Health Staff Processing (Prime)

PATH: Census > Online Registration > Health Staff Processing

This functionality is available to districts who have purchased Online Registration as an add-on service. For more information, contact the appropriate Client Executive.

The Health Staff Processing module allows health staff to search approved student health applications. 

Health Staff Processing

Once a parent or guardian has entered an online registration through the Portal, the designated health staff person can begin processing the application for specific health concerns. Applications can be reviewed by status, by first name/last name of the person who entered the registration, application number (assigned when the application is submitted) or an email address of the person who entered the registration.

Staff can only search for applications associated with the calendar rights assigned to them (when the Disable Calendar Filter for Staff Processing checkbox is marked). For example, a user who has rights to the Middle School and not to the High School can only view and approve applications for students at the Middle School.

Online Registration Workflow

 Approving student registration is Step 28.

StepCampus LocationOLR Standard
Calendar and Enrollment Management
1.Create calendars for the next school yearSystem Administration > Calendar > Calendar Wizard
2.Roll enrollments forward for the next school year.System Administration > Student > Enrollment Roll ForwardX
3.Review the grade levels associated with each calendar, and if desired, mark the Exclude from Online Registration Calculations checkbox.System Administration > Calendar > Calendar > Grade LevelsX
Online Registration Setup

Create school years for Online Registration.

Census > Online Registration > OLR School YearsX

Add Languages.

System Administration > Data Utilities > Multi-Language Editor > Language GroupsX
6.Enter language translations that display on Online Registration panels.System Administration > Data Utilities > Multi-Language Editor > OLR Literals BankX
7.Enter language translations that display on Online Registration panels in the dropdown lists.System Administration > Data Utilities > Multi-Language Editor > OLR Lists BankX
8.Create letters to send to parents announcing acceptance or denial based on their applications.Ad hoc Reporting > Letter DesignerX
9.Create approval/denial statuses.Census > Online Registration > OLR StatusX
10.Census > Online Registration > OLR Set Up > OLR Set UpX
11.Select OLR System Settings.Census > Online Registration > OLR Set Up > OLR System SettingsX
12.Enter registration dates for each school.Census > Online Registration > OLR Set Up > Registration Window by School
13.Set Document Upload Options.Census > Online Registration > OLR Set Up > Document Upload
14.Modify fields that appear on pleats using the OLR Builder.Census > Online Registration > OLR Set Up > OLR BuilderX (limited functionality)
15.Create desired pleats.Census > Online Registration > OLR Set Up > Pleat Setup
16.Create Notifications.Census > Online Registration > OLR Setup > OLR Notification Editor
17.Reference the OLR Information Center to view links to OLR tools.Census > Online Registration > OLR Setup > OLR Information CenterX
18.Create application queues.Census > Online Registration > OLR Queue Setup
19.Modify application queues.Census > Online Registration > OLR Queue ApplicationsX


Review the Configuration List Editor to verify the appropriate options are in the dropdown lists.Census > Online Registration > OLR Setup > OLR Configuration List EditorX

Student Application Entry

These articles are intended for the parents/guardians entering the registration information. All articles can be saved as a PDF and given to the parent, or made available on the district website. See the Enter Applications article for information on accessing OLR and other important information.

21.Enter Household Information.Portal > Online Registration > HouseholdX
22.Enter Parent/Guardian Information.Portal > Online Registration > Parent/GuardianX
23.Enter Emergency Contact Information.Portal > Online Registration > Emergency ContactX
24.Enter Other Household Children.Portal > Online Registration > Other Household (non-enrolled children)X
25.Enter Student Information.Portal > Online Registration > StudentX
26.Review and complete student registration.Portal > Online Registration > CompletedX
Process and Analyze Applications
27.View applications that have been submitted by year or school and by status.Census > Online Registration > OLR DashboardX

Search for applications by status and begin review and approval of them.

Census > Online Registration > Staff Processing, Student Processing, Health Staff Processing, Parent InformationX
29.Run the Audit Reports and Summary Reports.

