OLR Status (Prime)

PATH: Census > Online Registration > OLR Status

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 OLR Status tool is used to create the status types that are used when processing student applications. This editor works like the Campus Attendance tools, where multiple absent codes can be created with different excuse types.

Create the approval/denial letters in the Letter Designer (.1821 - .1837) tool BEFORE creating these statuses. Custom Letters must begin with "OLR" in the title to be able to be selected as a message in OLR statuses. Default OLR letters are stored in the OLR Administrator Group and can be moved as needed.

OLR Status Editor

Online Registration Workflow

 Creating approval/denial statuses is Step 9.


StepCampus LocationOLR Standard
Calendar and Enrollment Management
1.Create calendars for the next school yearSystem Administration > Calendar > Calendar Wizard
X
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
4.

Create school years for Online Registration.

Census > Online Registration > OLR School YearsX
5.

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

20.

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
28.

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

X
30.

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

OLR Status Editor

FieldDescription
ValueDescribes the status being created. This value could also include why such a status was assigned, e.g., Denied/Address Verification or Approved/Posted. One value for each type of letter that has the potential to be sent needs to be created.
SequenceIndicates the order in which the value sorts. Sequences are used for sorting only, not for display.
TypeIndicates the assigned status - either Denied, Approved or marked as Hold.
PostWhen the status is Approved, the Post checkbox can be marked, indicating the application is posted and approved for acceptance.
Unsubmitted

Districts now have the ability to unsubmit an application when a status is selected in Staff Processing. For example, a parent submits the application but forgets to or does not upload a birth certificate. The staff can select to hold the application and it is marked as Unsubmit, allowing the parent to include the birth certificate in the application.

Default Message

This is the name of the letter created in the letter designer that is sent when the status is assigned to the application. If the status is for an internal reference, a letter would not need to be sent to the parent.

Customers can choose which email letter is sent for each status change. If the status does not have a corresponding letter, a parent is not notified when the status changes. This method is useful for internal statuses between departments when it is not necessary for a parent to be notified.

The selection for Default Message is used for any Language that does not have a specific Letter assigned. If the Default Message and Letter(s) below are blank, no Letters are sent.

Language

If the district has multiple languages and multiple letters set up for the languages, they can now select the different letters to use for a specific OLR status.

Create OLR Statuses

  1. Click the New button in the OLR action bar. An OLR Status Detail editor displays.
  2. Enter the Value of the new status.
  3. Enter the Sequence of the new status.
  4. Select the Type from the dropdown list.
  5. If it is an Approved type, mark the Post checkbox.
  6. Select the Default Message from the dropdown list that will be sent to students.
  7. Include the different Language letters, as needed.
  8. Click the Save button when finished.

Create as many application statuses as needed. There are a few default statuses that cannot be changed, as follows:

StatusDescription
Posted

An application was posted form the batch post.

Denied

District denies the application for any reason.

Approved/Posted

Application was manually approved/posted by staff processor at the district.

Hold

Application is being held for any number of reasons (Birth Certificate or proof of address).

Submitted - Existing with New Students

Status set when an existing parent submitted an annual data update with an added student

Submitted - Existing

Status set when an existing parent has submitted an annual data update with no new students added.

This is the automatic status for applications entered through the Portal.

Submitted - New Student

Status when an existing parent has submitted an application in the new student mode (generally with a Kindergarten registration).

This status is assigned for a new student registering via the Portal for an existing family.

Submitted - New

Status set once a new parent has submitted an application.

This status is assigned when applications are submitted via the kiosk link.

NewStatus set when a new parent has started an OLR application and has not submitted it.
Batch

Set once the mark batch applications is performed.

Applications marked as batch are annual update applications that have no change of address, no people added or removed from the application, and there are no health conditions or medications (unless the OLR System Setting is checked to ignore).

Failed Post

An error occurred during the post process

Link Error

A householdID, addressID, or personID in an OLR application no longer exists in Campus.

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