Application Editor

The Application Editor screen is used to set up enrollment forms for new students to enroll in the district, for existing students to update their information in Focus, and for inactive students to reapply to the district. Forms can also be built around any student field listed on a Form Record.

Setting the Online Application System Preferences

The Online Application tab in System Preferences houses the system preferences that are relevant to the online application.  

1. In the Setup menu, click System Preferences.

2. Click the Default School Preferences tab.

3. Click the Online Application tab.

4. Set the desired system preferences.

Preference Description
Allow New Applications to be Started Select the check box to display the Application for New Students tab of the online application and allow new applications to be started.
All In-progess Applicants to Continue their Applications Select this check box to display the Continue Application tab of the online application and allow in-progress applicants to continue their applications.

Note: If Email Validation is used on any application forms on the Application Editor screen, then this must be enabled for new applicants to validate their email.
Create Students Using Negative Student IDs
Select this option to assign a negative student ID to students who applied via the online application. This is used when districts do not want to create a valid student ID for student until they are enrolled at a school in the district. The student ID changes to a positive number once the student is dropped from the Applicants school and enrolled in a district school. 
Default Student Profile for Online Application
Select the default student profile that is assigned to the student once the online application is completed.

Note: A specific profile can set up for applicant students in Users > Profiles to limit the student's access in Focus until they are enrolled at a school in the district.
Process Edit Rules on Student Creation
Select the check box to enforce the edit rules set up in Setup > Edit Rules & Workflow on the online application as the student table is updated for new students.

Note: For "Process Edit Rules on Student Creation" to work as expected, both the "Enabled" and "New Student" check boxes must be selected for the rule in Edit Rules & Workflow > Execute SQL. The Execute SQL will be executed upon the creation of the student record in the application school and not when the application is submitted.
Process Edit Rules on Student Updates
Select the check box to enforce the edit rules set up in Setup > Edit Rules & Workflow on the online application as the student table is updated for returning students.
Contact Required - If an address block is shown then require student to add a contact Select the check box to require applicants to add at least one contact when the Address block (in the System category) is included on the application and is marked as required in the Application Editor.

Note that this preference does not need to be enabled when using the System Addresses and System Contacts fields in the Application Editor, as the individual fields can be marked as required.
Require School Selection - Require the user to select their desired school from a drop-down Select the check box to display the “Desired School” drop-down on the /apply page. The applicant will be required to select a school. This system preference is intended for post-secondary use for the voluntary re-enrollment functionality. Schools that have the school field “Available on the Online App” selected in School Information will be available for selection by applicants.
Allow Course Selection - Allow the user to select their desired course section from a drop-down (Requires “Require School Selection” to be enabled.) Select the check box to display “Program,” “Course,” and “Section” drop-downs on the /apply page, which are populated based on the desired school selected. The applicant is not required to select a Program, Course, and Section. This system preference is intended for post-secondary use for the voluntary re-enrollment functionality.
Require Email Address - Require the user to provide an email address to begin the application process. Select the check box to make the Email and Password fields required on the /apply page. When the preference is disabled, the Email and Password fields are optional. If the applicant chooses not to track the application, then they will not be able to save and return to the application, as that button is removed. If this preference is disabled and the district uses email validation for the application, then if the applicant enters an email, they will receive the validation email. If the applicant does not choose to track the application, there is no validation email and the applicant can continue to the application.
Prevent Duplicate Students When this system preference is enabled, the online application will run a script to check if a duplicate student is currently enrolled in the school district with the same (case insensitive) first name, last name and birthdate. If a match is present, a customized pop-up message appears providing the applicant with additional information.
Prevent Duplicate In-Progress Applications When this system preference is enabled, the online application will run a script to check if a duplicate student is currently enrolled in the Applicants school with an application status of in progress with the same (case insensitive) first name, last name, and birthdate. If a match is present, a customized pop-up message appears providing the applicant with additional information.
Prevent Duplicate Applications in the Applicants School for the Past __ days When a number is entered in this preference, the online application will run a script to check if a duplicate student has been enrolled in the Applicants school with a start date in the prior X days that has the same (case insensitive) first name, last name, and birthdate. If a match is present, a customized pop-up message appears providing the applicant with additional information.
Prevent Direct Access via "/apply" URL When enabled, the online application will only be available for access via the Parent Portal or Parent Registration Portal.
Duplicate Override Code If a value is entered in this system preference, when the pop-up message displays to the end-user telling them there is a match, they can enter this override code, provided to them by the district, to allow them to continue with completing the online application.
Display Parent Portal Alert for In-Progress Applications
When enabled, an alert displays on the Parent Portal when the parent has a linked student who is currently enrolled (default school) in the district’s applicants school and whose application.status = ‘in_progress'. The alert says “Click HERE to complete {STUDENT_NAME}’s application,” and includes a link to complete the application.
Duplicate Message Text The message entered here will display in the pop-up to the end-user if the script returns a “match”. This CK editor box allows the district to customize the match message that is displayed to the applicant.
Welcome Screen Text Using the text editor, customize the text that will display on the welcome screen of the online application.

