who have submitted an online application and are enrolled in the Applicants school, but have yet to be enrolled in a district school.
1. Click the Unprocessed Applications tab.
2. Select Show All Schools to view applications for all of the schools you have permissions to view.
The Show All Schools check box will remain selected when you navigate away from and return to this screen.
The School column will display the school selected by the applicant, if applicable.
If the "Application School Year" student field was included on the form, the Requested Enrollment Year column will be populated with the selection "Current School Year" or "Next School Year." If the system preference "Allow Enrolling in Future Year" is disabled in Setup > System Preferences > Default School Preferences > Online Application tab, then the "Next School Year" option cannot be selected by the applicant.
For post-secondary schools that include the student field with the alias program_of_interest on the application, the Programs of Interest column displays in the Unprocessed Applications tab. This column only displays for users with the View profile permissison for "Program of Interest" for the Online Enrollments screen.
3. Click View to view the Student Info screen for the applicant student in a new tab or window.
4. If desired, select a Status to assign to the application. Status options are set up in Students > Enrollment Codes > Application Statuses tab.
5. If your profile has the edit permission to the student field "Unprocessed Application Comments," the Comments column will display and will be editable. Enter a comment, if desired.
The comment will save in the Unprocessed Application Comments field in Student Info in the category the field was assigned in Students > Student Fields.
6. Click Save after selecting a status or entering a comment.
7. To delete an application, click the minus sign.
8. In the confirmation message, click OK.
Applications can be deleted if there is no associated school. Additionally, users can delete an application is there is an associated school and the user is currently logged in to that school at the top-right of the screen. If the user is not logged in to that school at the top-right of the screen, the user cannot delete the application.
Users with the "Send Messages" profile permission for Communication have access to the Message button. Click the button to open the Message screen in the Communication module in a new tab. The students who have unprocessed forms will be pre-selected.
9. Click Process to navigate to the Add a Student screen for the student.
The student's First Name, Last Name, Gender, and Birthdate will populate the fields at the top of the Add a Student screen.
10. Click Search and proceed with enrolling the student. See Add a Student for more information on enrolling students.
If the "Application School Year" student field was included on the form, the applicant's school year selection will be defaulted as the enrollment school year when enrolling the student.
The Unsubmitted tab displays the students who have not had their required re-enrollment forms completed, along with their primary custodian's contact information so that the custodian can be contacted to complete the re-enrollment form.
1. Click the Unsubmitted tab.
The students who have not completed their re-enrollment forms are listed, along with the form name, publish date, status, and the primary custodian's contact information.
2. Click the student's name to open the student's record in a new tab or window.
Users with the "Send Messages" profile permission for Communication have access to the Message button. Click the button to open the Message screen in the Communication module in a new tab. The students who have unprocessed forms will be pre-selected.
The Unsubmitted Applications tab displays online applications that have been started but have not yet been submitted. The "Show All Schools" check box must be selected to view this report.
1. Click the Unsubmitted Applications tab.
2. Select the Show All Schools check box.
The applicants who have begun an online application, but have not submitted the application, are listed. Some columns may be blank if the applicant has not entered and saved that information.
3. Click View to view the Student Info screen for the applicant student in a new tab or window.
Users with the "Send Messages" profile permission for Communication have access to the Message button. Click the button to open the Message screen in the Communication module in a new tab. The students who have unprocessed forms will be pre-selected.
4. Click the minus sign to delete an application.
5. In the confirmation message, click OK.
Applications can be deleted if there is no associated school. Additionally, users can delete an application is there is an associated school and the user is currently logged in to that school at the top-right of the screen. If the user is not logged in to that school at the top-right of the screen, the user cannot delete the application.
The Processed tab displays the online enrollment requests that have already been processed by an administrator, and the online enrollment requests that have been automatically approved (for forms with "Do Not Require Approval" set in Setup > Application Editor > Re-Enrollment Setup) or Students > Student Info > Re-enrollment tab).
1. Click the Processed tab.
The students who have had their online enrollment requests processed by an administrator or automatically processed are listed.
2. Click the student's name to open the student's record in a new tab or window.
3. Click View Changes to view the changes that were submitted by the parent or student, and whether they were approved or denied. If denied, the reason is also displayed.
The View Changes button is grayed out on forms that contain no changes to student information. Re-enrollment forms that contain no changes to student information are automatically processed and do not require administrator review.
4. Click Close when finished viewing the changes.
The online enrollment requests that have been automatically approved (for forms with "Do Not Require Approval") have the Auto Processed check box selected. If the student was reactivated (enrolled in the Applicants school), the Reactivated check box is selected.
Users with the "Send Messages" profile permission for Communication have access to the Message button. Click the button to open the Message screen in the Communication module in a new tab. The students who have unprocessed forms will be pre-selected.
The District Totals tab displays for users that have permissions to all schools in the district. The District Totals tab lists each school and the number of unprocessed re-enrollment forms, not started re-enrollment forms, in progress re-enrollment forms, and processed re-enrollment forms for that school. Clicking a number will open the corresponding tab in Online Enrollments for that school.
1. Click the District Totals tab.
Each school in the district is listed, along with the number of unprocessed re-enrollment forms, not started re-enrollment forms, in progress re-enrollment forms, and processed re-enrollment forms for each school for the school year selected at the top-right.
When the Page Size is adjusted, the Totals row will continue showing the totals for the whole dataset, not just the totals for the current page.
2. Click a number in the table to open the corresponding tab in Online Enrollments.
You must have the profile permission to view the tab in order for it to open. The school will be automatically selected at the top-right corner of the screen.
The first five numbers in student Social Security numbers are masked with asterisks. The profile permission View Full SSN, enabled via Users > Profiles > Students tab, allows users to view the full Social Security number for students.