Student Processing (Prime)

PATH: Census > Online Registration > Student 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 Student Processing Tool allows school staff to search for students who need their registration processed. Use the Online Registration Search tab to locate student registrations. Use the Search Results to process the application.

Student Processing Tool

Once a parent or guardian has entered an online registration through the Portal, 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.

Online Registration Workflow

 Reviewing and approving applications is Step 28.


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

Student Processing Search Fields

OptionDescription
Student NumberLocally assigned identification number for the student. This number is created when the enrollment is saved.
Student First and Last NameLegally recognized name of the student.
First and Last NameLegally recognized name of the parent/guardian who entered the application.
Application NumberSystem-assigned number associated with the application.
Email AddressEmail address entered when the application was created, usually of the parent/guardian.
Application Start and EndDate fields used as a range to return applications entered between the two dates.
Application End YearIndicates the ending school year for which the application is associated. For the 2015-16 school year, the end year is 2016. This field auto-populates with the year marked as the active year on the OLR Setup tool.
Application/Enrollment End YearIndicates the year for which the application was entered. For the 2015-16 school year, the end year is 2016.
Student GradeIndicates the grade level of enrollment for the registration.
SchoolLists the schools for which applications are returned.
Application Status

Indicates the status of the application. This includes all core statsues, link errors, post errors and custom statuses. Core statuses are as follows:

  • Batch – Set once the mark batch applications is performed
  • Failed Post – An error occurred during the post process
  • Link Error – A householdID, addressID, or personID in an OLR application no longer exists in the core system
  • Hold - Birth Certificate - The application is placed in a hold status because a birth certificate is required before continuing
  • New – Status set when a new parent has begun an OLR application and has not submitted it
  • Denied - The application has been rejected by the district.
  • Submitted-New – Status set once a new parent has submitted an application
  • Submitted-New Student – Status when an existing parent has submitted an application in the new student mode (Generally Kindergarten registration)
  • Submitted Existing – Status set when an existing parent has submitted an annual data update with no new students added
  • Submitted-Existing with New Student – Status set when an existing parent submitted an annual data update with an added student
  • Hold - The application is placed in a hold status because of missing information or a missing district requirement
  • Hold - Address Verification - The application is placed in a hold status and is awaiting verification of an address
  • Approved/Posted - The application has been approved and enrollment information has been posted
  • Posted – An application was posted from the batch post
Undetermined Students Only

When marked, only applications that could not be placed into one of the other options because of the following reasons are returned:

  • A school boundary could not be identified for the school.
  • The student does not have an enrollment anywhere.
  • The student has not been manually assigned to a school.
  • The student does not have any School Choice schools selected.
Only Applications with Unprocessed StudentsWhen 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.
Max Application ReturnedThis field can be used to minimize a large number of returned applications in the search results area. Options include 100, 500, 1000 and all.

Applications matching the entered criteria display on the Search Results tab.

Use the Student Processing Tool

  1. Enter one or more search options.
  2. Click the Search Applications button. A list of applications matching the search results will appear on the Search Results tab.
  3. 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.
  4. Click one of the action buttons at the bottom of the page to process the application (Review Application or Print Application).

The following can be done for each application as needed:

Review Applications

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.

Move through the application to complete it as needed.

Student Processing - Review Application

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.

 

Student Processing Review Buttons

The following information provides guidance on staff approval of the application.
Household
  • Home Phone - This phone number is the phone number of the household and is used in many Census reports and is needed for proper sending of school and district messages. Review the phone number for accuracy of format and determine if additional Contact Preferences should be selected. Click the Next button.
  • Home Address - The Home Address is the physical location of the household. This may be a different address than the mailing location of the household. Review the entered address for accuracy and click the Link Address to search Campus to find a similar address using Soundex. Click the Next button when finished.
  • Mailing - The Mailing Address window displays a separate address if the previous Home Address is not the same as the mailing address (P.O. Boxes, etc.). Review the entered information and click the Save/Continue button.
Parent/GuardianThe 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.
Emergency Contact

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 HouseholdIf the student lives in a second household, that information displays here.
StudentThe 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.
ReviewA summary of the application is listed that includes any areas that might need a second review (issues with home address, etc.).
Staff Approval

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.

  • When the Application Status is Approved, click the Save and Post button.
  • When the Application Status is Hold or Denied, click the Save button

Click the Save button when finished.

Student ProcessingThis view displays a final summary of the application. Staff can assign the application to a school for processing, flag the student as processed, open enrollments for the student, or print the application.

Print the Application

Use the Print Application button at the bottom of the search results screen or the Print Application button when reviewing an application to see a PDF Summary view of the entered data.

 

Application Summary ReportAt this time, enrollment records will need to be created for approved applications for new families. For existing families, no further action is needed.

Assign to School for Processing

If the selected application needs to be processed by another school in the district, or completed by another school in the district, open the application by choosing the Review Application button. On the Student Processing tab, choose the appropriate school from the dropdown. The selected school is now responsible for completing the application.

Assign to School Option

Open Campus Enrollments

This option displays the student's Enrollment tab within Campus.

Campus Enrollment View

Flag Student as Processed

Clicking this button completes the application and displays an option to print the Application Summary.

Flag Student as Processed
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