5. Click Save.

Creating a New Enrollment or Re-enrollment Form

The Application Editor allows the district to customize forms used for new student enrollment and re-enrollment of current or inactive students. Forms are built using labels, groups, page breaks, and student fields. Forms can be published online for applicants and students to access, or in Focus for current parents and students to access. Multiple forms can be created, as needed.

1. In the Setup menu, click Application Editor.

The Form Setup tab is opened by default.

2. Click the + icon at the top of the screen.

3. In the Create Enrollment Form pop-up window, enter the New Enrollment Form Title and click Create Form.

4. If you have a different form currently loaded on the screen, click Yes in the next pop-up window to switch to the new form.

The new form is loaded. The form setup options are displayed at the top of the screen. The Application Layout on the bottom-right of the screen is where the form layout will be built. The bottom-left side of the screen contains the items that are used to build the form, including labels, groups, page breaks, and student fields.

5. Select a Header Color for the form.

6. To upload a Header Image for the form, click the pencil icon.

7. In the pop-up window, drag an image into the designated area, click the blue Choose a file bar and select an image from your computer, or click the camera icon to take a photo with your webcam. Click Save when finished.

8. If an email will be sent to the applicant upon form completion, select the whether the email will be sent to the student's email stored in students.custom_200000012 or the email provided on the application (application.email) in the Completion Email Address pull-down.

9. On the right side of the screen in the Completion Email Subject field, enter the subject of the email that will be sent to applicants upon form completion.

10. In the Completion Email Template pull-down, select the email template to use for the completion email sent to the applicant.

The template contains the body of the email that will be sent. Email templates are set up in Students > Print Letters & Send Email. Templates that are attached to "Online App" will be available for selection in the Application Editor.

If a Completion Email Address is selected, you must enter a Completion Email Subject and select a Completion Email Template.

11. On the left side of the screen, select Validate Email Addresses to enable email validation.

When this option is selected, applicants will be prompted to enter their email address. Once they receive the validation email and validate their email address, applicants will be able to log into the enrollment form using their email address as their username. If this option is not enabled, applicants will be prompted to enter their email address, but they can continue to the enrollment form without validating their email address.

12. On the right side of the screen In the Validation Email Subject field, enter the subject of the email that will be sent to applicants to validate their email address.

13. In the Validation Email Template pull-down, select the email template to use for the validation email sent to the applicant.

The template contains the body of the email that will be sent. Email templates are set up in Students > Print Letters & Send Email. Templates that are attached to "Online App" will be available for selection in the Application Editor.

If Validate Email Address is selected, you must enter a Validation Email Subject and select a Validation Email Template.

14. To send a reminder email to the applicant when the application is saved but not completed, enter a Continuation Email Subject for the reminder email.

15. Select the Continuation Email Template.

The template contains the body of the email that will be sent. Email templates are set up in Students > Print Letters & Send Email. Templates that are attached to "Online App" will be available for selection in the Application Editor.

Application Editor - Google Chrome

16. Select Show Zoned School to display the applicant's zoned school on the last page of the application after the application is submitted, based on the Address Catalog.

The Applicant Gradelevel field (alias applicant_gradelevel) must be included on the application, as well as the System Addresses fields within the Address Group.

17. To customize the text that displays on the "Application Completed" page of the application on /apply, click Customize Last Page.

