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
|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|
Student Processing Search 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 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 Year||Indicates the year for which the application was entered. For the 2015-16 school year, the end year is 2016.|
|Student Grade||Indicates the grade level of enrollment for the registration.|
|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. Core statuses are as follows:
|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:
|Only Applications with Unprocessed Students||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.|
|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.|
Applications matching the entered criteria display on the Search Results tab.
Use the Student Processing Tool
- Enter one or more search options.
- Click the Search Applications button. 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 (Review Application or Print Application).
The following can be done for each application as needed:
- Review the Application
- Print the Application
- Assign to School for Processing
- Open Campus Enrollments
- Flag Student as Processed
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.
|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||If the student lives in a second household, that information displays here.|
|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.|
|Review||A summary of the application is listed that includes any areas that might need a second review (issues with home address, etc.).|
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.
|Student Processing||This 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.
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