Census > Online Registration > Audit Reports

Census > Reports > Online Registration Summary


Merge list options from the List Bank Replacer and List Value Updater from the OLR database into Campus.

Census > Online Registration > OLR List Bank Replacer, OLR List Value UpdaterX
31.When necessary, mass re-post registration data.Census > Online Registration > Mass Re-Post Applications Data
32.Review the Data Change Tracker tools to track OLR information being added to Campus.System Administration > Data Change TrackerX

Health Staff Processing Search Editor Fields

Student NumberLocally assigned identification number for the student. This number is created when the enrollment is saved.
Student First and Last NameLegally recognized name of the student.
First and Last NameLegally recognized name of the parent/guardian who entered the application.
Application NumberSystem-assigned number associated with the application.
Email AddressEmail address entered when the application was created, usually of the parent/guardian.
Application Start and EndDate fields used as a range to return applications entered between the two dates.
Application End YearIndicates the ending school year for which the application is associated. For the 2017-18 school year, the end year is 2018. This field auto-populates with the year marked as the active year on the OLR Setup tool.
Application Status

Indicates the status of the application. This includes all core statues, link errors, post errors and custom statuses. Core statuses are as follows:

  • New Approved and Existing Approved - This option displays all new and existing applications that have been approved and posted.
  • New Approved and Existing Approved or Submitted - This option displays all approved new, approved existing, and submitted Existing applications.
  • New Approved - This option displays all new approved applications.
  • Existing Approved - This option only displays Existing approved applications.
  • Existing Approved or Submitted - This option displays existing approved or existing submitted application.
Medical Status

Indicates the status of the student's medical/condition history.

  • New Condition/Medication or No longer current Condition/Medication
  • All
  • New Health Condition or Medication
  • Condition or Medication no longer current
Health Type

Indicates the type of health record:

  • Conditions or Medications
  • Health Conditions
  • Medications
Max Application ReturnedThis field can be used to minimize a large number of returned applications in the search results area. Options include 100, 500, 1000 and al.
Health Approval Status

Indicates the status of the application for the entered health reasons:

  • Not Health Approved - This option will display applications that have not been verified by health staff.
  • Health Approved - This option will display all applications that have already been verified.

Applications matching the entered criteria display on the Search Results tab.

Health Staff Processing Search Results

Health Review

Upon selecting an application to review, the application opens on the student list screen. From here the health staff can clearly see which students have health conditions or medications that need verification.

Health Review

Health Conditions and Medications Review

When reviewing student’s health conditions or medications, the health staff sees information added by the parent. From this screen, the health staff can directly open the student’s health Conditions and Medications tab from a single click for data entry. It is highly recommended that users have two computer screens to easily copy information from the application to the student's Conditions and Medications tabs. See the Conditions and Medications articles for information on how to enter student medical information into Campus.

Health Review - Conditions Data Entry

Health Processing Approval

Once all health conditions and medications have been verified, the health staff will approve the health information. This flags the application as being complete.

Health Review - Health Approve/Save

The student screen will show a green check next to the caduceus medical symbol indicating that health information is complete for that student.

Health Review - Student Application Health Staff Approved

To undo the approval, click the Undo Health Approval button (available for OLR Prime only).

Undo Health Approval

Map Health Conditions

Locate and have available the Description and Code of the health condition from the Condition List (System Administration > Health > Condition List).

  1. Select the Person - Health Conditions from the Language Group/OLR Lists.
  2. Enter the Description and Code from the Condition List for the conditions that should be mapped on the List Bank Translations tool.
  3. Save the entry. 

Health Conditions, Health Literals Values

The Health Staff Processing tool displays the mapped conditions.

Health Processing - Mapped Conditions

In order to map the medical/mental health conditions:

Verify the conditions are there by clicking the Medications tab on the Health Processing view. Medications do NOT post automatically.

If districts use the optional Type field when entering conditions into the Condition List (System Administration > Health > Condition List), the Type and Condition must be entered together, with no spaces, in the OLR Lists Bank Code field (see example below).

Condition List Type OLR Lists Bank Setup