18. In the pop-up window, enter and format the text and click Save.

Application Editor

19. After making changes to settings, click Save Form Settings and/or Save Layout.

20. If the system preference "Enable Form Fees" is enabled in Setup > System Preferences > Default School Preferences > Billing tab, and fees will be collected when completing the form, select the District Fee(s) from the pull-down and click Save Form Settings.

District fees are set up in ERP in the Product List as services. The facility on the accounting strip must be the district facility.

In addition, fee templates can also be linked to forms.

When the user comes to the end of the form, the payment screen is displayed and must be completed. This will include both district fees and fee template fees. Payments work with both Authorize.net and TouchNet. Transactions are viewable in the Transaction History tab of the Point of Sale screen.

21. To add an item to the layout, click and drag from the left side of the screen over to the Application Layout.

Label

Labels can be used anywhere in the form to include information or descriptions, such as headings or directions. There is no character limit. The label can be created using plain text or rich text.

a. To create a label using plain text, enter the text in the Label Text box.

b. To create a label using the rich text editor, select the Use HTML check box.

c. Enter the text in the Label Text box, using text formatting, images, tables, etc.

Page Breaks

When a page break is used, items that are below the page break in the layout will appear on the next page of the form. When applicants/students fill out the form online, they will use the Next Page and Previous Page buttons to navigate throughout the form.

Student Fields

On the right side of the screen, student fields are organized by category (the dark blue blocks). Click a category to view the fields that can be added to the form. The field names, field IDs, and field types are displayed on the block. If local fields will be used on the form, they have to be set up first in Students > Student Fields.

Any field added to a form, regardless of the permission given to the parent, can be edited by the parent. If a field needs to be displayed on the form but be only viewable and not editable by the parent, a computed field will need to be used.

a. Click the gray right arrow on the field in the fields list to add the field to the layout, or click and drag the field into the layout.

Once the field is added, it is grayed out in the fields list and cannot be added again to the layout.

b. Click the gray left arrow on the field in the fields list to remove the field from the layout.

c. Once a field is added to the layout, enter Alternate Text, if desired. The alternate text will display on the form instead of the field name.

d. Select the Required check box to make the field required on the form.

Applicants/students will not be able to continue onto the next page of the form or submit the form without filling out required fields.

e. Select Hidden on the field to hide the field from view on the form.

This allows you to create a grouping condition based on the value of a field that you do not want students/parents to see and edit on the form. For example, if you would like to set up a grouping condition to display a group of fields based on the value in the Primary Home Language field, but you do not want students/parents to view and edit the Primary Home Language field on the form, the Primary Home Language field can be added to the form and marked as Hidden. This feature is intended to work for districts using the form for returning students. The Hidden feature does not work for new students since the new student does not have any data in student fields in Focus to reference.

See Groups for more information on using groups.

Groups

Groups are used to organize fields on the form. Groups can be set up to only display when certain conditions are met, referencing fields included on the forms. Groups can contain labels, fields, and other groups.

a. Enter the Group Name.

b. To display the group name on the form, select Display Group name.

c. To add labels, fields, and groups to the group, click and drag the items into the group.

d. To only display or hide the group when certain conditions are met, select Show when... or Hide when... in the pull-down.

e. In the text box, enter the rule using the applicable field ID.

The field IDs are noted in parentheses on the field blocks for reference.

The following can be used to create the group rule:

!= does not equal
= equals
> greater than
< less than
>= greater than or equal to
<= less than or equal to

Text must be placed in quotes. Use spaces between symbols and text. Use "and" to include multiple conditions. Use "or" for either/or conditions. Use nested expressions in parentheses for complex conditions. Nested conditions will be tested before the remainder of the expression outside of the parentheses.

Example condition: field65 = "Medical" OR (field546 != "Medial" AND field132 = "Speech")

Address Group and System Addresses

Using the Address Group and System Addresses fields on the form provides a more user-friendly method of entering address information compared to using the Address block. Individual address fields can be added to the application, which allows each field to have its own required, hidden, and alternate text settings. It is recommended to have the Address Group on its own page of the application.

Either the Address Group/System Addresses feature or the original Address block should be used; both should not be used at the same time.

a. Click and drag the Address Group into the layout.

Application Editor

b. Select Allow Additional Addresses to allow users to enter multiple addresses.

