Student Entry (OLR) (Prime)

PATH: Portal > Online Registration > Student

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

Any student who will be enrolled in school during the school year selected when you started the online registration process needs to be added on this editor.

Online Registration Workflow

 Entering Student Information is Step 25.


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 Center
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 Updater
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

Existing Student Information

For returning students, the first and last names of the students previously enrolled display. If there is information that is missing, the name is highlighted.

Student Entry - Existing Records

Demographics

  1. Enter the following about the student:
    • Legal First Name
    • Middle Name
    • Legal Last Name
    • Suffix
    • Nickname
    • Student Cell Number
    • Student Email Address
  2. Select the student's Gender from the dropdown list.
  3. Enter the student's Birth Date.
  4. Enter the date the student entered the United States.
  5. Indicate whether the student is a Foreign Exchange student.
  6. Select the student's Enrollment Grade from the dropdown list.
  7. Upload a Birth Certificate for the new student.
  8. Click the Next button

Student Entry - Demographics

Race Ethnicity

Required by Federal reporting, mark the following checkboxes related to the student's race/ethnicity.

  1. Is the student Hispanic or Latino?
  2. Mark all of the following that apply to the student's race ethnicity:
    • American Indian or Alaska Native
    • Asian
    • Black or African American
    • Native Hawaiian or Other Pacific Islander
    • White

Student Entry - Race Ethnicity Panel

Housing

Mark either Yes or No for the student's homeless status. If Yes is marked, several options are made available to best describe the student's current housing situation, including:

Student Entry - Homeless Indicator

Language Information

This pleat is not required.

This information determines the student's knowledge of English and helps the district personnel determine if the student may need additional guidance and services in English language programs.

  1. Select the Student Language from the dropdown list. This is the language the student most often speaks at home.
  2. Select the Parent Language from the dropdown list. This is the language the parent most often speaks at home.
  3. Answer the following questions by selecting the most applicable option from the dropdown:
    • What was the first language spoken by the student?
    • What is the language most often spoken at home?
    • What is the language most often spoken by the student with friends?
    • Has your child ever received English as a Second Language (ESL/ELL) services?
  4. Click the Next button when finished.

Student Entry - Language Entry

Student Services

This information is an indication if the student has received any student services. Select answers to the following questions from the dropdown:

  1. Does your student have a current IEP?
  2. Does your student have a current 504 plan?
  3. Has your student previously received gifted/talented services?
  4. Click the Next button when finished.

Student Entry - Student Services

Previous Schools

Enter the student's school of enrollment for the last school year and previous years. If available, upload a transcript or report card issued by the previous school.  

Student Entry - Previous Schools

Tribal Entry

If the student has an active enrollment within a United States Native American tribe, mark the checkbox. Click the Next button to continue.

Student Entry - Tribal Entry

Relationships

Parent/Guardians

  1. Select the Relationship option for the parent/guardian from the dropdown list.
  2. Select the Contact Preferences for this person. A Description of each type is provided on the panel.
  3. Enter the Contact Sequence for this person.
  4. If this person should not have a relationship with the student, mark the No Relationship checkbox.
  5. Click the Next button when finished.

Student Entry - Parent/Guardian Entry

Emergency Contacts

  1. Select the Relationship option for the emergency contact from the dropdown list.
  2. Enter the Contact Sequence for this person.
  3. If this person should not have a relationship with the student, mark the No Relationship checkbox.
  4. Click the Next button when finished.

Student Entry - Emergency Contact Entry

Other Household

  1. Select the Relationship option for the emergency contact from the dropdown list.
  2. If this person should not have a relationship with the student, mark the No Relationship checkbox.
  3. Click the Next button when finished.

Student Entry - Other Household Relationships

Health Services

The Health Services entry is entered on several panels that include information on doctor information, medical conditions, and medications.

Emergency Information

  1. Enter the student's Primary Care Provider name (clinic name or doctor's name).
  2. Enter the Phone Number for the Primary Care Provider.
  3. Click the Next button when finished.

Student Entry - Emergency Information

Medical or Mental Health Conditions

  1. If the student does not have medical or mental health conditions, mark the No medical or mental health conditions checkbox and click the Next button. Doing this will remove the entry fields from panel. 
  2. Click the Add Condition button. Additional fields will appear.
  3. Select the Health Condition for the student from the dropdown list.
  4. Enter any Comments related to the health condition.
  5. If a second condition exists, click the Add Condition button and select that Health Condition from the dropdown list.
  6. Enter any Comments and Instructions related to the second health condition.
  7. Click the Next button when finished. 

Student Entry - Medical or Mental Health Conditions

Medications

Medications can be listed for Daily Medications, Emergency Medication or Medication as Needed.

  1. If the student does not have any medications to list, mark the No Medication checkbox and click Next.
  2. Click on the Add Medication button.  Additional fields will appear.
  3. Enter the Medication
  4. Select where the medication is taken from the dropdown. 
  5. Select the Medication Type from the dropdown.
  6. Enter any Comments and Instructions related to the second health condition.
  7. Upload Immunization records by clicking on the Upload Immunization button.
  8. Click the Next button when finished.

Student Entry - Medications

Release Agreement

The following release agreement items are available.

Media

  1. Determine if the district can use the student's photograph, voice or name in the media. This includes newspaper articles, district websites, videos promoting school projects, etc. Select the Yes or No radio buttons accordingly.
  2. Click the Next button.

Student Entry - Media Release Agreement

Field Trip

  1. Determine if the student has parent permission to participate in school- or district-approved field trips. Mark the Yes or No radio buttons accordingly.
  2. Click the Next button.

Student Entry - Field Trip

Technology

  1. Mark the I agree to the Technology acceptable use policy checkbox.
  2. Hold down your mouse and sign on the line.
  3. Click the Save button.

Student Entry - Technology Policy

Student entry is now complete. Upon clicking the Save button, the Student Entry screen will display. If additional students need to be entered, repeat the previous steps. If the entered student's name appears in yellow, a required field is missing data. Clicking on the student's name will open the panel where the information is needed.

If student entry is complete, click the Save/Continue button.


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