OLR System Settings (Prime)
PATH: Census > Online Registration > OLR Set Up > OLR System Settings
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 System Settings sets specific rules concerning Online Registration applications and processes.
OLR System Settings
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 System Settings Detail Descriptions
|Show instructions after language selection||When marked, displays an instruction screen after the parent chooses a language after launching OLR from the portal or from the initial new email.|
|Remove Other Household section||When marked, the Other Household index does not display on the application.|
|Allow Moving Other Household Members to Student Section|
When marked, existing parents can choose to move a child from the other household area to a student for the upcoming school year.
When not selected, this option is not available for selection.
|Allow Secondary Households|
When marked, this allows a parent to enter another parent into the application. If the parent unchecks the option, “Please check this box if this person lives at the address listed below.”, a new address can be entered for that parent.
A parent can also indicate that a student lives in that secondary household while configuring the relationship to the non-primary household parent. When the application is posted, the student is a member within the primary household and the secondary household.
|Prevent removing existing guardians from existing students||When marked, existing guardians cannot be removed from existing students (the Guardian checkboxes on the Relationships pleat are grayed out and cannot be modified). This only applies to annual update applications.|
|Always Require Race Selection||When marked, a race/ethnicity must always be entered on applications, regardless of the student being Hispanic/Latino.|
|Print students in their own receipt|
When marked, the OLR receipt prints for each student.
When not marked, all students on the family application are included on a single report.
|Allow multiple applications per year||When marked, this allows parents to submit more than one applications per school year.|
Require drawing Signature
OLR Prime Only
|When marked, a parent/guardian signature is required at the beginning of the registration process.|
Force select Primary address from campus
OLR Prime Only
|When marked, Primary Address selection is required during the application process. The parent is not able to move forward with the OLR application process if their address is not in the district Campus database.|
Enable option to register as emancipated student or unaccompanied minor
OLR Prime Only
Allows students who are emancipated or are an unaccompanied minor to register for themselves.
For parents registering using the New family links, a checkbox appears on the Parent/Guardian index stating I am registering myself as an emancipated or unaccompanied minor. For a student in an existing family to be able to register themselves through the portal, the minimal changes required are:
Choose the type of registration for which this is acceptable behavior:
Use school registration windows for registration
OLR Prime Only
Dates set in the Registration Window By School tab will be used to populate OLR links to existing parents. Schools that do not have dates, or dates that are active, will be used for parent links.
OLR is a family based registration system; if a family has a student in an active school and an inactive school, the application will populate all students in the family regardless if one of the student’s schools is not active.
Set school to boundary if blank
OLR Prime Only
|If a school has not been specified for a student from the school list or enrollment school, the boundary school is set if one is found.|
|Emergency Contact Options|
Minimum Emergency Contacts
Indicates the minimum number of emergency contact a parent must enter on the OLR application.
|Maximum Emergency Contacts|
Indicates the maximum number of emergency contact a parent can enter in an OLR application.
Remove Emergency Contract section
OLR Prime Only
|When marked, the Emergency Contact information is not included in the application.|
|Posting and Pulling Options|
|Post Race as Parent Identified||When marked, the student's Race/Ethnicity Determination field is automatically set to 01: Parent Identified.|
|Status used for Batch Posting||Allows a district to use a single approved/posted status for either manual processing or batch processing.|
|Post household without name|
When marked, the Primary Household name is created with a null value.
When not marked, Primary and Secondary Households are created with the last name(s) of the parent(s).
|Pull person as EC only if contact sequence is set|
When marked, any person who has a relationship to a student where the relationship type exists inside of the OLR Emergency Contact (EC) relationship list, and the EC sequence is used, is listed as an Emergency Contact.
When not marked, only persons sharing a relationship type that exists in the EC list appears.
|Pull health information|
When marked, existing students have health conditions and medications populated from the core Health area. Parents can indicate if the condition or medication is current.
A health condition is included when there is no end date or when the end date is in the future. A medication is included when the remaining doses is greater than zero or date submitted is within 6 months, or the last date the medication was taken (create date from office visit) is within 6 months.
Health conditions and medications that districts wish to exclude can be listed within the Condition Exclude and Medications Exclude lists on the OLR Lists Bank editor.
Allow Batch Posting of Students with Medications or Health Conditions
OLR Prime Only
Allows for existing aplications, which have students with medical conditions or medications, to be batch posted.
All other rules apply for batch posting. If there is a change of address or a person added or removed from the application (including emergency contacts), the application cannot be batch posted.
Post addresses with school district's district ID
OLR Prime Only
|When marked, a student's address posts with the District ID of the school district of the school the student is enrolled in.|
Upload submitted receipt on application post
OLR Prime Only
When marked, the application that the parent submitted is uploaded to the Census > Person Documents, when the application is approved by the staff processor.
This requires the use of Digital Repository.
|Disable calendar filter for Staff Processing|
When marked, building level OLR approvers have the ability to view all OLR applications.
When not marked, building level OLR approvers are only able to view OLR Applications that have their school associated with the student(s) in the application.
The following order determines what school is linked to a student in an application:
|Disable calendar filter for Health Processing|
When marked, building level OLR approvers have the ability to view OLR applications with students who have a health condition or medication entered on their application.
When not marked, building level OLR approvers only have the ability to view OLR applications with students who have health conditions entered on their application and an enrollment record.
|Enable Student Processing||When marked, allows the Student Processing link to appear once an application has been approved/posted within the Staff Processing toolset.|
|Show health pleats to approval admins and in reports||When marked, this shows the health information entered in the health pleat of the student entry application to approval admins and in reports.|
|Number of characters for first name linking match||Indicates the number of similar name matches in search results for linking a person to an existing person in Campus.|
Select OLR System Settings
- Enter information or mark the checkboxes described above accordingly for each section.
- Click the Save button when finished.