Application Editor

When "Allow Additional Addresses" is selected, enter the maximum number of addresses the applicant can add in the application in the Group Count field. Leaving the Group Count field blank will allow the applicant to add an unlimited number of addresses.

Application Editor

c. Click the System Addresses category.

Each of the individual address fields are listed.

Application Editor

d. Click and drag the desired system address fields into the Address Group or click the gray arrow next to the field.

Application Editor

Clicking the gray arrow next to a system address field will automatically add the field into the Address Group. If the Address Group was not already added to the layout, adding a system address field will automatically add the Address Group in the layout. System address fields cannot be dragged outside of the Address Group.

Adding the Phone Number system address field to the layout adds the Phone Number Group within the Address Group. Only contact detail flags set as "For Phone Number" and "Include on Enrollment Forms" in Students > Address Fields > Contact Detail Flags will be available for inclusion on the form.

Microsoft Word

It is recommended to add the "Is this the Primary Residence? (fieldprimary_residence)" to the Address Group on the application, as it is required that students have a primary residence in Focus.

e. On each system address field, set the Alternate Text, Required, and Hidden options as needed. See Student Fields for more information on these options.

f. If desired, add a Label to the Address Group to provide instructions or additional information. No other fields beside system address fields or labels can be added to an Address Group.

Application Editor
Contact Group and System Contacts

Using the Contact Group and System Contacts fields on the form provides a more user-friendly method of entering contact information compared to using the Address block. Individual contact fields can be added to the application, which allows each field to have its own required, hidden, and alternate text settings. It is recommended to have the Contact Group on its own page of the application, and have it after the Address Group page.

a. Click and drag the Contact Group into the layout.

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b. Select Allow Additional Contacts to allow users to enter multiple contacts.

Microsoft Word

When "Allow Additional Contacts" is selected, enter the maximum number of contacts the applicant can add in the application in the Group Count field. Leaving the Group Count field blank will allow the applicant to add an unlimited number of contacts.

Application Editor

c. Click the System Contacts category.

Each of the individual contact fields are listed.

Only contact detail flags and contact flags set as "Include on Enrollment Forms" in Students > Address Fields > Contact Detail Flags and Contact Flags will be available for inclusion on the form.

Microsoft Word

d. Click and drag the desired contact fields into the Contact Group or click the gray arrow next to the field.

Microsoft Word

Clicking the gray arrow next to the system contact field will automatically add the field into the Contact Group.  If the Contact Group was not already added to the layout, adding a system contact field will automatically add the Contact Group in the layout. System contact fields cannot be dragged outside of the Contact Group.

Adding the Phone & Contact Details system contact field to the layout adds the Contact Detail Group within the Contact Group.

Microsoft Word

e. On each system contact field, set the Alternate Text, Required, and Hidden options as needed. See Student Fields for more information on these options.

f. If desired, add a Label to the Contact Group to provide instructions or additional information. No other fields beside system contact fields or labels can be added to a Contact Group.

Microsoft Word

The Contact Address select one field allows the user to select a saved address to associate with the contact that is being added. The pull-down will be populated with the currently saved addresses for the student. If there are unsaved addresses (in the case of re-enrollment forms that require approval), then the addresses are displayed beneath the pull-down in a list, noting to the user that “These addresses require approval.” When an address is selected and the contact is saved, that contact's record in students_join_people is updated with the corresponding address_id. Note: Ensure the Contact Group displays after the Address Group on the application. Otherwise, there will be no addresses to select from when adding the contact. 

22. To rearrange items in the layout, click the up or down arrows on a block.

23. To remove an item from the layout, click the delete icon on the block.

24. At the top of the screen, click Save Layout to save the changes to the form layout.

25. Select Enabled to make the form available for use.

Users must have the profile permission to the Online Application to access the enrollment form in the Forms menu in Focus.

Application Editor - Google Chrome

26. In the Publish on /apply pull-down, select a publishing option.

Forms published on /apply are available at the district's Focus URL with /apply appended to the end of the URL.

Select Unavailable if the form should not be available on /apply.

Select Published if the form should be available on /apply in the Form Type pull-down.

Select Default Application if the form should be available on /apply, and should be selected by default in the Form Type pull-down. If multiple forms are set as the default application, the form that comes first in alphabetical order will be selected by default in the Form Type pull-down.

Select Default Catalog if this form will be the form applicants use when accessing the application from /catalog.

