Staff Processing (Online Registration) (Prime)
PATH: Census > Online Registration > 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 Online Registration Staff Processing tool provides a way for district staff to review the applications that are entered using Online Registration. District staff can review applications by status or by person, or can enter an Application Number.
Search fields display on the first tab (Online Registration Search), and results of the search display on the second tab (Search Results).
Staff Processing Tool
Once a parent or guardian has submitted an Online Registration application, the designated staff person (counselor, front office staff, etc.) can begin processing the application. 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 not 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.
- When a staff person makes a status change, the parent/guardian will receive an email.
- If there are multiple students on the family application, whichever school is first to staff process the application with a student in their school approves the entire family OLR application.
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|
Staff Processing Search Editor Fields
|Student Number||Locally assigned identification number for the student. This number is created when the enrollment is saved.|
|Student First and Last Name||Legally recognized name of the student.|
|First and Last Name||Legally recognized name of the parent/guardian who entered the application.|
|Application Number||System-assigned number associated with the application.|
|Email Address||Email address entered when the application was created, usually of the parent/guardian.|
|Application Start and End||Date fields used as a range to return applications entered between the two dates.|
|Application End Year||Indicates the ending school year for which the application is associated. For the 2013-14 school year, the end year is 2014. This field auto-populates with the year marked as the active year on the OLR Setup tool.|
|School||Lists the schools for which applications are returned.|
Indicates the status of the application. This includes all core statsues, link errors, post errors and custom statuses. The following list are default statuses:
|Application Type||Indicates the assigned type of application - Existing, Existing with new student, Existing with Parent Removed, New.|
|Address Status||Indicates the status of the address, whether it was changed or not.|
|Only Applications with Health Conditions or Medications||When marked, only those applications that include health conditions or medications are returned.|
|Application Queue||If multiple queues exist for a school in which applications are held, choose the appropriate queue from which to return applications.|
|Max Application Returned||This field can be used to minimize a large number of returned applications in the search results area. Options include 100, 500, 1000 and all.|
|Include unsubmitted applications||When marked, the search results return applications that have been started but not completed. This option must be marked to include any unsubmitted applications in the results.|
|OLR Search Buttons|
There are four buttons that return search results.
Applications matching the entered criteria display on the Search Results tab.
Use the Staff Processing Tool
- Enter one or more search options.
- Mark the Include unsubmitted applications checkbox to include applications that may still be in progress by the parent/guardian in the search.
- Click one of the Search buttons. A list of applications matching the search results will appear on the Search Results tab.
- Select the desired application from the Online Registration Applications. The names of the students in that application will display at the top of the page.
- Click one of the action buttons at the bottom of the page to process the application.
Applications can also be deleted from this view by searching for the applications and selecting the one that needs to be deleted, and then click the Delete Application button.
Search Result Application Options
After selecting the application and clicking the Review Application button, a new browser window displays where the staff person can review the entered application and print the application or submit the application on behalf of the parent/guardian. Also, options to link and unlink the individuals and addresses in the application allow the staff person to eliminate any duplication or data re-entry that may occur.
Reviewing an Application
At the bottom of the page is a legend that indicates the level of risk related to data duplication when items are not linked. This is also where the application can be approved or denied, thus completing the processing.
Level of Risk and Approval buttons
To review particular sections of the application, click the buttons at the top of the screen. The matching section displays, allowing close review of the entered data. Use the Save/Continue buttons at the bottom of each area to move onto the next section.
When each button representing that area of the application is green and has a checkmark, the application is ready to be approved.
The following information provides guidance on staff approval of the application.
|Area||Items to review/approve|
|Parent/Guardian||The Parent section displays the entered parents/guardians for the registering household. Review the entered information by clicking on each name listed, including existing parents/guardians. Move through the Demographics, Contact Information, Migrant Worker and Impact Aid editors using the Next and Previous buttons on the panels. When finished, click the Save button. When finished reviewing all entered parents, click the Save/Continue button.|
There should be at least two emergency contacts per registration. Review the entered information by clicking on each name listed, including existing emergency contacts. Move through the Demographics, Contact Information, and Verification editors using the Next and Previous buttons on the panels. When finished, click the Save button. When finished reviewing all entered emergency contacts, click the Save/Continue button.
|Other Household||This option can be reworded in the Multi-Language Editor to record any younger siblings that are not yet in school in this editor.|
|Student||The Student section lists the students who are requesting to be enrolled in the school. Review the entered information by clicking on each name listed, including existing emergency contacts. Move through the Demographics, Language Information, Previous Schools, Tribal Enrollment, Relationships, Health Services and Release Agreement editors using the Next and Previous buttons on the panels. When finished, click the Save button. When finished reviewing all students, click the Save/Continue button.|
On the Staff Approval editor, select the appropriate Application Status from the dropdown list - Approved, Hold or Denied. Enter any comments related to the processing of this application - maybe who approved it and when.
Click the Save button when finished.
When the application has been marked as Approved, an Application Summary receipt link will display. Click this option to view the entered application in PDF form.
At this time, enrollment records will need to be created for approved applications for new families. For existing families, no further action is needed.
When reviewing the application, tools exist to correct a parent's potential mistakes.
- The Override Household ID button allows the user to link an existing application for the same household.
- Linking Addresses - An address may need to be linked when the entered address is not linked to an existing address, the address is linked to an address but another household is living in that location, or the address is linked to an existing address. Review the entered address and confirm the data with the user.
- Linking Person Records allows the user to link the persons in the application to existing records if necessary.
Staff can perform the following actions for an application.
|Delete an Application||If an application needs to be deleted, select that application and click the Delete Application button. A confirmation message displays, asking if the application should be deleted. Click OK to continue or Cancel to not delete the application.|
|Unsubmit an application|
This option changes the status of the application, from Submitted to not submitted. This removes the selected application from the list, and allows the parent/guardian to make additional changes.
|Update a Registration|
This option allows the addition of another student in the same household that was not initially included when the application was submitted. This also allows any type of census record (parent record, etc.) and adds it to the application. Mark the checkbox to add the student to the application.
|Print an Application|
This option displays a PDF print view of the submitted application.
|Post Batch Applications|
This option posts any application with the status of Batch.
|Resend the Initial Email|
Selecting this option sends the initial email the user receives to enter an application.
|Log in as the Parent/Guardian|
After selecting the application from the search results, click this option to log in as the parent/guardian. This logs the user out of Campus and automatically logs the user into the Portal view of Online Registration.