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
|Step||Campus Location||OLR Standard|
|Calendar and Enrollment Management|
|1.||calendars for the next school year||X|
|2.||Roll enrollments forward for the next school year.||System Administration > Student > Enrollment Roll Forward||X|
|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 Levels||X|
|Online Registration Setup|
Create school years for Online Registration.
|System Administration > Data Utilities > Multi-Language Editor > Language Groups||X|
|6.||Enter language translations that display on Online Registration panels.||X|
|7.||Enter language translations that display on Online Registration panels in the dropdown lists.||X|
|8.||letters to send to parents announcing acceptance or denial based on their applications.||X|
|9.||Create approval/denial statuses.||X|
|10.||Census > Online Registration > OLR Set Up > OLR Set Up||X|
|11.||Select.||Census > Online Registration > OLR Set Up > OLR System Settings||X|
|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 Builder||X (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 Center||X|
|Review the Configuration List Editor to verify the appropriate options are in the dropdown lists.||Census > Online Registration > OLR Setup > OLR Configuration List Editor||X|
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 > Household||X|
|22.||Enter Parent/Guardian Information.||Portal > Online Registration > Parent/Guardian||X|
|23.||Enter Emergency Contact Information.||Portal > Online Registration > Emergency Contact||X|
|24.||Enter Other Household Children.||Portal > Online Registration > Other Household (non-enrolled children)||X|
|25.||Enter Student Information.||Portal > Online Registration > Student||X|
|26.||Review and complete student registration.||Portal > Online Registration > Completed||X|
|Process and Analyze Applications|
|27.||View applications that have been submitted by year or school and by status.||Census > Online Registration > OLR Dashboard||X|
Search for applications by status and begin review and approval of them.
|Census > Online Registration > Staff Processing, Student Processing, Health Staff Processing, Parent Information||X|
|29.||Run the Audit Reports and Summary Reports.|
Census > Online Registration > Audit Reports
Census > Reports > Online Registration Summary
|30.||Census > Online Registration > OLR List Bank Replacer, OLR List Value Updater||X|
|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 Tracker||X|
OLR Status Editor
|Value||Describes 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.|
|Sequence||Indicates the order in which the value sorts. Sequences are used for sorting only, not for display.|
|Type||Indicates the assigned status - either Denied, Approved or marked as Hold.|
|Post||When the status is Approved, the Post checkbox can be marked, indicating the application is posted and approved for acceptance.|
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.
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.
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
- Click the New button in the OLR action bar. An OLR Status Detail editor displays.
- Enter the Value of the new status.
- Enter the Sequence of the new status.
- Select the Type from the dropdown list.
- If it is an Approved type, mark the Post checkbox.
- Select the Default Message from the dropdown list that will be sent to students.
- Include the different Language letters, as needed.
- 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:
An application was posted form the batch post.
District denies the application for any reason.
Application was manually approved/posted by staff processor at the district.
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.
|New||Status set when a new parent has started an OLR application and has not submitted it.|
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).
An error occurred during the post process
A householdID, addressID, or personID in an OLR application no longer exists in Campus.