27. Click Save Layout to save your changes.

Creating an Enrollment Form/Re-Enrollment Form for Another Language

A form can be created in multiple languages. When the applicant accesses the form, he or she can choose which language version to use.

1. In the Form pull-down at the top of the screen, select the form to translate.

2. Select the Language version to create.

The layout is loaded. Since no translations have yet been made for this language, the English version of the layout is loaded.

3. Manually make the translations that are needed by editing the labels, alternate text for fields, and group titles.

4. At the top of the screen, enter and select the Completion Email Subject, Completion Email Template, Validation Email Subject, Validation Email Template, Continuation Email Subject, and Continuation Email Template as needed. Click Customize Last Page and modify the text as needed. Optionally, select Show Zoned School.

Application Editor - Google Chrome

5. Select Enabled to make the form available for use.

Users must have the profile permission to the Online Application to access the enrollment form in the Forms menu in Focus.

Application Editor - Google Chrome

6. In the Publish on /apply pull-down, select a publishing option.

Forms published on /apply are available at the district's Focus URL with /apply appended to the end of the URL.

Select Unavailable if the form should not be available on /apply.

Select Published if the form should be available on /apply in the Form Type pull-down.

Select Default Application if the form should be available on /apply, and should be selected by default in the Form Type pull-down. If multiple forms are set as the default application, the form that comes first in alphabetical order will be selected by default in the Form Type pull-down.

Select Default Catalog if this form will be the form applicants use when accessing the application from /catalog.

7. Click Save Layout to save your changes.

Copying a Form Layout

Instead of creating a new form from scratch, you can copy the layout from an existing form into the new form. First, you must create the new form. Then, you can copy the layout from an existing form.

1. Click the + icon at the top of the screen.

2. In the Create Enrollment Form pop-up window, enter the New Enrollment Form Title and click Create Form.

3. If you have a different form currently loaded on the screen, click Yes in the next pop-up window to switch to the new form.

The new form is loaded on the screen with a blank layout.

4. Select the form you want to copy the layout from in the Form pull-down and the applicable Language version.

5. Click Copy Layout.

6. Select the Enrollment Form and Language that will receive the copied layout (i.e. the new form created in step 1).

7. Click Copy Layout.

8. In the confirmation message, click Yes.

9. In the next pop-up window, click Yes to switch to the copied layout.

The new form is populated with the copied layout.

10. Make any updates as needed and click Save Layout.

Editing a Form

1. Select the Form and Language.

2. Make updates as needed to the layout or settings and click Save Layout (for layout changes) or Save Form Settings (for settings changes).

Deleting a Form

Forms can be deleted as needed. Deleting a form will delete all language versions of the form.

1. Select the Form.

2. Click Delete Form.

3. In the confirmation pop-up window, click Yes, delete the enrollment form and all associated layouts.

Setting Up Required Re-Enrollment

The Required Forms section of the Re-Enrollment Setup tab is used to require parents or students to complete re-enrollment forms during a specified time frame for current student re-enrollment. They will not be able to use the Portal until the re-enrollment forms are completed. Re-enrollment can be set up for particular schools and grade levels. Re-enrollment can also be made required for inactive students. Re-enrollment information can be viewed, approved, or denied in Students > Online Enrollments, unless "Do Not Require Approval" is set on the form.  

Re-enrollment can be forced for current students on an individual basis in Students > Student Info > Re-enrollment tab. You can also mark that an individual student's form does not require approval.

1. Click the Re-Enrollment Setup tab.

2. In the Required Forms section, select the Form to be used for re-enrollment in the blank row.

3. Select the Publish Date (when the form will be available on the Portal).

4. Select the School(s). One or more can be selected.

5. Select the Grade Level(s). One or more can be selected.

If you are setting up re-enrollment for inactive students, it is recommended to select all the grade levels, as the inactive student may have withdrawn at any of the grade levels.

6. The Re-Enroll Student option is used when setting up re-enrollment for inactive students. This option must be selected to enroll the student into the Applicants school as an active student.

7. Select Parent Portal or Student Portal to dictate where the re-enrollment form will be available. These options are used for re-enrollment for active students.

8. To make re-enrollment required for inactive students, select Parent Portal of Inactive Students or Inactive Student Portal to dictate whether the re-enrollment form will be available for inactive students on the Parent Portal or Student Portal.

The profile permission "Show Previous Year Inactive Students" for parents must be enabled in Users > Profiles in order for parents to be able to see their previous year inactive students in the Parent Portal.

9. Select Do Not Require Approval to automatically approve any changes the student submits to their information. The student's information in Focus is immediately updated each time a page of the form is submitted. Do not select this option if changes should require approval in Students > Online Enrollments.

10. Press Enter to add the row.

11. Click Save.

When the parent/student logs into the Portal, a message will display indicating the form must be completed, along with a link to the form. The parent/student will not be able to access other screens in the Portal until the form is completed.

Setting Up Available Re-Enrollment

The Available Forms section of the Re-Enrollment Setup tab is used to designate re-enrollment forms for inactive students to use to reapply to the district. This feature is primarily intended for Post-Secondary use. Districts can also use this feature to push other non-enrollment forms to parents and students that are not required. These forms are available for parents and students to complete at any time, and can be published to the Parent Portal, Student Portal, and/or at the /apply URL. Students can be optionally re-enrolled into the district's Applicants school once the form is completed. Re-enrollment information can be viewed, approved, or denied in Students > Online Enrollments, unless "Do Not Require Approval" is set on the form.

The system preference "Inactive Student Login" in Setup > System Preferences > Default School Preferences > General tab allows inactive students to log in to Focus (students without an active enrollment record or students without any enrollment record).

1. Click the Re-Enrollment Setup tab.

2. In the Available Forms section of the screen, select the Form to be used for re-enrollment in the blank row.

3. Select Student Portal to make the form available in the Student Portal in My Information > Forms Summary.

4. Select Parent Portal to make the form available in the Parent Portal in My Child > Forms Summary.

5. Select Publish on Apply to make the form available on /apply when the student logs in on the Continue Application/Returning Students tab.

6. Select the Student Profiles who can access the form.

7. Select Re-Enroll Student to enroll the student in the Applicants school if the returning student has no enrollment record in the current year.

8. Select Do Not Require Approval to automatically approve any changes the student submits to their information. The student's information in Focus is immediately updated each time a page of the form is submitted. Do not select this option if changes should require approval in Students > Online Enrollments.

9. Press Enter to add the row.

10. Click Save.

Accessing an Enrollment Form at /apply as a New Student

1. Enter your district's Focus URL with /apply appended to the end.

The online application screen is displayed.

2. In the Application for New Students tab, enter the Student's First Name, Student's Last Name, and Student's Birthdate.

3. If the application is available in more than one language, select the Language.

4. In the Form Type pull-down, select the applicable form.

5. Enter the contact email address in the Email Address and Confirm Email Address fields.

6. Enter a password in the Password and Confirm Password fields.

If the system preference "Require Email Address" is enabled, then the applicant must enter the Email Address and Password. If this preference is disabled, then the message "Would you like to track the application status?" is displayed above the Email Address and Password fields. If the applicant selects Yes, then the Email Address and Password fields are displayed and the applicant can enter the information. If the applicant selects No, then the Email Address and Password fields are hidden.

7. Click Begin Application.

If email validation is not enabled for the form in the Application Editor, the applicant can proceed with the form. If email validation is enabled for the form, a message is displayed indicating that the applicant will receive an email to validate his/her email address. Once the applicant clicks the validation link in the email, the online application is opened and prompts the applicant to enter the email address and password and proceed with the form.

Resuming a Saved Enrollment or Re-Enrollment Form at /apply

1. Enter your district's Focus URL with /apply appended to the end.

The online application screen is displayed.

2. Click the Continue Application tab.

If there is a form marked "Publish on Apply" in Setup > Application Editor > Re-Enrollment Setup > Available forms, then the tab displays as "Continue Application / Returning Students." If there are no forms marked "Publish on Apply," then the tab displays as "Continue Application."

3. Enter your Username and Password.

4. Click Log In.

5. Click Resume Saved Form.

Accessing Required Re-Enrollment Forms in Focus

Once a required re-enrollment form is published to parents or students according to the settings in the Re-Enrollment Setup tab of the Application Editor, the form is available to parents/students once they log into Focus. The parent/student will not be able to access other screens in the Portal until the form is completed. If a parent has multiple students and there are required forms for each student, then all the forms must be completed before the parent can access the rest of the Portal. However, if the system preference "Make Required Re-Enrollment Forms Student Specific" is enabled in Setup > System Preferences > Default School Preferences > Online Application tab, parents who have multiple students can access the Portal for the student whose required re-enrollment form was completed. Parents cannot access the Portal for other students who didn’t have their required re-enrollment forms completed.

Accessing Available Re-Enrollment Forms in Focus

If the district has set up Available Forms in the Re-Enrollment Setup tab of the Application Editor and has made the form available in the Parent or Student Portal, then the form will be located in the Forms Summary screen. The form may also be available at /apply if the district has selected that option in the Re-Enrollment Setup tab.

1. For students, click Forms Summary in the side-menu. For parents, click Forms Summary under the applicable student.

Students:

Parents:

2. In the Available Forms section of the screen, click the link to the form.

Completing the Enrollment/Re-Enrollment Form

1. If the form contains multiple pages, click the Next Page and Previous Page buttons to navigate through the form.

2. Fill in all required fields. Required fields are marked with a red asterisk.

You will not be able to proceed to the next page or submit the form without filling in the required fields. If you attempt to do so, a warning message will display.

Existing students will have fields populated from information in their student record in Focus. Changes can be made as needed.

3. To save the form to complete at a later time, click Save and Continue Later.

The progress is saved and you are logged out of the online application.

4. When you are ready to submit the form, click Submit and Finish.

For applicant students, the student ID and confirmation code is displayed.

Viewing Students in the Applicants School

New students who have applied through the online application are enrolled in the Applicants school. Inactive students who have completed a re-enrollment form with the "Re-Enroll Student" option enabled in Re-Enrollment Setup are also enrolled in the Applicants school. Log into the Applicants school to view their student records.

1. At the top of the screen, select the Applicants school from the school pull-down.

2. In the Students menu, click Student Info.

3. On the Search Screen, enter search criteria to locate the student and click Search, or to return all students in the Applicants school, do not enter any search criteria and click Search.

4. In the search results, click the appropriate student.

The student's record is displayed, populated with information entered on the application.

Creating a New Form Based on Form Record Fields

The Application Editor can be used to create other types of forms besides enrollment forms. Forms in the Application Editor can be created based on existing student field categories that are set up as form records in Student Fields.

1. In the Setup menu, click Application Editor.

Desktop

2. In the Form pull-down, select the form record category. These are listed under the heading Custom Fields Forms.

Only student field categories that were designated as form records in Student Fields are available for selection.

Application Editor - Google Chrome

If this form has not been previously set up, the Application Layout on the bottom-right side of the screen will be blank. The bottom-left side of the screen contains the items that are used to build the form, including labels, groups, page breaks, and student fields. Only the System fields, System Addresses, System Contacts, and the fields in the applicable student field category are available for use.

3. To add an item to the Application Layout, click and drag it into the layout.

5. To rearrange items in the layout, click the up or down arrows on a block.

6. To remove an item from the layout, click the delete icon on the block.

7. At the top of the screen, select Enabled to make the form available for use.

Users will the profile permission to the form will be able to access the form in the Forms menu in Focus.

Application Editor - Google Chrome

8. Click Save Layout.

Application Editor - Google Chrome
Accessing a Form in the Forms Menu

Once the form has been created, profile permissions for the form will need to be given in Users > Profiles to those profiles who need to access it. Users with profile permissions to the form can access the form in the Forms menu.

1. In the Forms menu, click the form.

2. On the Search Screen, enter search criteria to locate the student and click Search.

3. In the search results, click the appropriate student.

If the student has an existing records for this form, the records will display on the left side of the screen.

4. To add a new form record, enter a Name for the new record and select the Date in the blank row.

5. Click the + next to the row.

The new form record is added to the list and the form fields display on the right side of the screen.

6. Fill out any required fields. Required fields are marked with a red asterisk.

You will not be able to proceed to the next page or save the form without filling in the required fields. If you attempt to do so, a warning message will display.

7. Click the Next Page and Previous Page buttons to navigate through the form if the form contains multiple pages.

8. When the form is completed, click Save.

Form records are also visible in Student Info when viewing the form record category. Form records can also be added from Student Info.